How to Create a Calculated Field and Calculated Item in a Pivot Table in Excel (Step-by-Step Guide)

Title: How to Create a Calculated Field and Calculated Item in a Pivot Table in Excel (Step-by-Step Guide)

Calculated Field/Item in a Pivot Table

Step 1: Create a Pivot Table

  • Select the data you want to analyze.
  • Go to the “Insert” tab and click on “PivotTable.”

Step 2: Access the PivotTable Fields Pane

  • If not visible, show the “PivotTable Fields” pane by clicking inside the pivot table.
  • Locate the “PivotTable Fields” pane on the right side of the Excel window.

Step 3: Create a Calculated Field

  • Drag the desired field to the “Values” section in the “PivotTable Fields” pane.
  • Click the drop-down arrow next to the field name and choose “Value Field Settings.”
  • In the “Value Field Settings” dialog box, select the desired calculation type (e.g., Sum, Count, Average).
  • Optionally, format the result by clicking the “Number Format” button.
  • Click “OK” to apply the calculated field to the pivot table.

Step 4: Create a Calculated Item

  • Click the drop-down arrow next to the existing row or column field in the “PivotTable Fields” pane.
  • Select “Field Settings” from the drop-down menu.
  • In the “Field Settings” dialog box, go to the “Options” tab.
  • Check “Insert blank line after each item label” to make room for the calculated item.
  • Click “OK” to close the dialog box.

Step 5: Enter the Formula for the Calculated Item

  • Click any cell in the blank row or column created in the pivot table.
  • In the formula bar, enter the formula for the calculated item (e.g., =[Field1] + [Field2]).
  • Press Enter to apply the formula, and the calculated item will appear in the pivot table.

Important Considerations for Calculated Items

  • Calculated items are specific to the pivot table where they are created and won’t work in other pivot tables.
  • Exercise caution when using calculated items, as they may not update correctly when underlying data changes.
  • Some calculations may not be supported in all scenarios; ensure formulas are valid for the pivot table’s purpose.


With these steps, you can easily create calculated fields and items to perform custom calculations and analyze your data efficiently using pivot tables in Microsoft Excel. These powerful features allow you to gain valuable insights and present data in a meaningful way for decision-making and reporting.

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