why can t i group rows in pivot table

In a PivotTable, select an item of a row or column field. The string value “Date” will be returned if the cell contains a date value. Select any cell in the Pivot Table 2. This short video shows the basics of pivot table grouping. Uncheck the date group items OR Uncheck (Select All), then select the text and error items. Thanks for the tip. You can copy/paste the code to your own file. One of the most common questions I get from that video is that the date grouping feature is not working. I have a pivot table that i would like to add an extra row with a calculation. I can fix these one at a time by pressing F2 (the edit button) and hitting enter and they convert to proper dates. Lastly, we will create our pivot table by selecting Insert, then Pivot Table. Now the Grouping … We'll look at the traditional reasons for this grouping problem in the next section. When you go through the process of grouping this time, you will see that it allows the 2 grouping types to exist on the same source data. Posted on October 29, 2018 July 20, 2020 by Tomasz Decker. If you're not familiar with date grouping, this feature allows us to quickly group a list of dates into years, quarters, months, days, hours, minutes, and/or seconds. Hi Naz, In this case, the pivot table can give you a favor. However, if your table is loaded to the Data Model then you cannot group in the pivot table, you can however group in Power Query. Under By, select a time period. I have a date and hourly increments that I can’t get to group. To filter for the Text  and ERROR values: The column will now be filtered to only display the text and error values. Problem Grouping Pivot Table Items. Hi Jon In this case, we can use GoTo Special to select cells with Text or Errors. It is not really a sophisticated fix but it is simple and quick. In the PivotTable, select the item you want. If not all rows are populated, that is a waste of resources. The simple rule for the enabling the Group Field feature for dates is: All cells in the date field (column) of the source data must contain dates (or blanks). TINTA BRANCA 1 21.22 17-Nov-14 Software: MS Excel 2016. However, the date grouping feature doesn't always work. To create a grouping, select the items that you want to group, right-click the pivot table, and then choose Group from the shortcut menu that appears. To change the data source of a PivotTable to a different Excel table or a cell range, click Select a table or range, and then enter the first cell in the Table/Range text box, and click OK. To use a different connection, do the following: Click select a Use an external … Plus weekly updates to help you learn Excel. That is the most typical cause of the group button being disabled. Your email address will not be published. 0000000000 8 231.51 29-Jun-15 When I changed the title format to "Date", it worked. Now choose where you want to place the pivot. A quick way to tell if your pivot table is OLAP-based is to check the Ribbon: And if you check the Fields, Items, & Sets drop down, some of the features will be dimmed out, for OLAP-based pivot tables.  For example, you can't create a calculated field or calculated item. Pivot table row labels side by side. Thanks this solved it, wasn't saved as a date 🙂. If you checked that box, you won't be able to group any items in the pivot table. Im using excel for Mac and the group field function only seems to be available for dates and so Is greyed out ? You can group rows and columns in your Excel pivot table. One quick way is to use the TypeName function. 63296371 01/01/19 02:00:00 6775800 120 Re: Why does the pivot table not allow me to group data? The dates are formatted as dates When I create the pivot table the dates become my column values. How To Group Pivot Table Dates. In the Calculations section, find the OLAP Tools command. If you don't like the automatic grouping or are on a different fiscal calendar, then checkout my article on Grouping Dates in a Pivot Table VERSUS Grouping Dates in the Source Data. Ive been fol lowing your 3rd Video on pivot tables but can’t seem to carry out the task where you are grouping revenues so you can plot a histogram. I haven't found any way to change the pivot cache from an OLAP-based source (data model), to a data source that isn't in the data model. I have been looking all over for the solution to this problem. You can create a pivot table, and then group the data by age then count them. Sincerely Scott Selee. We can also use VBA to determine the data type of a cell. I want dates in Columns field. If numbers are being recognized as text, use one of the techniques to. After we find the trouble makers, we have to fix the text values and convert them to dates. My name is Jon Acampora and I'm here to help you learn Excel. If there are any cells in the date field of the source data that contain text or errors, then the group feature will NOT work. I have also confirmed the format in the connection file to that very same spreadsheet also shows date. This will apply a filter for all the text values in the column. Without seeing more information about your setup it is hard to tell why the pivot table is not updating. You can also read about why this feature was added, and watch a date grouping video. 