Creating a PivotTable Form in Access

PivotTable Forms allow you to analyze complex data of related totals and compare several facts about each total.  Data for PivotTables is usually in large lists such as the sales figures for a company.  Perhaps the greatest advantage of using PivotTables is their flexibility — you can easily change the way the data is summarized.

The PivotTable tool provides a blank framework for your PivotTable and allows you to drag row fields, column fields, and body fields (numerical data) to either the blank frame or to the appropriate boxes by selecting the destination from the PivotTable Field List pane.  After the creation of your PivotTable, you can then drag the items to new locations to reorganize your data.  Note however, that the data in the PivotTable is read-only – you can only change the values in the source list of data.

When adding fields to your form, you can drag the fields directly to the blank layout or add them from the PivotTable Field List task pane.  From here, you can copy fields to 4 regions:

• Filter Fields – Used to filter the entire report.
• Column Labels – Used to display fields as columns across your report.
• Row Labels  – Displays row labels on the left side of your report
• Total or Detail Fields – the numerical data that composes the body of your PivotTable report.

To Create a PivotTable Form

1. Select the table or query from which you want to create a PivotTable Form.
2. Click the Create Tab on the Ribbon.
3. Click the More Forms button and then click PivotTable.  A blank PivotTable layout will be inserted into a new form.
4. If necessary, click the Field List button to display the Pivot Table Field List.
5. In the PivotTable Field List task pane, click the field you want to add to your form, click the Add To drop-down list and choose one of the four regions below:  Filter Area, Column Area, Row Area or Data Area or Detail Area.  Click the Add to button.
6. Or drag fields directly to the desired region on the PivotTable layout

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Tagged as: Access Tips, Microsoft Office Tips, PivotTable Form in Access