How To Fill A Range With A Formula In Excel Excel Pivot Table Tip – Why Does My Pivot Table COUNT Not SUM?

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Excel Pivot Table Tip – Why Does My Pivot Table COUNT Not SUM?

So picture the scene, you have a data source ready, you create a PivotTable, add the data to the data section, and you don’t quite get the results you want. Excel gives you COUNT results in the data area – why is that?.

This is a question I get asked a lot. It’s all about the basic data you use to populate the Pivot Table. There are two ways to solve this: source – which is your data, or get Excel to edit the data in Pivot.

So firstly, why does this happen?

This happens because you can have hundreds of thousands of number cells and only 1 yes, 1 empty cell or cell containing text. Excel takes this entire column as text and therefore by default counts rather than sums your data.

Blank cells resulting in a Pivot Table tell us that there were no records for a particular combination of labels. It should be noted that if the default view was zero, it could mean that there is a net worth, i.e. the customer may have had sales, but then they were returned, so the net worth is zero.

I’ve rarely encountered this in my analysis work, so I’m happy to replace most, if not all, blanks with zeros.

So, to find fake empty or text cells in your base or source data

  • Select numeric columns in your raw data

  • Press F5 and click GOTO Special in the dialog box

  • Select the Blanks option and click OK. Only empty cells are selected, if you also have text in these columns, go ahead and select Constants and Text as well

  • Press the OK button

  • Type 0 and press CTL+Enter

  • All text or spaces now contain zeros

If you already have a Pivot Table built or want to replace your spaces, it’s easy to change the Pivot Table setting to show zeros instead of empty cells.

  • Select any cell in Pivot

  • Select the Pivot Table Options tab to display the Pivot Table Options dialog box

  • Layout and Formatting tab in the Formatting section

  • In the Show empty cells field, type 0

  • Click OK to save your changes

Your Pivot is now a continuous block of non-blank cells that is reflected in the SUMMING data instead of the default COUNT.

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