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Excel Pivot Table Calculated Field

n a pivot table, you can create calculated fields, using formulas that work with the sum of other pivot fields. There are some limitations to what a calculated field can do, but they let you add more power to your pivot tables.


Pivot Table Calculated Field

In a pivot table, you can create a new field that performs a calculation on the sum of other pivot fields. For example, in the screen shot below, a calculated field, named Bonus, has been created, and it will calculate 3% of the Total, if the sum of Units is greater than 100.

calculated field

About Calculated Fields

Here are some of the features and limitations of calculated fields:

Features

  • For calculated fields, the individual amounts in the other fields are summed, and then the calculation is performed on the total amount.
  • Calculated fields are automatically available in all pivot tables that are based on the same pivot cache

Limitations

  • Calculated field formulas cannot refer to the pivot table totals or subtotals
  • Calculated field formulas cannot refer to worksheet cells by address or by name.
  • Sum is the only function available for a calculated field.
  • Calculated fields are not available in an OLAP-based pivot table.

Video: Add a Simple Calculated Field

Watch this video to see the steps for creating a simple calculated field. The written instructtions are below the video.

You can download the sample file for this video, in the download section, below.

Add a Simple Calculated Field

In this example, the pivot table shows the total sales for each sales representative per product, and the Units field summarizes the number of units sold.

You can download the sample file for this video, in the download section, below.

pivot table fields

The sales reps will earn a 3 percent bonus on their Total Sales. To show the bonuses, you can add a calculated field to the pivot table. In this example, the formula will multiply the Total field by 3%.

To add a calculated field:

  1. Select a cell in the pivot table, and on the Excel Ribbon, under the PivotTable Tools tab, click the Options tab (Analyze tab in Excel 2013).
  2. In the Calculations group, click Fields, Items, & Sets, and then click Calculated Field.

    Ribbon Calculated Field

  3. Type a name for the calculated field, for example, RepBonus.
  4. In the Formula box, type =Total * 3%
  5. Click Add to save the calculated field, and click Close.

    insert calculated field

  6. The RepBonus field appears in the Values area of the pivot table, and in the field list in the PivotTable Field List.

calculated field in pivot table

Add a Complex Calculated Field

In this example, the pivot table shows the total sales for each sales representative per product, and the Units field summarizes the number of units sold. We'll create a calculated field that uses these two fields, and the IF function.

The sales reps will earn a 3 percent bonus if they have sold more than 100 units of any product. To show the bonuses, you can add a calculated field to the pivot table. In this example, the formula will test the Units field, to see if more than 100 units were sold, and multiply the Total field by 3%.

You can download the sample file for this tutorial, in the download section, below.

To add a calculated field:

  1. Follow the steps above, to open the Calculated Field dialog box
  2. Type a name for the calculated field, for example, Bonus.
  3. In the Formula box, type the IFformula that refers to the Units and Total fields:
    =IF(Units>100,Total*3%,0)
  4. Click Add to save the calculated field, then click Close.
  5. calculated field

  6. The Bonus field appears in the Values area of the pivot table, and in the field list in the PivotTable Field List.

    complex Calculated Field

Problem With Calculated Field Totals

When you create a calculated field, you might expect to see a sum of the calculated amounts, in the pivot table's subtotal and grand total rows. However, the calculated field uses the same calculation in the subtotal and grand total rows, instead of showing a sum.

For example, in the Bonus calculated field, shown above, the total bonus for Andrews is 164.23, instead of 70.13 (23.65+33.83+12.65). This happens because Excel uses the same calculation in the Total and Subtotal rows, instead of summing.

The total Units for Andrews is greater than 100, so the total Bonus is calculated as 3% of Andrews' Total.

You can download the sample file for this tutorial, in the download section, below.

complex Calculated Field

There isn't a pivot table setting that you can change, so it will sum the calculated fields, instead of using the calculated field formula on the totals. However, you could use one of the following workarounds:

Apply a Filter

To hide the rows that don't qualify for a bonus, filter the product field for Units > 100, to match the Bonus calculation. With the filter applied, the subtotals and Grand Total are correct.

filter product field

Hide the Subtotals and Grand Totals

Another workaround is to remove the Subtotals and Grand Totals from the Sales Rep field.

