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Creating Pivot Tables

  1. Position the cursor within a range of cells containing values, row and column headings.

  2. Choose Insert - Pivot Table. The Select Source dialogue box appears. Choose Current selection and confirm with OK. The table headings are shown as buttons in the Pivot Table dialogue box. Drag these buttons as required and drop them into the layout areas "Filters", "Column Fields", "Row Fields" and "Data Fields".

  3. Drag the desired buttons into one of the four areas.

Drag a button to the Filters area to create a button and a listbox on top of the generated pivot table. The listbox can be used to filter the pivot table by the contents of the selected item. You can use drag-and-drop within the generated pivot table to use another page field as a filter.

If the button is dropped in the Data Fields area it will be given a caption that also shows the formula that will be used to calculate the data.

  • By double-clicking on one of the fields in the Data Fields area you can call up the Data Field dialogue box.
  • Use the Data Field dialog to select the calculations to be used for the data. To make a multiple selection, press the Ctrl key while clicking the desired calculation.
  1. The order of the buttons can be changed at any time by moving them to a different position in the area with the mouse.

  2. Remove a button by dragging it back to the area of the other buttons at the right of the dialogue box.

  3. To open the Data Field dialogue box, double-click one of the buttons in the Row Fields or Column Fields area. Use the dialogue box to select if and to what extent Office calculates display subtotals.

Exit the Pivot Table dialogue box by clicking OK. A Filter button will now be inserted, or a page button for every data field that you dropped in the Filters area. The pivot table is inserted further down.

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