Group By Quarters and Years With Excel Pivot Tables

In the example below I show you how to add quarters to pivot table in Excel:

STEP 1:Insert a new Pivot table by clicking on your data and going to Insert > Pivot Table > New Worksheet or Existing Worksheet

STEP 2: In the ROWS section put in the Order Datefield.

Notice that in Excel 2016 (the version that I am using) it will automatically Group the Order Date into Years & Quarters:

STEP 3:If you do not have Excel 2016, right-click on any Row value in your Pivot Table and select Group 

STEP 4:In the Grouping dialogue box,Excelwas able to determine our date range (minimum date and maximum date).

Make sure only Quarters and Years are selected (which will be highlighted in blue).

This will group Excel pivot table quarters. Click OK. 

Notice that a Yearsfieldhas been automatically added to our PivotTable Fields List.  This is cool, as we can use this field for further Pivot Table analysis:

STEP 5: In the VALUES area put in the Salesfield. This will get the total of the Sales for each Quarter-Year date range:

Now we have our sales numbers grouped by Years & Quarters!

Notice that we can improve the formatting:

STEP 6: Click the Sum of SALES and select Value Field Settings

STEP 7: Select Number Format

STEP 8: Select Currency. Click OK.

This is how to add years and quarters to Pivot Table. You now have your total sales for each quarterly period!

Common Pitfalls and How to Avoid Them

Dealing with Blank Cells and Text Issues

Have you ever been tripped up by blank cells or incorrect text entries when working with pivot tables in Excel? It’s a common hiccup that can prevent you from grouping your data effectively. If a date or number field contains blanks, simply fill in those cells with a date or number—feel free to use a placeholder if necessary. For text stumbling in where numbers should be, whisk them away or convert them to actual numbers using Excel’s built-in functions.

Overcoming ‘Cannot Group That Selection’ Errors

Running into the “Cannot group that selection” error can be a head-scratcher, but don’t worry, there are straightforward fixes for you. One issue might be that your pivot table was added to the Data Model, which requires a uniform data type for grouping. Try creating a new pivot table without adding it to the Data Model. Alternatively, if previous groupings linger in your field list, clear them out to start afresh. These tweaks can swiftly restore the path to successful data grouping.

Pro Tips for Enhanced Pivot Table Functionality

Create Unique Data Groupings for Customized Reports

To tailor your pivot tables for more nuanced insights, craft unique data groupings that align with your analytical goals. For instance, group your sales data into specific time frames that matter to your business, like fiscal quarters or seasons. This can be done by right-clicking your date field within the pivot table, selecting ‘Group’, and then setting your custom range. You can also manually select the dates you want to group together using Ctrl+Click. This customization lets you march to the beat of your own analytical drum, yielding reports with a personal touch.

Automate Date Grouping for Efficiency

Embracing automation can significantly streamline your pivot table work, particularly when dealing with date groupings. Excel’s ability to auto-detect and group dates can be a huge time-saver. Simply drag your date to the rows or columns in the pivot table, and watch Excel automatically group them by years, quarters, and months. If Excel’s default hierarchy doesn’t align with your needs, you can adjust the groupings by selecting the dates, clicking on ‘Group’, and then choosing your preferred intervals. You’ll be soaring through your data analysis tasks faster than you ever imagined.

Frequently Asked Questions

How do I group dates by month and year in a pivot table?

To group dates by month and year in a pivot table, first ensure that all cells in your date column are correctly formatted as dates. Then, follow these steps: Select any date in the pivot table, go to ‘PivotTable Analyze’ tab, click ‘Group Field’, select ‘Months’ and ‘Years’, and click OK. Now, your data will be organized by both months and years, making it easier for you to analyze trends over time.

Why am I unable to group selected data in my pivot table?

If you’re unable to group selected data in your pivot table, the problem might be due to non-date values or blanks in your date column, or perhaps your pivot table is part of the Data Model which doesn’t permit grouping. Check your data for consistency, and if all else fails, recreate the pivot table without adding it to the Data Model to enable grouping.