By Conrad Carlberg
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Additional resources for Excel for Accountants: Tips, Tricks & Techniques
The associated data field items will follow their row field item. All you have to do is click a row field item, move your cursor over the cell's top or bottom edge, hold down the mouse button and drag. Chapter 2 • Pivot Tables • Ascending. The row field items will sort themselves automatically in ascending order. If you add a new record to the pivot table's data source, and that new record contains a row item not yet in the pivot table, Excel adds it to the pivot table in ascending row field order (but not immediately: see the section on the Data Cache later in this chapter).
The drop-downs limit the possible entries to those that you want to allow. Choosing Data Validation walks you through the process. You wouldn't know that this had happened — that is, an extra version of Southeast sneaking into your list — without either poking around for one, or using a tool such as Advanced Filter (or pivot tables) that highlight the presence of an erroneous value. Using Advanced Filter, you arrange for a shorter list consisting of the original list's unique values. Chapter 1 • Using Lists in Excel Here's how to filter for unique values in your list: 1.
The values you see in cells A3:A6 are called items. A pivot table can handle thousands of items (the upper limit has increased with every release since Excel 95). In theory, you could have a field called Age In Weeks, which could take on every value from 1 to, say, 4680, and it could be a field in a pivot table, with one row for each week. Of course, while there might be a situation in which you would want to see a summary value for each of 4680 items in a field, it's hard to imagine a realistic one.