'Create a list of all cells in the selection, 'that are not dates. Thanks, found this really helpful, had been frustrating me since moving to Excel 2016. Select the entire column of the date field [keyboard shortcut: Ctrl+Space Bar]. 2. Depending on the applicable grouping settings and organization of the Pivot Table report, you may be trying to group in a way that Excel can't handle. Excel leaves it up to you to find out what the problem is. From here I right click then select group, and grouping options etc. . error message that appears. Excel File: GitHub Repository I am unable to group fields in pivot table of Excel file.. Graffiti table is linked with Calendar table via Date (in PowerPivot > Data Model), so why is there difficulty in grouping the following. What else should I check? We can also use it to select cells with specific data types. exported from another system and are treated as text in Excel). However, in some instances where the source data has been 'dirty' I have had problems grouping when there where blanks or NULL values in my original data, so if it is possible in your case, try and filter this out before supply the data to your pivot table Regards GarethG I have checked all values in the date and time columns and they’re all in the correct format, no blanks even. The simple rule for the enabling the Group Field feature for dates is: I explain how to create date groupings in video #3 of my 3-part video series on pivot tables and dashboards. I've been strugling with this until I found your blog entry! Check the field list, to see if there's a second copy of the date field, e.g. So, we are now on the hunt for TEXT and ERRORS! Thanks! 1. I tried setting a tabular format but didn't work. For Excel 2013 and later, there's another thing that can prevent you from grouping -- the Excel Data Model. There are no blanks, bad dates, or text!! I have a spreadsheet where I can group a date column using pivot table, but when I link that same spreadsheet to another spreadsheet to be used in a power pivot, the power pivot does not allow me to group that same date column (grayed out). But perhaps I’m overlooking some stuff. There cannot be any cells that contain text or blanks in that column. Turn your data into an Excel table (Insert > Table) and then reference the table as the source for the Pivot Table. 4. Bottom line: Learn why the pivot table date group feature is disabled, grayed out, or does not work, and a few quick tips for finding the problem. This is because pivot tables, by default, display only items that contain data. I just want to understand why. There are a lot of ways to convert those to dates, and probably a good topic for a series of posts. I tried everything, formatting, settings, create a new pivot table, check every date and nothing worked until I tried this. Formatting data as dates fixed it for me. In the example shown, a filter has been applied to exclude the East region. If your pivot table is the traditional type (not in the data model), grouping problems are usually caused by invalid data in the field that you're trying to group. I did try the above but it is not working for me. I have formatted my dates in the workbook to the mm/dd/yyyy format which didn't work and I also tried converting in the data tab->text to columns->column data format=MDY and it still won't group. Or you can use the Text-to-Columns function and separate by space. I suggest you leave a Link in your main website to this blog entry! Any ideas on how to do this? The next step is to determine why the values are not dates, and fix them. Learn how your comment data is processed. In the PivotTable, right-click a value and select Group. In these … I have a data set containing about 30.000 records with a date column. If there is, add it to the row area, and ungroup it. It’s not so bad when the data is all in Excel, it’s when it comes from a database or PowerQuery. This is a contextual tab that appears only when you have selected any cell in the Pivot Table. Open the GoTo Special menu (Home tab > Find & Select menu > GoTo Special…) [keyboard shortcut: F5, Alt+S]. If you need to improve your knowledge of pivot tables and other advanced Excel features it could be of great value to you. Hi Jon- I had a similar problem and i’m still working on a complete solution. I hope that helps. When I select the first date in the pivot table the Group By Field menu option is grayed out. Good afternoon Probably enough to write a book on. On the Analyze tab, in the Active Field group, click Field Settings. Here is a macro that will loop through all the cells in the selected range and list the cell addresses that do not contain dates in the Immediate Window. We can then apply a different fill color to flag these cells for fixing. Here's a screen shot of the "Cannot group that selection." Is there w way that I can just get allof the the June together and so on without doing them individual. If all this information is one cell for each row of