How to Sort a Pivot Table

By Debbie McCusker

Pivot tables allow users to see an overview of data in an organized fashion. Although, sometimes, Pivot Table data isn't straight forward unless it is sorted. Sorting a pivot table only takes a few steps, but facilitates clean analysis of data.

Step 1

Open the Excel spreadsheet containing the pivot table. Double-click the Excel icon on your desktop to open. If you do not have an icon on the desktop, click on the "Start" button, hover to "Programs," then hover to "Microsoft Office" and select "Microsoft Excel."

Step 2

Select the field you want to sort by clicking within the field area. Make sure you do not highlight an entire column or row.For example, if you want to sort the data fields, click or place your mouse within the data area of the Pivot Table.

Step 3

Click on the "A to Z" or "Z to A" sort button on the toolbar. The "A to Z" button will sort in ascending order. The "Z to A" button will sort in descending order.

Step 4

Continue to sort each area by placing the mouse within the area you want to sort and repeat Step 3. This step is only necessary if you want to sort by more than one field.

Step 5

Click on the "Save" button to save the Excel spreadsheet with the sorted Pivot Table.

Tips & Warnings

  • Once the data is sorted, it can only revert back by clicking on the "Undo" button on the toolbar. If the spreadsheet is saved, the sorting is saved as well.