[Solved] Pivot Tables : OR Condition Filtering

Relman · Jan 9th 2004

Hi Everyone, Happy New Year to you and Yours.

When filtering a Pivot Table, I know you can use the field drop-downs to select various items to filter. If it's a Page field, you can choose All or any one of the items in the list.
If it's a Row field you can Uncheck the items you don't want.

What about if the drop down has hundreds of items, but you only want 2 or 3 of them?

Manually Unchecking all but 2 out of 300 items in a Row Field is out of the question, really!

It's not possible to have more than 1 Page field with the same name, which would allow you to select, say "John" or Janet"

So can it be done? If so, how?

P.S. I bet a trillion Space Credits that;
A. I've overlooked something REALLY simple or
B. There's a FAQ or past query on this very subject :wink2:

Anonymous · Jan 9th 2004

How about adding a "Switch" column ot your data where you designate whether the field is to be displayed on not. Use the SWITCH field in the PAGE FIELD of the Pivot table.

In the following example of what I suggest, the SWITCH formula in Column B takes up to 4 choices (which are designated in cells D2:D5).

<SCRIPT language=JavaScript src="http://www.interq.or.jp/sun/puremis/colo/popup.js"></SCRIPT><CENTER><TABLE cellSpacing=0 cellPadding=0 align=center><TBODY><TR><TD style="BORDER-RIGHT: #000000 0.5pt solid; BORDER-TOP: #000000 0.5pt solid; BORDER-LEFT: #000000 0.5pt solid" bgColor=#0c266b colSpan=5><TABLE width="100%" align=center border=0><TBODY><TR><TD align=left><FONT color=white>Microsoft Excel - Pivot Switch.xls</FONT></TD><TD style="FONT-SIZE: 9pt; COLOR: #ffffff; FONT-FAMILY: caption" align=right>___Running: xl97 : OS = Windows NT 4 </FONT></TD></TR></TBODY></TABLE></TD></TR><TR><TD style="BORDER-RIGHT: #000000 0.5pt solid; BORDER-LEFT: #000000 0.5pt solid; HEIGHT: 25px" bgColor=#d4d0c8 colSpan=5><TABLE width="100%" align=center border=0 VALIGN="MIDDLE"><TBODY><TR><TD style="FONT-SIZE: 10pt; COLOR: #000000; FONT-FAMILY: caption">(<U>F</U>)ile (<U>E</U>)dit (<U>V</U>)iew (<U>I</U>)nsert (<U>O</U>)ptions (<U>T</U>)ools (<U>D</U>)ata (<U>W</U>)indow (<U>H</U>)elp <A onclick=show_popup(); href="#javascript:void(0)">(<U>A</U>)bout</A></TD><TD vAlign=center align=right><FORM name=formCb755237><INPUT onclick='window.clipboardData.setData("Text",document.formFb078704.sltNb935705.value);' type=button value="Copy Formula" name=btCb873980></FORM></TD></TR></TBODY></TABLE></TD></TR><TR><TD style="BORDER-RIGHT: #000000 0.5pt solid; BORDER-LEFT: #000000 0.5pt solid" bgColor=white colSpan=5><TABLE border=0><TBODY><TR><FORM name=formFb078704><TD style="WIDTH: 60px" align=middle bgColor=white><SELECT onchange="document.formFb078704.txbFb426622.value = document.formFb078704.sltNb935705.value" name=sltNb935705><OPTION value='=IF(OR(A2=$D$2,A2=$D$3,A2=$D$4,A2=$D$5),"Yes","No")' selected>B2<OPTION value='=IF(OR(A3=$D$2,A3=$D$3,A3=$D$4,A3=$D$5),"Yes","No")'>B3<OPTION value='=IF(OR(A4=$D$2,A4=$D$3,A4=$D$4,A4=$D$5),"Yes","No")'>B4<OPTION value='=IF(OR(A5=$D$2,A5=$D$3,A5=$D$4,A5=$D$5),"Yes","No")'>B5<OPTION value='=IF(OR(A6=$D$2,A6=$D$3,A6=$D$4,A6=$D$5),"Yes","No")'>B6</OPTION></SELECT></TD><TD align=right width="3%" bgColor=#d4d0c8><B>=</B></TD><TD align=left bgColor=white><INPUT size=80 value='=IF(OR(A2=$D$2,A2=$D$3,A2=$D$4,A2=$D$5),"Yes","No")' name=txbFb426622></TD></FORM></TR></TBODY></TABLE></TD></TR><TR><TD style="BORDER-RIGHT: #000000 0.5pt solid; BORDER-TOP: #000000 0.5pt solid; BORDER-LEFT: #000000 0.5pt solid; BACKGROUND-COLOR: #d4d0c8" align=middle width="2%"><BR></TD><TD style="BORDER-RIGHT: #000000 0.5pt solid; BORDER-TOP: #000000 0.5pt solid; FONT-SIZE: 10pt; COLOR: black; FONT-FAMILY: menu; BACKGROUND-COLOR: #d4d0c8" align=middle><CENTER>A</CENTER></TD><TD style="BORDER-RIGHT: #000000 0.5pt solid; BORDER-TOP: #000000 0.5pt solid; FONT-SIZE: 10pt; COLOR: black; FONT-FAMILY: menu; BACKGROUND-COLOR: #d4d0c8" align=middle><CENTER>B</CENTER></TD><TD style="BORDER-RIGHT: #000000 0.5pt solid; BORDER-TOP: #000000 0.5pt solid; FONT-SIZE: 10pt; COLOR: black; FONT-FAMILY: menu; BACKGROUND-COLOR: #d4d0c8" align=middle><CENTER>C</CENTER></TD><TD style="BORDER-RIGHT: #000000 0.5pt solid; BORDER-TOP: #000000 0.5pt solid; FONT-SIZE: 10pt; COLOR: black; FONT-FAMILY: menu; BACKGROUND-COLOR: #d4d0c8" align=middle><CENTER>D</CENTER></TD></TR><TR><TD style="BORDER-TOP: #000000 0.5pt solid; FONT-SIZE: 10pt; BORDER-LEFT: #000000 0.5pt solid; COLOR: #000000; FONT-FAMILY: menu; BACKGROUND-COLOR: #d4d0c8" align=middle width="2%"><CENTER>1</CENTER></TD><TD style="BORDER-RIGHT: #000000 0.5pt solid; BORDER-TOP: #000000 0.5pt solid; FONT-WEIGHT: bold; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; BORDER-LEFT: #000000 0.5pt solid; COLOR: #000000; BORDER-BOTTOM: #000000 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffff99; TEXT-ALIGN: center">Data</TD><TD style="BORDER-RIGHT: #000000 0.5pt solid; BORDER-TOP: #000000 0.5pt solid; FONT-WEIGHT: bold; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; COLOR: #000000; BORDER-BOTTOM: #000000 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffff99; TEXT-ALIGN: center">Switch</TD><TD style="BORDER-RIGHT: #d4d0c8 0.5pt solid; BORDER-TOP: #000000 0.5pt solid; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: right"> </TD><TD style="BORDER-RIGHT: #000000 0.5pt solid; BORDER-TOP: #000000 0.5pt solid; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; COLOR: #000000; BORDER-BOTTOM: #000000 1.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: right"> </TD></TR><TR><TD style="BORDER-TOP: #000000 0.5pt solid; FONT-SIZE: 10pt; BORDER-LEFT: #000000 0.5pt solid; COLOR: #000000; FONT-FAMILY: menu; BACKGROUND-COLOR: #d4d0c8" align=middle width="2%"><CENTER>2</CENTER></TD><TD style="BORDER-RIGHT: #d4d0c8 0.5pt solid; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; BORDER-LEFT: #000000 0.5pt solid; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: left">Fred</TD><TD style="BORDER-RIGHT: #d4d0c8 0.5pt solid; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: left"><A onclick="document.formFb078704.sltNb935705.options[0].selected=true; document.formFb078704.txbFb426622.value = document.formFb078704.sltNb935705.value;" href="#javascript:void(0);">Yes</FONT></A></TD><TD style="BORDER-RIGHT: #000000 1.5pt solid; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: right"> </TD><TD style="BORDER-RIGHT: #000000 1.5pt solid; FONT-WEIGHT: bold; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: center">Fred</TD></TR><TR><TD style="BORDER-TOP: #000000 0.5pt solid; FONT-SIZE: 10pt; BORDER-LEFT: #000000 0.5pt solid; COLOR: #000000; FONT-FAMILY: menu; BACKGROUND-COLOR: #d4d0c8" align=middle width="2%"><CENTER>3</CENTER></TD><TD style="BORDER-RIGHT: #d4d0c8 0.5pt solid; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; BORDER-LEFT: #000000 0.5pt solid; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: left">Jill</TD><TD style="BORDER-RIGHT: #d4d0c8 0.5pt solid; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: left"><A onclick="document.formFb078704.sltNb935705.options[1].selected=true; document.formFb078704.txbFb426622.value = document.formFb078704.sltNb935705.value;" href="#javascript:void(0);">No</FONT></A></TD><TD style="BORDER-RIGHT: #000000 1.5pt solid; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: right"> </TD><TD style="BORDER-RIGHT: #000000 1.5pt solid; FONT-WEIGHT: bold; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: center">Joan</TD></TR><TR><TD style="BORDER-TOP: #000000 0.5pt solid; FONT-SIZE: 10pt; BORDER-LEFT: #000000 0.5pt solid; COLOR: #000000; FONT-FAMILY: menu; BACKGROUND-COLOR: #d4d0c8" align=middle width="2%"><CENTER>4</CENTER></TD><TD style="BORDER-RIGHT: #d4d0c8 0.5pt solid; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; BORDER-LEFT: #000000 0.5pt solid; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: left">Bill</TD><TD style="BORDER-RIGHT: #d4d0c8 0.5pt solid; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: left"><A onclick="document.formFb078704.sltNb935705.options[2].selected=true; document.formFb078704.txbFb426622.value = document.formFb078704.sltNb935705.value;" href="#javascript:void(0);">No</FONT></A></TD><TD