Excel Unplugged

Sorting months chronologically and not alphabetically in a Power Pivot Pivot Table

Here is our problem. When you create a Pivot Table in Excel that has a date field, you can Group that field by month and the sort will be logical (January, February, …). But when you create a Pivot Table based on Power Pivot, the grouping does not work! (This can also happen if no Power Pivot is used). So you have to get to the month names from month numbers and then a correct sorting by using. We get the month names from month numbers by using the Format function in PowerPivot (the PowerPivot equivalent of the Text function in Excel, both are explained further down this post), but the problem is that when you put this field in a Pivot Table, it gets sorted alphabetically. This is logical since the values are text and have nothing to do with dates as far as that Pivot Table is concerned, but this is a problem since the months are not sorted chronologically. This article will tell you how to achieve that in both cases.

Let’s start with a simple table in Excel that has only two columns. One has Date values and the other has a number of visitors on that date. Now we would like to create a Pivot Table report to see how the number of visitors is spread through the months.

Case 1: Pivot Table report based on an Excel Table

First we create a Pivot Table based on an Excel Table

Sorting Months Chronologically in Pivot Tables

The Pivot Table will show the number of visitors by months. But to do this, since we only have Dates, we have to do Grouping by months on the Dates

Sorting Months Chronologically in Pivot Tables

And right away we get the desired result.

Sorting Months Chronologically in Pivot Tables

If that was not the case, we would get the right sort order by  sorting those by Custom Lists.

Case 2: Pivot Table report based on Power Pivot data.

First we add our Table data to Power Pivot the easiest way – by using the Add to Data Model command on the PowerPivot tab.

Sorting Months Chronologically in Pivot Tables

Now that we have the data in the Power Pivot we can create a Pivot Table report from Power Pivot window. But when we create a Pivot Table and want to see the analysis by months we see we just can’t select the Group command. It is grayed out…

Sorting Months Chronologically in Pivot Tables

So to get to months we use a different trick, we go back to the Power Pivot window and create a calculated column using a Format function. This is a PowerPivot rendition of the Text function from Excel. The syntax is the same, just the names differ.

Sorting Months Chronologically in Pivot Tables

Excel Version

Sorting Months Chronologically in Pivot Tables

Power Pivot version.

Using the Format function we now get the month names and a new field to create a Pivot Report by. But when we create it, it looks quite disappointing.

Sorting Months Chronologically in Pivot Tables

So the numbers are OK, but the sorting is alphabetical and not the kind we want. To get the sorting right, we have to go back to the PowerPivot window and create a new Calculated column using the Month function. This way we now get a month number along each date and month name.

Sorting Months Chronologically in Pivot Tables

Now just adding that to the Pivot Table report would get rid of our problem, but let’s not forget that we want the month names as they were, only the sorting is wrong. But now we have all we need.

Sorting Months Chronologically in Pivot Tables

In the Power Pivot window, we select a value in the month name column and then select a Sort by Column command on the home tab and hey, look at that. You can now say that the Month name column will be sorted by Month No. column.

Sorting Months Chronologically in Pivot Tables

Doing that has changed our Pivot Report instantly!

Sorting Months Chronologically in Pivot Tables

And we are one step closer to eternal happiness.

More about Power Pivot here and here. If zou want to see all the differences between a Power Pivot based Pivot Table and a normal Excel Pivot Table, you can read about it here.

Comments 27

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  20. Manfred van der Sluijs says:

    Hi Gasper,

    Thanks for the tips and tricks!

    With respect to this article I have one additional question. What if I want to work with multiple years. How can I make sure that the value for January 2016 come after December 2015 and is not added to January 2015. I want to look 12 months back but with a dataset which contains multiple years I end up with a chart where January from one year is added up to the January of a previous year.

    I hope you have a solution for this.

    Thanks in advance

    1. Hi Manfred,

      your best option would be to create a calculated field YYYYMM so 201609 that would relate to September 2016… Or any other format you like, but it has to include month and year information.

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