  • To turn off the Subtotals, right-click on one of the Sales Rep names, and click Subtotal "Rep", to remove the check mark.
  • To turn off the Grand Total, right-click on the Grand Total label, and click Remove Grand Total.

hide pivot field subtotals

Calculate Outside of the Pivot Table

If your pivot table layout won't change, another workaround is to calculate the Subtotals and Totals, outside of the pivot table, in columns to the right. For this technique to work correctly, change the pivot table layout from Compact to Outline Form.

In the screen shot below, the bonus is a calculated field, in column P. Formulas have been added in columns Q, R and S, and column Q has conditional formatting, so it matches the pivot table style.

  • Formula in cell R12: =IF(L12="",R11,SUM(R11,1))
  • Formula in cell S12: =IF(M12="",0,P12)
  • Formula in cell Q12: =IF(L12="Grand Total",SUM(S:S),IF(L12<>"",SUMIF(R:R,R12,S:S),S12))

Copy the formulas down to row 22, where the Grand Total is located.

Then, columns P, R and S could be hidden, leaving only the calculated Bonus in column Q.

calculate totals in adjacent column

Remove a Pivot Table Calculated Field

In this example, the pivot table has a calculated field named Bonus. It appears in the Values area as Sum of Bonus. You could temporarily hide the Bonus calculated field, or permanently delete it from the pivot table.

calculated field

Temporarily Remove a Calculated Field

To temporarily remove a calculated field from a pivot table, follow these steps:

  1. In the pivot table, right-click a cell in the calculated field. In this example, we’ll right-click the Bonus field.
  2. In the popup menu, click the Remove command that shows the name of the calculated field.  

    remove calculated field

The calculated field is removed from the pivot table layout, but remains in the PivotTable Field List.

Later, you can add a check mark to the calculated field in the PivotTable Field List, to return it to the pivot table layout.

Permanently Remove a Calculated Field

To permanently remove a calculated field, follow these steps to delete it:

  1. Select any cell in the pivot table.
  2. On the Ribbon, under the PivotTable Tools tab,  click the Options tab (Analyze tab in Excel 2013).
  3. In the Tools group, click Formulas, and then click Calculated Field.
  4. From the Name drop down list, select the name of the calculated field you want to delete.

    delete calculated field
     

  5. Click Delete, and then click OK to close the dialog box.

Programmatically Remove Pivot Table Calculated Field

In Excel VBA, if you try to change the Orientation for a calculated field, Excel displays the error message "Run-time error '1004': Unable to set the Orientation property of the PivotField class"

calculated field error

You can manually uncheck the calculated field boxes, and remove them from the pivot table, then check the box again, to put it back into the layout. However, if you record code while removing the calculated field, that recorded code shows the same error message when you try to run it.

So, I wrote the following code that deletes each calculated field, then immediately adds it back to the pivot table field list, but not into the pivot table layout. If you've been having the same trouble with calculated fields, I hope this helps!

Sub RemoveCalculatedFields()
Dim pt As PivotTable
Dim pf As PivotField
Dim pfNew As PivotField
Dim strSource As String
Dim strFormula As String

Set pt = ActiveSheet.PivotTables(1)
    For Each pf In pt.CalculatedFields
        strSource = pf.SourceName
        strFormula = pf.Formula
        pf.Delete
        Set pfNew = pt.CalculatedFields.Add(strSource, strFormula)
    Next pf
    
End Sub

Create List of Pivot Table Formulas

With a built-in pivot table command, you can quickly create a list of the calculated fields and calculated items in the selected pivot table.

NOTE: All pivot tables that share the same pivot cache will also share the same calculated fields and calculated items.

List the Pivot Table Formulas in Excel 2010 and Excel 2013

  1. Select any cell in the pivot table.
  2. On the Ribbon, under the PivotTable Tools tab, click the Options tab (Analyze tab in Excel 2013).
  3. In the Calculations group, click Fields, Items & Sets
  4. Click  List Formulas.

