Understanding the Pivot Table Toolbar

Option

Description

Copy

Copies the information selected.

Sort Ascending

Sorts the selected field in ascending order.

Sort Descending

Sorts the selected field in descending order

Auto Filter

If selected (icon appears indented), an auto filter is applied to the pivot table data.

Show Top/Bottom Items

Select this icon to display a sub-set of items for a selected field. For example, you can displays the top 5 companies or the bottom 1% of persons (based on the order in which items appear within the SQL data-set).

AutoCalc

Provides the user with a list of possible calculations, including Sum, Count, Min, Max.

Subtotal

If this option is selected, the subtotals display in the pivot table. Subtotals are hidden from view when the option is deselected.

Calculated Totals and Fields

Use this button to create calculated total and calculated detail fields.

Show As

Select this icon to display a detail number as a percentage of a row, column, or table total.

Collapse

If there are multiple rows or columns, this button collapses the selected row(s) or column(s) in the pivot table.

Expand

If there are multiple rows or columns, this button expands the selected row(s) or column(s) in the pivot table.

Hide Details

Hides the Details cells for the selected area of the pivot table.

Show Details

Shows the Details cells for the selected area of the pivot table.

Refresh

When this option is selected, the data in the pivot table is refreshed from the underlying entity.

Export to Microsoft Office Excel

Exports the pivot table to an Excel spreadsheet.

Commands and Options

Displays the Commands and Options dialog for the selected item.

Field List

Displays the PivotTable Field List dialog box.

Help

Displays the Help text for Microsoft PivotTable.