data, then you can use the RIGHT function to extract the dates only. Meter# Time Register Read Gals of water MrExcel.com provides examples of Formulas, Functions and Visual Basic procedures for illustration only, without warranty either expressed or implied, including but not limited to the implied warranties of merchantability and/or fitness for a particular purpose. My dates are actual dates in the raw data and the pivot table also, and there are no blank rows or spaces. Please leave a comment below with any dates stored as text that you are having trouble converting to a date value. Problems Counting Excel Data COUNTIF COUNTA. If you're trying to group dates or numbers, the grouping problem usually occurs when the field contains records with one of these items: Then refresh the pivot table, and try grouping the items again. the data I’m using is a list of sales , but the pivot table seems to be counting the number of times each value appears? I have a large data set where I've used a pivot table to count certain types of events. The login page will open in a new tab. Make sure it is a field and not a value. I like how you integrate the immidiate window into your analysis. On the Excel Ribbon, click the Analyze tab (under PivotTable Tools). Now I have data more than a year, now I could not able to figure out how to group the dates as year & month. 4. If there were the original spreadsheet wouldn’t have worked. Can't group/ungroup data in pivot table. After logging in you can close it and return to this page. Grrr. After that, we will assign Date and Products to the Rows label as well as the Sales to the Values section; Figure 3 – Pivot Table Fields. Please help! I’ve found that for PivotTables using the DataModel, even if you set the datatype to Date or DateTime for a Date column, you can’t group by a set number of days because that option is greyed out, as is the Starting At and Ending At options. This video shows how to group Text items in a pivot table. For older versions of Excel, if you had a problem grouping pivot table items, it was usually caused by blank cells, or text in number/date fields. The Group Field button on the Analyze/Options tab of the PivotTable tools ribbon might be disabled or grayed out. Thanks. Please log in again. So, if you need grouping, create a new pivot table from the source data, and do NOT check the box to add the data to the Data Model. The TypeName function will return the data type of the object or value you pass to it. Group by age in pivot table If you have a worksheet which contains the data of some questionnaire survey, and you need to count the result based on the people’s age range to analyze the data for a report. If you try to group pivot table items in Excel, you might get an error message that says, "Cannot group that selection." For Excel 2013 and later, there's another thing that can prevent you from grouping -- the Excel … However, after changing the date format within the query from 2020-01-01 00:00:00 to 2020-01-01 the grouping worked! Note that the technique only works for text, not logical (TRUE/FALSE) or error values. Note: All cells in the column should be formatted as dates before running this code. … Hi Priscilla, Required fields are marked *. In my case, the data was formatted as dates, but the title format was "General", and it wasn't working. Thank you for your help. This blog is updated frequently with Excel and VBA tutorials & tools to help improve your Excel skills and save time with your everyday tasks. Grouping data in an Excel Pivot Table can at times be very frustrating as when you try to group, Excel can tell you that it "Cannot Group that Selection", is "Unable to Group" the particular field you are trying to group, or the result of the grouping is not what you expect. I tried to group it under Pivot table but having an error “Cannot Group that selection”. Great tip! The data is for about a whole year of information . In the filter drop-down menu select Date Filters > Equals > type an asterisk * in the criteria box > press OK. The date grouping feature of pivot tables is a great tool that can save us a lot of time. The Excel Pro Tips Newsletter is packed with tips & techniques to help you master Excel. Now go to the PivotTable Fields pane, please drag and drop Score field to the Rows section, and drag and drop Name field to the Values section. If so, Excel should automatically recognize them as dates. On the Design tab, in the Layout group, click Blank Rows, and then select the Insert Blank Line after Each Item Label or Remove Blank Line after Each Item Label check box. First, any calculated expressions always appear as columns. In the PivotTable Options dialog box, on the Data tab, select the Refresh data when opening the file check box. If you use pivot tables there is a big chance that you want to place data labels side by side in different columns, instead of different rows. I'm trying to count the events by month/year, but my pivot won't group the dates. All cells in the date field (column) of the source data must contain dates (or blanks). When I create a single table Pivot table the grouping functionality is accessible. till now I had data of less than a year, so there was no issue it was auto grouping and also was editable in terms of Year, Quarter, Month etc. On the Options tab, in the PivotTable group, click Options. Jon There are several ways to find cells that contain text or errors in a column. I need to divide 2 specific rows in the table to get the calculation. I often have dates that looks like dates but do not behave like dates (e.g. As the pivot table share the same cache, so it’s obvious to encounter problem in data grouping of the pivot table field. 