    List Formulas

List the Pivot Table Formulas in Excel 2007

  1. Select any cell in the pivot table.
  2. On the Ribbon, under the PivotTable Tools tab, click the Options tab.
  3. In the Tools group, click Formulas
  4. Click  List Formulas.

    List Formulas

A new sheet is inserted in the workbook, with a list of the calculated fields and a list of the calculated items.

Pivot Table Formulas List

List the Pivot Table Formulas in Excel 2003

  1. Select any cell in the pivot table.
  2. On the Pivot toolbar, click PivotTable.
  3. Click Formulas, then click  List Formulas.

    List Formulas 2003

A new sheet is inserted in the workbook, with a list of the calculated fields and calculated items (see the Excel 2007 example above).

Video: Create a List of Pivot Table Formulas

With a built-in command, you can quickly create a list of the calculated fields and calculated items in the selected pivot table. To see the steps, please watch this short video tutorial.

List All Formulas For All Pivot Tables

To create a list of all the formulas in a specific pivot table, you can use the List Formulas command, as shown above.

There is no built-in command that will list the formulas for all of the pivot tables in a workbook, but you can use programming to do that.

In the sample code shown below, a new worksheet is added to the active workbook, with a list of all the calculated items and calculated fields, in all of the pivot tables.

To download the sample file, which contains the code, go to the Download section, below.

Sub ListAllPivotFormulas()
'www.contextures.com
'print all the pivot table formulas
'in the active workbook
Dim lRow As Long
Dim wb As Workbook
Dim ws As Worksheet
Dim wsFP As Worksheet
Dim pt As PivotTable
Dim pf As PivotField
Dim cf As Variant 'calculated field
Dim ci As Variant 'calculated item
Dim strSh As String
Dim lPI As Long


On Error Resume Next
Application.DisplayAlerts = False

Set wb = ActiveWorkbook


strSh = "FP_" & Format(Date, "yyyymmdd")
On Error Resume Next
   Worksheets(strSh).Delete
On Error GoTo exitHandler

Set wsFP = Worksheets.Add
With wsFP
.Name = strSh
.Columns("A:E").NumberFormat = "@" 'text format
.Range(.Cells(1, 1), .Cells(1, 7)).Value _
   = Array("ID", "Sheet", "PivotTable", _
      "Type", "Field", "Name", "Formula")
.Rows(1).Font.Bold = True
End With

lRow = 2

For Each ws In wb.Worksheets
   If ws.PivotTables.Count > 0 Then
      For Each pt In ws.PivotTables
         For Each cf In pt.CalculatedFields
            wsFP.Range(wsFP.Cells(lRow, 1), _
               wsFP.Cells(lRow, 7)).Value _
               = Array(lRow - 1, _
               ws.Name, pt.Name, _
               "Calc Field", , cf.Name, _
               " " & cf.Formula)
            lRow = lRow + 1
         Next cf
      
         For Each pf In pt.PivotFields
            On Error Resume Next
               lPI = 0
               lPI = pf.CalculatedItems.Count
            On Error GoTo errHandler
            If lPI > 0 Then
               For Each ci In pf.CalculatedItems
                  wsFP.Range(wsFP.Cells(lRow, 1), _
                     wsFP.Cells(lRow, 7)).Value _
                     = Array(lRow - 1, _
                     ws.Name, pt.Name, _
                     "Calc Item", pf.Name, _
                     ci.Name, " " & ci.Formula)
                  lRow = lRow + 1
               Next ci
            End If
         Next pf
   
      Next pt
   End If
  
Next ws

wsFP.Columns("A:G").EntireColumn.AutoFit
  
exitHandler:
    Application.DisplayAlerts = True
    Exit Sub
errHandler:
    MsgBox "Could not list formulas"
    Resume exitHandler

End Sub

Download the Sample File

  1. Sample file for the Simple Calculated field and Complex Calculated Field tutorials: Calculated Field Samples
  2. Sample file with the code to create a list of all pivot table formulas. The file is zipped, and is in Excel 2007 / 2010 format (xlsm). The file contains macros, so enable them to test the code: Calculated Field List programming sample file

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Last updated: April 30, 2015 0:59 AM