Select data in a PivotTable report

To apply formatting, copy data, or make changes to a PivotTable report, you can select either individual cells or data regions by using commands or by using a mouse. The mouse pointer changes depending on what you are trying to select:

  • To select cells, use the regular Microsoft Office Excel mouse pointer Excel selection cursor.

  • To select data regions, position the mouse pointer at the top or left sides of fields and labels so that the mouse pointer changes to a down arrow Down arrow or a right arrow [Untitled].

Note   If you don't see the pointer change shape, on the Options tab, in the Actions group, click Select, and then make sure that Enable Selection Button image is selected.

What do you want to do?

Select individual cells

Select an entire report

Select all items in a field

Select item labels, data, or both

Select all instances of a single item

Select one instance of an item

Select multiple items

Select subtotals and totals

Select individual cells

  1. Point to the first cell that you want to select, making sure the mouse pointer is Excel selection cursor.

  2. Click to select a single cell, or click and drag to select multiple cells.

Top of Page

Select an entire report

  1. Click the PivotTable report.

  2. On the Options tab, in the Actions group, click Select, and then click Entire PivotTable.

Top of Page

Select all items in a field

Point to the top edge of the field until the mouse pointer changes to a down arrow Down arrow, and then click.

For example, to select the East and West items, point to the top of Region, and then click once.

Example of selecting all items in a PivotTable field

Top of Page

Select item labels, data, or both

  1. Select the items.

  2. On the Options tab, in the Actions group, click Select, and then click what you want to select:

    Labels and Values Button image to select both.

    Values Button image to select only the values for the items.

    Labels Button image to select only the item labels.

Top of Page

Select all instances of a single item

Point to the top edge of a column field item until the mouse pointer changes to a down arrow Down arrow, or point to the left edge of a row field item until the mouse pointer changes to a right arrow [Untitled], and then click.

For example, to select both rows for Golf, click the left edge of Golf.

Example of selecting all instances of a PivotTable item

Top of Page

Select one instance of an item

  1. Point to the top edge of a column field item until the mouse pointer changes to a down arrow Down arrow, or point to the left edge of a row field item until the mouse pointer changes to a right arrow [Untitled].

  2. Click once, and then click additional times, waiting between clicks so that you do not double-click.

For example, to select only the row for Qtr1Golf, click the left edge of Golf, then click again.

Example of selecting one instance of an item in a PivotTable report

If a PivotTable report has several row labels, click repeatedly until you've selected only the items that you want. For example, to select a single instance of an item in the innermost of four row labels, you would click four times.

Top of Page

Select multiple items

  1. Point to the top edge of a column field item until the mouse pointer changes to a down arrow Down arrow, or point to the left edge of a row field item until the mouse pointer changes to a right arrow [Untitled].

  2. Click as many times as necessary to select one of the items that you want. For more information, see Select one instance of an item.

  3. Hold down SHIFT and click, or hold down CTRL and click to select additional items within the same field.

  4. To cancel selection of an item, hold down CTRL and click the item.

Top of Page

Select subtotals and totals

  1. Point to the top edge of a subtotal or total in a column label until the mouse pointer changes to a down arrow Down arrow, or point to the left edge of a subtotal or total in a row label until the pointer changes to a right arrow [Untitled].

  2. Click once to select all totals for the label, and then click again to select only the current subtotal or total.

Top of Page

Applies To: Excel 2007



Was this information helpful?

Yes No

How can we improve it?

255 characters remaining

To protect your privacy, please do not include contact information in your feedback. Review our privacy policy.

Thank you for your feedback!

Support resources

Change language