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Group By Month, Year & Week With Excel Pivot Tables

Before I was a Pivot Table guru, I had to get individual rows of daily sales and... read more

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Group By Month, Year & Week With Excel Pivot Tables | MyExcelOnline Group By Month, Year & Week With Excel Pivot Tables | MyExcelOnline

Before I was a Pivot Table guru, I had to get individual rows of daily sales and group them into a report showing the monthly sales during the year.

Group Dates in Pivot Table would take a ton of effort using Formulas:

  • Extracting the month and year from each transactional date;
  • Then manually grouping them together to get the total sales numbers for each month.  PAINFUL & SLOW!

Thankfully there is the Pivot Table way (I wish I had known this back then), which is quick and reduces the risks of making any errors….ah yeah & I almost forgot, it is also easy to add new data to your sales report with a simple Refresh!

Let’s look at each one of these!

 

Group Dates in Pivot Table by Month & Year

In the data below, you can see that there are two columns: one that contains the transaction date of the sale, and the second column contains the total sales amount for a particular date.

See also  Show Field and Value Settings in Excel Pivot Tables

Group By Month, Year & Week With Excel Pivot Tables

Want to know How To Group Dates in Pivot Table by Month?

In the example below, I show you how to Pivot Table Group by Month:

download excel workbookGroup-by-Month.xlsx

 

STEP 1: Insert a new Pivot table by clicking on your data and going to Insert > Pivot Table > New Worksheet or Existing Worksheet

Group By Month, Year & Week With Excel Pivot Tables

 

STEP 2: In the ROWS section put in the Order Date field.

Notice that in Excel 2016 (the version that I am using) it will automatically Group the Order Date into Years & Quarters:

Group By Month, Year & Week With Excel Pivot Tables

 

STEP 3: Right-click on any row in your Pivot Table and select Group so we can select our Group order that we want:

Group By Month, Year & Week With Excel Pivot Tables

 

STEP 4: We need to deselect Quarters and make sure only Months and Years are selected (which will be highlighted in blue).

This will group our dates by the Months and Years.  Click OK.

Group By Month, Year & Week With Excel Pivot Tables

 

STEP 5: In the VALUES area put in the Sales field.  This will get the total of the Sales for each Month & Year:

Group By Month, Year & Week With Excel Pivot Tables

 

This is how you can easily create Pivot Table Group Dates by Month!

Group By Month, Year & Week With Excel Pivot Tables

 

See also  New Pivot Table Features in Excel 2019 and Office 365

Group Dates in Pivot Table by Week

To group the dates by week, follow the steps below:

STEP 1: Right-click on one of the dates and select Group.

Group By Month, Year & Week With Excel Pivot Tables

 

STEP 2: Select the day option from the list and deselect other options.

Group By Month, Year & Week With Excel Pivot Tables

 

STEP 3: In the Number of days section, type 7.

Group By Month, Year & Week With Excel Pivot Tables

This is how the group dates in Pivot Table by week will be displayed.

Group By Month, Year & Week With Excel Pivot Tables

 

STEP 4: You can even change the starting date to 01-01-2012 in the section below.

Group By Month, Year & Week With Excel Pivot Tables

 

Your final grouped data is ready!

Group By Month, Year & Week With Excel Pivot Tables

 

Change Formatting

Now we have our sales numbers grouped by Month & Years, notice that we can improve the formatting by following the steps below:

Group By Month, Year & Week With Excel Pivot Tables

 

STEP 1:Click the Sum of SALES and select Value Field Settings

Group By Month, Year & Week With Excel Pivot Tables

 

STEP 2: Select Number Format

Group By Month, Year & Week With Excel Pivot Tables

 

STEP 3: Select Currency. Click OK.

Group By Month, Year & Week With Excel Pivot Tables

 

You now have your total sales for each monthly period!  Quick & Easy!

Group By Month, Year & Week With Excel Pivot Tables

 

Summarize Value by

In the previous examples, you saw how to get total sales by month, year, or week. You can even calculate the total number of sales that occurred in a particular month, year, or week.

See also  Pivot Table Calculated Field

Let’s look at an example to know how:

STEP 1: Right-click anywhere on the Pivot Table.

Group By Month, Year & Week With Excel Pivot Tables

 

STEP 2: Select Value Field Settings from the list.

Group By Month, Year & Week With Excel Pivot Tables

 

STEP 3: In the Value Field Setting dialog box, select Count.

Group By Month, Year & Week With Excel Pivot Tables

 

STEP 4: Click OK.

Group By Month, Year & Week With Excel Pivot Tables

 

This will summarize the values as a count of sales instead of the sum of sales (like before).

Group By Month, Year & Week With Excel Pivot Tables

 

Ungroup Dates

To ungroup dates in a Pivot Table, simply right-click on the dates column and select ungroup.

Group By Month, Year & Week With Excel Pivot Tables

Or, you can go to the PivotTable Analyze tab and select Ungroup.

Group By Month, Year & Week With Excel Pivot Tables

 

Once this is done, the data will be ungrouped again.

Group By Month, Year & Week With Excel Pivot Tables

 

Control Automatic Grouping

If you wish to, you can easily turn off this automatic date grouping feature in Excel 2016. To do that, follow the steps below:

STEP 1: Go to File Tab > Options

Group By Month, Year & Week With Excel Pivot Tables

 

STEP 2: In the Excel Options dialog box, click Data in the categories on the left.

Group By Month, Year & Week With Excel Pivot Tables

 

STEP 3: Check Disable automatic grouping of Date/Time columns in PivotTables checkbox.

Group By Month, Year & Week With Excel Pivot Tables

 

STEP 4: Click OK.

See also  Fix Column Width in a Pivot Table

Group By Month, Year & Week With Excel Pivot Tables

This will easily turn off the automatic grouping feature in the Pivot Table! So, the date will be not be grouped automatically now when you drag the date field to an area in the pivot table.

 

Conclusion

You can easily analyze data by week, month, year, days, hour, etc., and find trends using this grouping dates feature in Pivot Table. It is a fairly simple and super quick method to group dates.

Did you know there are many creative ways of doing grouping in Excel Pivot Tables?

Learn all about it here!

Further Learning:

 

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Group By Month, Year & Week With Excel Pivot Tables | MyExcelOnline Group By Month, Year & Week With Excel Pivot Tables | MyExcelOnline
Group By Month, Year & Week With Excel Pivot Tables | MyExcelOnline
Bryan

Bryan is a best-selling book author of the 101 Excel Series paperback books.

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