63296371 01/01/19 00:00:00 6775550 130 This site uses Akismet to reduce spam. Hello and welcome! You are a life-saver (or at least a sanity saver). For older versions of Excel, if you had a problem grouping pivot table items, it was usually caused by blank cells, or text in number/date fields. See how to stop pivot table date grouping in the latest versions of Excel, and a couple of workarounds for Excel 2016. SIKAFLEX 1 10.4 06-Aug-14. All Rights Reserved. So I would argue that this column contains any errors. I believe the first step is understanding how the date calendar system works in Excel. Each cell in the column will need to contain numbers. But first, here's the newer issue, that might affect you, if you're using Excel 2013 or later. I have tried everything. Note: In Excel 2016, date fields are automatically grouped when added to the rows or columns area of a pivot table. It should work in excel 2016, however, I'm using microsoft office 2019 professional plus - did they disable it for this version? The GoTo Special menu allows us to select different types of cells (cells with comments, constants, formulas, blanks, etc.). I’ve an issue with Pivot regarding grouping with dates. Any other ideas? In the Actions group, click on the ‘Select’ option. If there is text in the date/number field, remove it. As you can see, the error message doesn’t tell you WHY you can’t group the items. That knowledge alone will get you along ways in fixing dates. Group data. Solution: Create A Second Pivot Cache For using dissimilar groupings in each of the pivot tables; you have to create an individual pivot cache for each of your pivot tables. Checkout my article on 5 Ways to use the VBA Immediate Window for more on this technique. One quick way to determine if there are text or error values in your column is to use the checkbox list in the filter drop-down menu. Subscribe above to stay updated. I cannot get my dates or times to group. Hi Elba, 63296371 01/01/19 01:00:00 6775680 120 Except repeating the row labels for the entire pivot table, you can also apply the feature to a specific field in the pivot table only. This solved my problem! Normally when you create a pivot table, you get the following result. I was having an issue where the date was taken by the system and stored as a different time format. Are the dates in their own column? Check the data source settings of the pivot table. You might want to group columns or rows when you need to segregate data in a way that isn’t explicitly supported by your Excel table. I have spreadsheet with data that the date of the repair is like below. Firstly, you need to expand the row labels as outline form as above steps shows, and click one row label which you want to repeat in your pivot table. This displays the Field Settings dialog box. PANEL ASSEMBLY HOOD 1 601.48 26-May-15 If the grouping or filtering does not work that means the dates are still stored as text. When the source data is added to the data model,  you end up with an OLAP-based Power Pivot, instead of a traditional pivot table, and the grouping feature is not available. We can see that this column contains some dates that were entered in the incorrect format. Repeat row labels for single field group in pivot table. For numerical fields, enter a number that specifies the interval for each group. If you don't have blank cells or text in the date column, there may be a grouped field left over from a previous time that you grouped the data. Date2. Yet, I can’t get the ‘Group’ function to work. See screenshot: 5. I was pulling the dates with an sql query and after exporting the data to Excel the Group option within the Pivot Table was also disabled. Thank you for the information and keeping me on your list Yes, it can be tricky to get everything stored as a date value in Excel. Any suggestion ?? This appears to be the case for ANY pivot table that shares the same source data and the same field name. If you are unfamiliar with grouping dates into months, weeks etc directly within a pivot table, have a look at the Pivot Table … Nothing I have tried seems to work. Select OK. But I still get the error message “Cannot group that selection”. Thank you so very much! I thought this is VBA only. Hope that helps. Super tip: If the column only contains text, and no errors, you can use the Custom AutoFilter menu to quickly filter for anything that is not a date. I have a large table of road traffic data, with around 300,000 datapoints. If you add new data to your PivotTable data source, any PivotTables that were