How to Open Excel Pivot Table Editor: A Step-by-Step Guide

Are you trying to open the Pivot Table Editor in Microsoft Excel but aren’t sure how? Pivot Tables are a powerful tool for analyzing and summarizing large amounts of data, but navigating the Pivot Table Editor can be tricky if you’re new to it. In this article, we’ll walk you through the steps to open the Pivot Table Editor in Excel so you can start working with your data more efficiently.

What is a Pivot Table in Excel?

Before we get into how to open the Pivot Table Editor, let’s do a quick recap of what Pivot Tables are. A Pivot Table is a summary tool in Excel that allows you to aggregate and analyze data from a larger table or spreadsheet. With a Pivot Table, you can quickly group, count, total or average your data, see relationships and patterns, and generate insights to inform decisions.

Pivot Tables are especially useful when you have a large, detailed dataset and need to summarize it in a meaningful way. For example, if you have sales data with fields for date, region, product, units, and revenue, you could use a Pivot Table to quickly see things like:

• Total revenue by region
• Average unit sales per product
• Month-over-month growth in sales

Why Use the Pivot Table Editor?

While you can create basic Pivot Tables directly within your Excel worksheet, the Pivot Table Editor provides more advanced options for customizing your Pivot Table layout, formatting, and calculations. With the Editor, you can:

• Drag and drop fields to rearrange your Pivot Table
• Create custom calculations and formulas
• Apply styles and conditional formatting
• Generate Pivot Charts to visualize your data
• Filter, sort, and group your data in different ways

So if you want to unlock the full potential of Pivot Tables, it’s essential to know how to access and use the Pivot Table Editor.

Opening the Pivot Table Editor

Now, let’s get into the specifics of how to open the Editor. The process is slightly different depending on which version of Excel you’re using.

Excel for Microsoft 365 and Excel 2021

In the latest versions of Excel, you can open the Pivot Table Editor through the Ribbon:

1. Select any cell in your Pivot Table
2. Go to the PivotTable Analyze tab on the Ribbon
3. Look for the Fields, Items, & Sets group
4. Click on the Field List button

The Field List pane will open on the right, which is the main Pivot Table Editor interface where you can manage your fields and settings.

Excel 2019 and Excel 2016

In these versions, the button to launch the Editor is located in a different spot:

1. Select any cell in your Pivot Table
2. Go to the Analyze tab under PivotTable Tools on the Ribbon
3. In the Show group, click on the Field List button

The Editor pane will appear on the right side of your spreadsheet where you can configure your Pivot Table.

Excel 2013 and Excel 2010

The process is very similar in these older Excel versions:

1. Select any cell in your Pivot Table
2. Go to the Options tab under PivotTable Tools
3. In the Show group, click on the Field List button

Again, this will display the Editor on the right side of your screen.

Excel for Mac

If you’re using Excel on a Mac, follow these steps:

1. Click anywhere in your Pivot Table
2. Go to the Design tab under PivotTable on the Ribbon
3. Look for the Tools group and click the Edit button (which may say “Field List” depending on your layout)

The Pivot Table Editor will pop up where you can make changes to your Pivot Table configuration.

Using the Pivot Table Editor

Once you have the Editor open, you’ll see all your Pivot Table fields listed on the right side of your screen. From here, you can:

• Add or remove fields: Check or uncheck the boxes next to each field name to add or remove them from your Pivot Table. You can also drag and drop fields between the Filters, Columns, Rows, and Values areas.
• Change summary calculations: For numeric fields in the Values area, click the dropdown arrow to change from Sum to Count, Average, Max, Min, etc.
• Create custom calculations: Right-click a field in the Values area and select “Value Field Settings.” Then choose “Custom Calculation” to build your own formulas referencing other fields.
• Rearrange fields: Drag and drop fields between the different areas to reshape your Pivot Table. For example, moving a field from Rows to Columns will pivot your data in a different way.
• Access advanced options: Right-click on fields or use the PivotTable Analyze/Design tabs to access more settings like sorting, grouping, report layouts, styles, and more.

As you make changes in the Editor, your Pivot Table will update in real-time in your spreadsheet. This makes it easy to test out different configurations and customize your Pivot Table to extract the insights you need.

Tips for Working with the Pivot Table Editor

To make the most of the Pivot Table Editor, keep these tips in mind:

• Start with a clean, well-structured data source. Pivot Tables work best when your source data is in a tabular format with consistent fields and no blank rows or columns.
• Add fields strategically. Be selective about which fields you add to avoid creating an unwieldy Pivot Table. Start with the key dimensions and metrics you want to analyze.
• Use Filters to focus your analysis. Adding fields to the Filters area lets you create targeted views of your data. For example, you could filter for a specific date range, region or product.
• Experiment with different Design options. Under PivotTable Design, you’ll find options for different report layouts, subtotal settings, grand totals, and blank row management. Play around with these to fine-tune your Pivot Table structure.
• Create Pivot Charts for visual insights. Once you have a Pivot Table you like, consider adding a Pivot Chart to visualize the data. You can insert a Pivot Chart from the Ribbon and it will be dynamically linked to your Pivot Table.
• Refresh your data regularly. If your source data is updated frequently, remember to refresh your Pivot Table to pull in the latest numbers. Go to PivotTable Analyze and click Refresh or set your Pivot Table to refresh automatically upon opening the file.

Final Thoughts

The Pivot Table Editor in Excel is a robust tool for configuring, customizing, and working with your Pivot Tables. By learning how to open and navigate the Editor, you can transform your raw data into insightful summary reports and uncover valuable trends and relationships. Follow the steps outlined here to access the Editor in your version of Excel and start making the most of this powerful feature. With practice and experimentation, you’ll be creating professional-quality Pivot Tables in no time!

Vaishvi Desai

Vaishvi Desai is the founder of Excelsamurai and a passionate Excel enthusiast with years of experience in data analysis and spreadsheet management. With a mission to help others harness the power of Excel, Vaishvi shares her expertise through concise, easy-to-follow tutorials on shortcuts, formulas, Pivot Tables, and VBA.