PIVOT TABLES
Pivot tables
Turn many records into a clear matrix of rows, columns, and one calculated value.
Set up a pivot table
Enable the view, then choose the three settings that build its matrix.
- 1
Open Pivot
Edit the macro and open the Pivot tab at the top of the setup panel.
- 2
Enable the pivot table
Turn on Enable pivot table. Once the setup is complete, the preview renders a summary instead of the raw table.
- 3
Choose rows and columns
For Rows, choose the main category on the left. For Columns, choose the category across the header. Both fields are required.
- 4
Set the calculation and value
Choose Count, Sum, Average, Max, or Min. Count does not need a value field; every other calculation needs a numeric column in Values.
- 5
Review totals
Leave Show totals enabled when you want row totals, column totals, and a grand total. Review the preview, then save or publish the page.
Tip
Start with Count when you are comparing cases. Only Sum, Average, Min, and Max need a numeric value field.
Choose the right calculation
Your selected calculation determines the result shown in each matrix cell.
| Aggregation | Use it for | Example |
|---|---|---|
| Count | Number of records | Open tickets by status and priority |
| Sum | Total of numeric values | Revenue by region and quarter |
| Average | Average of numeric values | Average resolution time by team |
| Min / Max | Lowest or highest numeric value | Highest cost by project and month |
Example: prioritize support work
A support team wants to understand its queue without reading every ticket.
- Before
- The team lead sees a long list of tickets, status, priority, and owner. The balance of urgent and routine work is not immediately clear.
- With a pivot
- They choose Status for rows, Priority for columns, and Count for the calculation. The matrix immediately shows where critical or blocked tickets are accumulating.
Things to keep in mind
Each combination of row and column values gets one result cell. The matrix contains only categories present in the source data.
Source data
A pivot table does not change the source data; it creates a separate summary view.
Grouping
While the pivot view is active, the regular grouped view is not used.
Complete setup
A pivot setup needs both a row and a column field. Without them, the raw table remains visible.
The selected value column’s number formatting is carried into the pivot results.