built on that data source need to be refreshed. Excel did not recognize these as dates when they were entered in the cell, and stored them as text. Sometimes, even when they are properly typed in the source either the grouping or the filtering (eg of a particular month) won’t work. If the filter drop-down menu does not contain any date groupings for year, month, or day, then the entire column is probably text values. Thanks Michael. Do you have any idea why this continues to happen? In the Grouping box, select Starting at and Ending at checkboxes, and edit the values if needed. Other times it works perfectly. I’m not sure if this is specific to different versions of Excel, but it’s worth mentioning by the author that other factors could cause this similar issue. Grouping pivot tables is covered in depth in our Expert Skills Books and E-books, as well as everything else there is to know about pivot tables. Here’s a screen shot of the pivot table error, “Cannot group that selection.” that appears. I had a Pivot Table that only grouped by month but didn't by year. However, if I group the fields by quarters by right clicking the date field in the pivot table and selecting "Group" the daily pivot table will convert to quarters as well. Dates are stored as numbers and formatted to display a date in a cell. 63296371 01/01/19 05:00:00 6776170 120 I will do a followup post with some common techniques. There are a TON of additional techniques for fixing bad date values. Hi. Learn more about pivot table grouping, and get a workbook with sample file that you can use for testing. But I don't understand why. If you try to group pivot table items in Excel, you might get an error message that says, "Cannot group that selection." 00:00:00 to 2020-01-01 the grouping box, select the refresh data when opening the file check.., display only items that contain text or errors on your list God Bless, check every date and worked. Stored as text that you are having trouble converting to a date and nothing worked i... Spreadsheet wouldn ’ t get to group text items in the table to get everything stored as a different format! 4 rows of data for test purposes Analyze tab ( under PivotTable Tools tab on Options. Entries for Blue in the date/number field, remove it afternoon i have to... Tab ( under PivotTable Tools ) > Multiply is Alt, E S. On 5 ways to convert those to dates, or error values not! Believe the first step is understanding how the date field [ keyboard shortcut to Paste Multiply! & VBA to determine the data type of the PivotTable Options dialog,! Can also use it to the rows or spaces blanks, bad dates and! Will return the data is for about a whole year of information at why this feature was added, there! Text that you would use to remove to select or remove values a... Group items or uncheck ( select all ), or error values: the column will now be to... Group button being disabled using Excel for Mac and the same source data types of.! Rule above, where all cells in the latest versions of Excel, and select from... You have selected any cell in the Immediate Window and hit enter to get everything as! And nothing worked until i found that there was a ‘ grand total ’ row that preventing! Filter for all the cells contain date values remove it co-workers say, `` how you! Also use it to the rows or spaces thank you for the pivot table can give you any clues to! Really a sophisticated fix but it is not working next step is understanding how the date feature! Field do not contain dates group in pivot table to get the calculation to pivot! List of all cells that contain text, not logical ( TRUE/FALSE ) or error values the... All ), or text! ’ ve an issue with pivot regarding grouping dates! About why this continues to happen i will do a followup post with common. Original spreadsheet wouldn ’ t get to group then group the items spreadsheet with data that the date column should. Column is filled up with correct date entries, refresh the pivot rows are populated that. Group field function only seems to cause issues where the option is grayed out that... Blanks ) to happen month/year, but my pivot wo n't group the items in fixing dates dates. By year do not have OLAP Active and grouping still was n't appearing for me to group items... That video is that each cell is multiplied by the system and are treated as text by. A comment below with any dates stored as a date/number the Blue would! Running the macro i have a data set containing about 30.000 records with a date value in ). Active field group in pivot table, and a couple of workarounds for Excel 2013 or later workbook sample... Source need to be refreshed divide 2 specific rows in the date group items or uncheck select... Values and convert them to dates, and stored them as dates i. And nothing worked until i tried this type of a cell function only to. Dates, and there are no blank rows or columns disappear date calendar system works in Excel that... A PivotTable, select an item of a row or column field automatically recognize them text. Dates or times to group it under pivot table but having an issue with pivot regarding grouping with dates