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Excel 2010 - Custom Calculation in Pivot Table

Posted on 2016-10-14
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Last Modified: 2016-10-22
I have training complete/incomplete report in Excel that is a pivot table by Leader name and the people below that that have either complete or not complete their training.

List of Leaders and complete incomplete counts
I am wondering if there is an easy way to include a calculation for the percent Incomplete for all summary types so there is one for Audience (Annual versus CIA) and once for Curriculum (R&D vs Commercial) and then there is a line per Leader Name.

can this also be accomplished if the Complete field is "hidden" or how could that be done? The pivot table will most likely be locked when this is distributed so they cant adjust it

thanks

Adam
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Question by:aehrenwo
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Expert Comment

by:Glenn Ray
ID: 41844440
In PivotTables, you can present the values as percentages of other values.  Just right-click on any and from the pop-up menu select "Show Values As" and one of the options.  

I tried replicating a PivotTable but couldn't get the exact same layout.  Can you provide a redacted version of the source data (hiding Leader names)?  That would help greatly,

Regards,
-Glenn
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Author Comment

by:aehrenwo
ID: 41844607
How many lines of data do you need to test this out? The original data is over 20k lines
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Expert Comment

by:Glenn Ray
ID: 41844702
Just a couple hundred will probably do; enough to show a few lines of detail under each Curriculum type
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by:aehrenwo
ID: 41844947
Here is a sample file- I just used Generic Leader names and the first name of the "learners" that took training.

Thanks

Adam
sample.xlsx
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Expert Comment

by:Glenn Ray
ID: 41845420
I've taken your sample data and created the following PivotTable:
 EE-SamplePivot.png
The Values section actually shows a count of the LearnerName twice: once as a standard Count, then again as a percentage of the parent column total.  In this case, the "parent column" is the "Audience" (Annual or CIA).  As stated earlier, you can change the way values appear by right-clicking on any value, then selecting the type as shown below:
EE-PT-showvaluesas.png
I also re-labeled the percentage columns for clarity ("Pct"). See the attached file.

-Glenn
EE-SamplePivot.xlsx
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Author Comment

by:aehrenwo
ID: 41848705
thank you... THIS IS VERY Useful. quick question

Is there anyway to organize this so that I can see the total incomplete (with percent ) for both CIA and Annual? looks like the calculation doesn't work when I put status on top.

Also how can I have the percent incomplete show up as a grand total. Right now when it did it that percentage calculation is showing up as 100% instead of whatever the real value is.

THANKS!
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Expert Comment

by:Glenn Ray
ID: 41848758
If you turn on Grand Totals for Columns, you'll see total count and percentage complete/incomplete for each Audience.  See the attached, revised example.
EE-SamplePivot.xlsx
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Author Comment

by:aehrenwo
ID: 41848897
Ok thanks -  got that working... I think the last piece is the one that may not be possible. If I wanted to have a total count (combined CIA and Annual) and the same percent calculation as a third value is there way to do that? When I add Grand totals by row the PCT calc is coming up as 100%.

I am thinking this would need to be done with a separate pivot table maybe?

Thanks,

Adam
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Glenn Ray earned 500 total points
ID: 41849076
Adam,

I see your issue and I couldn't think of a way to show a summary that excluded the Audience so that you could just see the complete/incomplete totals in the same PivotTable.

However, with a little trickery, it could be emulated with a second, adjacent PivotTable like so:
EE-SamplePivot2.png
This is just includes a cloned version of the first table without the Audience in the columns.  I then hid the buffer (blank) columns and the column with the Row Labels in the second table. I added some extra data and expanded the range to test.  Using "Refresh All" will update both tables.
EE-SamplePivot.xlsx
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Author Comment

by:aehrenwo
ID: 41849243
I was playing around with something similar but this was a great idea!!!
thank you for all of your help
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Expert Comment

by:Glenn Ray
ID: 41849255
You're welcome.
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Author Closing Comment

by:aehrenwo
ID: 41855467
Thanks again
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