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Summarize smallest rows in a Pivot Table

  1. #1
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    Summarize smallest rows in a Pivot Table

    I would like to group the smallest entries in my Pivot Table together without altering the original data if possible. In my attached spreadsheet the tab named PivotTable1 shows how the data looks without grouping, PivotTable2 shows how I would like it to look but I had to alter the original data. When I display a pie chart the last entries become small and cluttered making the chart hard to read. My actual file has tens of thousands of rows and grows monthly so altering it isn't really a viable option. I searched through previous posts but was unable to find a previous solution, however I don't know if this process has a name so I may have easily overlooked it. Any help will be greatly appreciated, thanks.
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  2. #2
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    Re: Summarize smallest rows in a Pivot Table

    There is a way to do what you want purely within the pivot table, as modeled on the PivotTable1 sheet, however it is fairly tedious. In the pivot table select the Row Labels column. From the PivotTables Tools tab > Analyze subtab > select Fields, Items & Sets > Calculated Item (select the Name drop down and select Other)
    You will then need to put the following in the Formula window: =SUM(ReasonF,ReasonG,ReasonH,ReasonI,ReasonJ,ReasonK,ReasonL,ReasonM,ReasonN,ReasonO,ReasonP,ReasonQ,ReasonR,ReasonS,ReasonT)
    Next you will need to deselect the ReasonF:ReasonT from the Row Labels filter.
    I believe that for large amounts of data that it would be better to use formulas to produce an intermediate table, as modeled on the Data3 sheet.
    Column E produces a discrete list of Bad Reasons using: =IFERROR(INDEX(Table14[Bad Reason],MATCH(0,INDEX(COUNTIF(E$1:E1,Table14[Bad Reason]),,),)),"")
    Column F displays the percentage of each Bad Reason using: =ROUND(SUMIFS(Table14[Qty Bad],Table14[Bad Reason],E2)/SUM(Table14[Qty Bad]),2)
    Column G replaces those Bad Reasons that represent less than 2% using: =IF(F2>=0.02,E2,"Other")
    Column H displays the original Qty Bad values using: =SUMIFS(Table14[Qty Bad],Table14[Bad Reason],E2)
    The pivot table and chart on that sheet is produced from columns G:H
    Let us know if you have any questions.
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