Excel Addition Is Not Showing 0 From Cell With Formula Excel Pivot Table Tip – Why Does My Pivot Table COUNT Not SUM?

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Excel Pivot Table Tip – Why Does My Pivot Table COUNT Not SUM?

So picture the scenario, you have your data source ready, you create your pivot table, add your data to the data section and you don’t get the result as you expected. You get Excel giving you a COUNT result in your data field – why?.

This is a question I get asked a lot. It’s all about the base data you’re using to populate your pivot table. There are two ways to deal with this, at the source- which is your data, or get Excel within Pivot to modify the data.

So first of all, why is this happening?

This is happening because you can have thousands of numeric cells and only 1 yes, 1 blank cell or rogue cells containing text. Excel will treat this entire column as text and will therefore default to calculating your data instead of summarizing it.

The blank cell/s that result in the pivot table tells us that there were no records for that particular combination of labels. A point to note if the default view was zero it could mean there is a net value, i.e. the customer may have made a sale but returned so the net value is zero.

I’ve rarely encountered this in my analysis work, and so am happy to replace spaces with zeros most, if not all, of the time.

So, to find any rogue blank or text cells in your base or source data

  • Select the numeric columns in your original data

  • Press F5 and press Special in the GOTO dialog box

  • Select the blank option and press OK. Only empty cells will be selected, if you have some text in these columns go ahead and select static and text as well.

  • Press OK

  • Type 0 and press CTL+Enter

  • All text or spaces will now contain zeros

If you already have a pivot table created or want to replace your blanks, it’s easy to change your pivot table’s settings to show zeros in place of blank cells—

  • Select any cell within your pivot

  • Select the Pivot Table Options group to display the Options tab and the Pivot Table Options dialog box.

  • Layout and Formatting TAB within the Formatting section

  • Type 0 for blank cells

  • Press OK to save changes

Instead of defaulting to COUNT, your pivot is now a continuous block of non-blank cells reflected in the SUMMING data.

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