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Excel 2007 Groupings

Posted on 2011-09-16
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Hi Experts

I have 400 rows in a spreadsheet with the following columns

Name, Value, Reference Number

The data looks like this

SMITH      100      GT12121
SMITH        50       YT81779
JONES     20       HYYHHG
JONES     120     UTTTYY
JONES      75     UYUUU
BLACK       37     HKIKKKI
BLACK     20      YHHYH

I am trying to present it so I have a count of each name, a total by each name (on the same row if possible) and the detail rolled up so that if challenged, we can see how the total and count were derived.

So I should end up with

SMITH   Count = 2 SUM=150
JONES COunt= 3 SUM=215
BLACK COunt=2 SUM=57

Then click a cross alongside each of these rows (or whatever mechanism that works, and it expands the selection to show each row that contributed to the total.

I am not bothered about the wording (so Count=xxx SUM= xxx is arbitary as long as its obvious what the numbers represent)

Looking at it Im sure I should be able to achieve this using a pivot table or grouping, butcant figure it out.

Has anyone ever done anything similar and can help me out?
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Question by:stummj
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StephenJR earned 2000 total points
ID: 36550405
Not exactly that format but have you tried a pivot table? Will do all the donkey work in a second.

Name in the row field, and Ref in the data field twice (sum and count).
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LVL 24

Expert Comment

by:StephenJR
ID: 36550428
Missed your reference to pivot table in the question so obviously you do know about them. Attached is what it would look like (in 2003).
pic.JPG
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Author Comment

by:stummj
ID: 36550464
Hi Stephen

Yes tried doing a pivot and can get sum or the count, but not both at the same time AND RETAIN THE ROLLED UP VALUES.

I end up with rolled up valued but no count or a sum and a count but no rolled up values
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LVL 24

Expert Comment

by:StephenJR
ID: 36550473
Not sure I follow, but if you double-click any of the names you get the option to see the underlying values.
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Author Comment

by:stummj
ID: 36550488
So you do! That wasn't immediately obvious. Very many thanks :)
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Author Closing Comment

by:stummj
ID: 36550494
Wonderful! Thank you
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