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Excel - group same entries...

Excel 2003

Here is a simple example of what I want to do...

In my spreadsheet I have about 100 entries...
Let's assume that some people owe me money...Tom Dick and Harry...John and Mary...etc...

Tom has 6 entries in my spread sheet
Dick has 4 entries
Harry has 11 entries
etc etc etc

I think there is an automatic function that will group all of Tom's entries and subtotal how much he owes me...
Same for the rest of the folks...

I could sort on "Names" and create a subtotal for my multiple entries...but I think I remember an "automatic" function to do this...

Or am I wrong???


Steve Mutchler
Steve Mutchler
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1 Solution
Hi stevem5000,
It's called a PivotTable.

Creating a PivotTable can be somewhat challenging because of the unfamiliar nature of the wizard. To create a PivotTable:
1) Make sure that each column has a heading label, then select any point within your data
2) Open the Data...PivotTable and PivotChart Report menu item
3) Click Finish in the resulting wizard. This will create a PivotTable on a new worksheet. Or you can click "Next" twice and choose to put the PivotTable in the existing worksheet in step 3 of the wizard. You'll then need to pick the top left cell of that report.

The tricky part come next. You will be presented with a blank PivotTable with big labels for the type of data required in each section. You need to drag named fields from the "PivotTable field list" dialog onto the PivotTable.
4) Drag the "Name" field label into the "Drag Row Items Here" field
5) Drag the "Amount" field label into the "Drag Data Items Here" field

You now have a PivotTable showing the sum of the amounts owed by each different person in the row fields.

Hoping to be helpful,

Steve MutchlerIT TechAuthor Commented:
Wow...that was QUICK...!!!!

Let me work with this...make sure it does what I want...

Steve MutchlerIT TechAuthor Commented:

Took me a while to figgure it out...but exactly what I needed...


I'm glad to hear you liked the PivotTable approach. It's a powerful tool in the right applications.

Thanks for the grade!
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