Change the summary function or custom calculation for a field in a PivotTable

Change how a PivotTable field summarizes data and apply custom calculations such as percentages or running totals in Excel for Microsoft 365, Excel 2024, and Excel 2021 for Windows. Data in the Values area summarize the underlying source data (not the value that is showing) in the PivotChart report in the following way: numeric values use the SUM function and text values use the COUNT function. However, you can change the summary function. Optionally, you can also create a custom calculation.

1. Select a field in the Values area for which you want to change the summary function of the PivotTable.

2. On the PivotTable Analyze tab, in the Active Field group, select Active Field, and then select Field Settings.

   Or, you can right-click a value in the PivotTable and choose Summarize Values By or Value Field Settings.

   The Value Field Settings dialog box is displayed.
   The Source Name is the name of the field in the data source.
   The Custom Name displays the current name in the PivotTable report, or the source name if there is no custom name. To change the Custom Name, select the text in the box and edit the name.

3. Select the Summarize Values By tab.

4. In the Summarize value field by box, select the summary function that you want to use.
   Summary functions you can use

   Function	Summarizes
   Sum	The sum of the values. This is the default function for numeric values.
   Count	The number of values. The Count summary function works the same as the COUNTA worksheet function. Count is the default function for values other than numbers.
   Average	The average of the values.
   Max	The largest value.
   Min	The smallest value.
   Product	The product of the values.
   Count Numbers	The number of values that are numbers. The Count Nums summary function works the same as the COUNT worksheet function.
   StDev	An estimate of the standard deviation of a population, where the sample is a subset of the entire population.
   StDevp	The standard deviation of a population, where the population is all of the values to be summarized.
   Var	An estimate of the variance of a population, where the sample is a subset of the entire population.
   Varp	The variance of a population, where the population is all of the values to be summarized.
   Distinct Count	The number of unique values. This summary function only works when you use the Data Model in Excel.

   Note

   For some types of source data, such as OLAP data and for calculated fields and fields with calculated items, you can't change the summary function.

5. Optionally, use a custom calculation by doing the following steps:

   1. Select the Show Values As tab.

   2. Select the calculation that you want in the Show values as box.

      Use this calculation	To
      No calculation	Turn off custom calculation.
      % of Grand Total	Display a value as a percentage of the grand total of all the values or data points in the report.
      % of Column Total	Display all the values in each column or series as a percentage of the total for the column or series.
      % of Row Total	Display the value in each row or category as a percentage of the total for the row or category.
      % Of	Display a value as a percentage of the value of the Base item in the Base field.
      % of Parent Row Total	Calculate (value for the item) / (value for the parent item on rows).
      % of Parent Column Total	Calculate (value for the item) / (value for the parent item on columns).
      % of Parent Total	Calculate(value for the item) / (value for the parent item of the selected Base field).
      Difference From	Display a value as the difference from the value of the Base item in the Base field.
      % Difference From	Display a value as the percentage difference from the value of the Base item in the Base field.
      Running Total in	Display the value for successive items in the Base field as a running total.
      % Running Total in	Display the value as a percentage for successive items in the Base field as a running total.
      Rank smallest to largest	Display the rank of selected values in a specific field, listing the smallest item in the field as 1, and each larger value with a higher rank value.
      Rank largest to smallest	Display the rank of selected values in a specific field, listing the largest item in the field as 1, and each smaller value with a higher rank value.
      Index	Calculate a value as follows: ((value in cell) x (Grand Total of Grand Totals)) / ((Grand Row Total) x (Grand Column Total))

   3. Select a Base field and Base item, if these options are available for the calculation that you chose.

      Note

      The base field shouldn't be the same field that you chose in step 1.

6. To change the way numbers are formatted, select Number Format. In the Number tab of the Format Cells dialog box, select a number format, and then select OK.

7. If the report has multiple value fields, repeat the previous steps for each one that you want to change.

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