style="BORDER-RIGHT: #000000 1.5pt solid; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: right"> </TD><TD style="BORDER-RIGHT: #000000 1.5pt solid; FONT-WEIGHT: bold; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: center">Tom</TD></TR><TR><TD style="BORDER-TOP: #000000 0.5pt solid; FONT-SIZE: 10pt; BORDER-LEFT: #000000 0.5pt solid; COLOR: #000000; FONT-FAMILY: menu; BACKGROUND-COLOR: #d4d0c8" align=middle width="2%"><CENTER>5</CENTER></TD><TD style="BORDER-RIGHT: #d4d0c8 0.5pt solid; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; BORDER-LEFT: #000000 0.5pt solid; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: left">Joe</TD><TD style="BORDER-RIGHT: #d4d0c8 0.5pt solid; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: left"><A onclick="document.formFb078704.sltNb935705.options[3].selected=true; document.formFb078704.txbFb426622.value = document.formFb078704.sltNb935705.value;" href="#javascript:void(0);">No</FONT></A></TD><TD style="BORDER-RIGHT: #000000 1.5pt solid; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: right"> </TD><TD style="BORDER-RIGHT: #000000 1.5pt solid; FONT-WEIGHT: bold; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; COLOR: #000000; BORDER-BOTTOM: #000000 1.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: center">Jim</TD></TR><TR><TD style="BORDER-TOP: #000000 0.5pt solid; FONT-SIZE: 10pt; BORDER-LEFT: #000000 0.5pt solid; COLOR: #000000; FONT-FAMILY: menu; BACKGROUND-COLOR: #d4d0c8" align=middle width="2%"><CENTER>6</CENTER></TD><TD style="BORDER-RIGHT: #d4d0c8 0.5pt solid; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; BORDER-LEFT: #000000 0.5pt solid; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: left">Jim</TD><TD style="BORDER-RIGHT: #d4d0c8 0.5pt solid; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: left"><A onclick="document.formFb078704.sltNb935705.options[4].selected=true; document.formFb078704.txbFb426622.value = document.formFb078704.sltNb935705.value;" href="#javascript:void(0);">Yes</FONT></A></TD><TD style="BORDER-RIGHT: #d4d0c8 0.5pt solid; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: right"> </TD><TD style="BORDER-RIGHT: #000000 0.5pt solid; FONT-SIZE: 10pt; VERTICAL-ALIGN: bottom; COLOR: #000000; BORDER-BOTTOM: #d4d0c8 0.5pt solid; FONT-FAMILY: Arial; BACKGROUND-COLOR: #ffffff; TEXT-ALIGN: right"> </TD></TR><TR><TD style="BORDER-RIGHT: #000000 0.5pt solid; BORDER-TOP: #808080 0.5pt solid; BORDER-LEFT: #000000 0.5pt solid; BORDER-BOTTOM: #000000 0.5pt solid; BACKGROUND-COLOR: #d4d0c8" colSpan=5><TABLE width="100%" align=left VALIGN="TOP"><TBODY><TR><TD style="BORDER-RIGHT: #000000 0.5pt solid; BORDER-TOP: #808080 0.5pt solid; BORDER-LEFT: #000000 0.5pt solid; WIDTH: 120pt; BORDER-BOTTOM: #000000 0.5pt solid; BACKGROUND-COLOR: #ffffff" align=left><U>Sheet1</U></TD><TD> </TD></TR></TBODY></TABLE></TD></TR></TBODY></TABLE><BR><FONT color=#339966 size=1>[HtmlMaker 2.41] </FONT><FONT color=#339966 size=1>To see the formula in the cells just click on the cells hyperlink or click the Name box</FONT><BR><FONT color=red size=1>PLEASE DO NOT QUOTE THIS TABLE IMAGE ON SAME PAGE! OTHEWISE, ERROR OF JavaScript OCCUR.</FONT></CENTER>

Anonymous · Jan 9th 2004

If there are standard non overlapping groupings of items that you want to select, you could group the pivot table entries, and then move the grouped tab to the page field. Otherwise you might want to explore using autofilters and subtotals rather than a pivot table.

Relman · Jan 12th 2004

Thanks for your help Guys!

I've opted for a combination of Tom's "Switch" column and an idea from my cross-posting on Tek-Tips. That involves using MS Query to pre-filter the data using all the Custom Criteria available under AutoFilters, then making the Pivot Table from the reduced dataset.
I'm OK using it myself, but the folks who'll be doing it for real aren't quite up to speed on all the techniques...guess I'll have to train them, eh?

Thanks again, and keep on excelling

[Solved] Pivot Tables : OR Condition Filtering

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