Easy Filtering Specifications for a PivotTable

by Allen Wyatt
(last updated October 24, 2016)

2

David has many PivotTables that are filtered by year. In his data there is a separate field for year (values 2008, 2009, 2010, etc., derived via the Year function). He excludes older years in most cases and reports on more recent years. When a new year arrives, it is a tedious process for David to edit every PivotTable and select the most recent year. He wonders if there is a way to specify the selection values for a PivotTable filter so he doesn't need to go through the tedious editing.

Perhaps the easiest way to do this would be to add a single column to the source data for your PivotTable. The column could contain a simple formula that designates whether the row is within the desired range for inclusion in the PivotTable. For instance, if column A contains the transaction date for the row, then you could include the following in the added column:

=YEAR(A2)>YEAR(NOW())-3

The result of the formula is either True or False, depending on whether the transaction is within the previous three years or not. Thus, if this formula is evaluated in 2013, then any transactions within 2011, 2012, and 2013 would return True; all others would be False. Then, within your PivotTable definition you could filter based on the contents of this particular column, thereby ensuring that only those True rows are included in the PivotTable.

If you prefer a macro-based solution, you could easily develop one that examined each of the PivotTables and changed the PivotField named "Year" so that it was equal to a desired year. The following shows how easy it is to make such a change:

Sub ChangePivotYear()
    Dim sht As Worksheet
    Dim pvt As PivotTable
    Dim iYear as Integer

    iYear = 2012     ' Change to desired year
    For Each sht In Worksheets
        For Each pvt In sht.PivotTables
            pvt.PivotFields("Year").ClearAllFilters
            pvt.PivotFields("Year").CurrentPage = iYear
       Next pvt
    Next sht
End Sub

The macro sets the field to 2012; if you want to use a different year, just change what is assigned to the Year variable. Note, as well, that the macro affects all the PivotTables in the entire workbook.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (12571) applies to Microsoft Excel 2007, 2010, and 2013.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

QuickWords in Word

WordPerfect users coming to Word may miss a feature called QuickWords. This tip examines some ways you can get around the ...

Discover More

Displaying Fields

Fields (sometimes called field codes) allow you to insert dynamic information in your documents. If you want to see the codes ...

Discover More

Copying Formats

Want to copy a format from one place to another without taking your hands off the keyboard? It's easy to do if you apply the ...

Discover More

Solve Real Business Problems Master business modeling and analysis techniques with Excel and transform data into bottom-line results. This hands-on, scenario-focused guide shows you how to use the latest Excel tools to integrate data from multiple tables. Check out Microsoft Excel 2013 Data Analysis and Business Modeling today!

More ExcelTips (ribbon)

Missing PivotTable Data

Wonder what happened to the data behind a PivotTable? It could be in a number of places, and tracking it down could be a ...

Discover More

Suppressing Zero Values in PivotTables

PivotTables are great for digesting and analyzing huge amounts of data. But what if you want part of that data excluded, such ...

Discover More

Counting with PivotTables

One of the ways you can use PivotTables is to generate counts of various items in a data table. This is a great technique if ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 7 - 0?

2016-10-24 16:40:28

Leah

GREAT TIP!! I'm already putting it in place in some worksheets! Thanks!

Only 1 suggestion. With LARGE amounts of data, don't use the =NOW() function as it could consume memory resources and slow things down. I simply put the date I'm looking at in a cell outside the list (say it's D1) and my formula then becomes

=YEAR(A2)>YEAR($D$1)-3

This also allows you to use that date as part of the headers on your pivot reports without having to remember to change each month!


2013-04-01 08:49:24

Glenn Case

It would also be relatively easy to add a slicer or a page filter to allow east filtering by year.


This Site

Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.