How to Add Running Total in a Pivot Table

A pivot table is a master tool for data analysis, it’s that flexible and powerful.

One of the things which I like about a pivot is we can easily add running total into it, which can further help us in an analysis.

Today, in this post, I’d like to share a simple step process to add a running total in a pivot table.

What’s a Running Total?

It’s a cumulative total which includes the past total as well.

For example, if we have month wise data from Jan to Dec, a running total will show you YTD total every month.

by adding running total in pivot table you will get same value for last and grand total

We can use a running total to measure complete growth against the target.

Quick Navigation

Steps

Examples

Sample File

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Steps to Add a Running Total in Pivot Table

Adding a running/cumulative total requires simply few clicks and here are the steps to do it.

Once you create a pivot table, select any of the cells from data column.

select pivot table to add running total in pivot table

Right click on it and click “Value Field Setting”.

click on value field setting to add running total in pivot table

Now, you have “Value Field Setting” window.
Go to “Show Values As” tab.
From “Show Values As” drop-down list, select “Running Total In”.

select running total from tab to add running total in pivot table

Click Okay.

Now we have a running total in the pivot table with a cumulative total in every month.

pivot table to add running total in pivot table

Note: While adding running total make sure that pivot table sorted in a right way. If we want to add it from Jan to Dec then you the values must have sorted from Jan to Dec.

Different Ways to Add a Running Total in a Pivot Table

Here are some examples of adding a running total in different ways.

1. Start Running Total from Zero

Someone asked that how can we start total from a zero. Well, for this we just need to make a small amendment in our source data.

First of all, in the source data we need to enter a dummy entry with zero value.

apply running total in pivot table with starting from zero with dummy entry in source data

Here our data is starting from Jan’15, and that is why I have used Dec’15 for the dummy entry.
Now, go to the pivot table and refresh it. And once we do that it give a running total starting from zero.

add running total in table starting from zero

2. Percentage Running Total

We can also use the percentage of running total instead values and here are the steps.

First of all, right click on total column and open "Value Field Setting".
After that, go to “Show Values As” tab and select select “% Running Total In” from the drop down.

add running total in pivot table with percentage

Click OK.

add running total in pivot table as cumulative percentage

3. Running Total with Grouped Dates

When we add a running total where we have grouped dates there could be a problem, let me show you.

In the below pivot table, we have grouped dates and create two-row labels from it “Quarters” and “Months”.

And, we have also applied running total in the data field. Now if you look, after a change in the quarter, the running total is starting over again.

But we can fix it using a helper column and here are the steps.

First of all, go to your source data and enter a new column after the date column.
After that, name that column “Q-M” and enter the below formula:

=”Qtr”&ROUNDUP(MONTH(A2)/3,0)&”-“&TEXT(A2,”MM”)

apply running total in pivot table using helper column in source data

Now, refresh your pivot table and remove both the “Quarters” and “Months” column fields and add column "Q-M".

apply running total in pivot table when dates are grouped add helper column 1

4. Running Total in a Pivot Chart

With a running total, we can also create a pivot chart to show that cumulative values in a graphical way.

add running total in pivot table with pivot chart

In the above example, we have a pivot chart along with the pivot table to show the trend of values increasing month by month.

Steps for this are exactly same, all you need to do is insert a pivot chart with a pivot table and add a running total column in it.

Sample File

Download this sample file from here to learn more.

Conclusion

By adding running total to a pivot table we can track amount/values cumulatively, which is quite useful while tracking sales, budgets, interest values, etc.

One final thing which I wanted to share with you is that running total changes when sort the pivot table.

I hope this tip will help you use pivot tables with full power and now tell me one thing.

Have you ever tried to apply a running total before?

Share your views with me in the comment section, I’d love to hear from you. And, please don’t forget to share this tip with your friends.

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