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HOW TO: Simulate a PivotTable with No Summarization in Excel 2000

Article ID: 213799 - View products that this article applies to.

This article was previously published under Q213799

SUMMARY

This step-by-step article shows you how to use Microsoft Visual Basic for Applications code to simulate a PivotTable that does not summarize data.

In Microsoft Excel, when you use the PivotTable command to create a table from a list, the data is always summarized according to the option that is selected in the Summarize By list of the PivotTable Field dialog box. Because this list box does not have a "no summarization" option, there is no way to use a PivotTable to tabulate the data without summarizing it in some way. This article shows how you can use Microsoft Visual Basic for Applications code to create such a table.

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Example Macro

As an example, suppose that a company makes four products, each of which is available in three sizes. To use the sample code provided below, create an Excel worksheet that contains the following information:

   A1:Cust. B1: Product  C1:Size  D1: E1:        F1:Sml  G1:Med  H1:Lrg
   A2: J    B2: widget   C2: sml  D2: E2: Doodad F2:     G2:     H2:
   A3: B    B3: gizmo    C3: med  D3: E3: Gizmo  F3:     G3:     H3:
   A4: C    B4: doodad   C4: sml  D4: E4: Thing  F4:     G4:     H4:
   A5: F    B5: gizmo    C5: lrg  D5: E5: Widget F5:     G5:     H5:
   A6: M    B6: doodad   C6: lrg  D6: E6:        F6:     G6:     H6:
   A7: A    B7: gizmo    C7: sml  D7: E7:        F7:     G7:     H7:
   A8: A    B8: doodad   C8: lrg  D8: E8:        F8:     G8:     H8:
   A9: H    B9: gizmo    C9: sml  D9: E9:        F9:     G9:     H9:
   A10:J    B10:widget   C10:med  D10:E10:       F10:    G10:    H10:

Suppose that you want to create a table that lists the customers for each product in each size. Because a PivotTable always summarizes in some manner (that is, by using the Sum, Count, Average, or another function), there is no way that you can use the PivotTable command to accomplish the task, short of setting up separate columns for each customer. The following code uses the column headings in row 1 and the row headings in column E to accomplish the task.

   Sub BuildTable()

       Dim ListRow, TableRow, TableColumn As Integer
       Dim TableEntry As String
       Dim CellToFill As Range

       Range("F2:H5").ClearContents
       ListRow = 2

       Do Until Cells(ListRow, 1).Value = ""

           ' Get table entry from first column of list.
           TableEntry = Cells(ListRow, 1).Value
           ' Get position of product name within range of row titles.
           TableRow = Application.Match(Cells(ListRow, 2), _
               Range("E2:E5"), 0)
           ' Get position of product size within range of column titles.
           TableColumn = Application.Match(Cells(ListRow, 3), _
               Range("f1:h1"), 0)

           Set CellToFill = Range("e1").Offset(TableRow, TableColumn)

           ' If there's already an entry in the cell,
           ' separate it from the new entry with a comma and space.
           If CellToFill.Value <> "" Then CellToFill.Value = _
               CellToFill.Value & ","
           ' Add the new entry to the cell.
           CellToFill.Value = CellToFill.Value & TableEntry

           ListRow = ListRow + 1


       Loop

   End Sub

The results on the worksheet appear as follows:

   E1:         F1:Sml  G1:Med  H1:Lrg
   E2: Doodad  F2:C    G2:     H2:M,A
   E3: Gizmo   F3:A,H  G3:B    H3:F
   E4: Thing   F4:     G4:     H4:
   E5: Widget  F5:J    G5:J    H5:

NOTE: You are still subject to the limit of 255 characters per cell. Also, the macro does not format the columns to display all of the information in each cell. You may want to use Format, Column, or Wrap Text to do this.