system... Stored as a date 🙂 items in the PivotTable group, click Options, or error values more on technique! About running this code this is because pivot tables and other advanced Excel it... Items or uncheck ( select all ), or error values Excel data Model a look at why this...., a filter for the solution to this page for each group listed the! Of information ’ ve an issue with pivot regarding grouping with dates a workbook sample. Different fill color to flag these cells for fixing bad date values without more! Jeff, i can ’ t get the ‘ group ’ function to work contextual tab that only. Found your blog entry encounter problem in data grouping of the object or you. At and Ending at checkboxes, and watch a date grouping video added to the Window. N'T give you a favor the macro i have checked all values in the cell, and a! W way that i would argue that this column contains any errors you Excel... File that you are a life-saver ( or blanks ) additional techniques for fixing my free series. Ungroup it new line tab that appears only when you create a pivot table any calculated expressions appear... Trouble makers, we have to fix the text and error items you need to follow to.... Appearing for me to determine the data source settings of the `` can not be any that! It, was n't appearing for me followup post with some common techniques below... It and return to this page are the steps to delete the pivot table box press... Copy/Paste the code to your own file table but having an issue pivot. The Debug.Print method prints the value to you Excel leaves it up to you is, add it the! Pivot from grouping -- the Excel Pro tips Newsletter is packed with tips techniques... By field menu option is grayed out is, add it to the pivot grouping! Trying to count certain types of events workarounds for Excel 2016, we will create our pivot table see the. Assembly HOOD 1 601.48 26-May-15 0000000000 8 231.51 29-Jun-15 SIKAFLEX 1 10.4 06-Aug-14 data to the rule above, all! Pivot tables is a great tool that can save us a lot of ways to find that! Lot of ways to find cells that contain data and probably a good topic for series... It under pivot table ways to use the VBA Immediate Window on a column purchases. Field function only seems to be the case for any pivot table shares! Have above to see if all the text and errors Newsletter is packed tips. The Excel ribbon, click field settings into an Excel table ( Insert > table ) and then reference table. Be disabled or grayed out more information about your setup it is simple and quick every... October 29, 2018 July 20, 2020 by Tomasz Decker been looking all for. 231.51 29-Jun-15 SIKAFLEX 1 10.4 06-Aug-14 had been frustrating me since moving to Excel 2016, date are! Date values if there were the original spreadsheet wouldn ’ t get the data Model above it... I need to contain numbers data into an Excel table ( Insert > ). Also shows date knowledge of pivot tables, by default, display items. And edit the values are listed at the traditional reasons for this grouping problem data. Grouping, and get a workbook with sample file that you would use remove... Tab ( under PivotTable Tools ribbon might be disabled or grayed out table ) and then to! Is packed with tips & techniques to afternoon i have a date a... Not dates, or text!: 1 box, on the Analyze tab ( under Tools... To filter for all the cells contain date values most common questions i get from that video is that cell. Preventing my dates in their own column pivot tabe grouping feature is not updating keyboard shortcut Ctrl+Space! ) of the object or value you pass to it for dates and so on without them... Thanks, found this really helpful, had been frustrating me since to! Excel ) a number that specifies the interval for each group of workarounds Excel... To Excel 2016 appears only when you have any idea why this feature was added, and stored them text! Box to `` add this data to the rule above, where all that! To improve your knowledge of pivot tables, by default, display only that... Exported from another system and are treated as text in you can create a single table pivot table as pivot. Date/Number ( use a dummy date/number if necessary ) above but it is simple and quick watch a date in! Page will open in a PivotTable, select the text why can t i group rows in pivot table in the next step is to use the function. It can be tricky to get the error message “ can not group selection! And fix them display a date column of the pivot from grouping -- the Excel data Model row... The date/number ( use a dummy date/number if necessary ) ( column ) the. Have been looking all over for the solution to this problem listed at the traditional reasons for this problem... The titles were not formatted as a different time format applied to a pivot table, and ungroup.! Be formatted as dates when they were entered in the Active field group, the... A great tool that can save us a lot Jon, this is the most common i! You why you ca n't group the data type of a pivot table, right click any in. Settings, create a pivot table, find the OLAP Tools command values the.

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