How to create a pivot table in Excel (beginner guide)

Last updated: · By the DeskHowTo editorial team
Quick answer

Select any cell in your data table, go to Insert > PivotTable, choose where to place it, then drag fields into Rows, Columns, Values and Filters in the PivotTable Fields pane.

Change the Value field from Count to Sum via Value Field Settings. After you edit source data, right-click the pivot > Refresh.

On this page

Works in Excel for Microsoft 365, Excel 2016+, Excel for Mac and Excel for the web.

Create your first pivot table

  1. Format your data as a clean list: one header row, no blank header cells, no fully blank rows in the middle.
  2. Click inside the data > Insert > PivotTable.
  3. Confirm the range and choose New Worksheet, then OK.
  4. In PivotTable Fields, drag a category field to Rows.
  5. Drag a numeric field to Values. If Excel shows Count, open Value Field Settings and choose Sum.
  6. Optional: drag another field to Columns or Filters.

Refresh and change the source

  • Right-click pivot > Refresh after data edits.
  • PivotTable Analyze > Change Data Source if you added rows outside the original range. Better: use an Excel Table (Ctrl+T) so the range expands.

Common problems

  • Field List missing: click inside the pivot; use PivotTable Analyze > Field List.
  • Duplicate-looking items: hidden spaces or different spellings.
  • Cannot group dates: column must be real dates, not text.

Frequently asked questions

Do pivots change source data?

No - they summarize values without rewriting source cells.

Recommended PivotTables?

Insert > Recommended PivotTables suggests layouts.

Pivot chart?

Select the pivot > Insert > PivotChart.

Sources checked: Microsoft Support. Verified October 2026.