How to Add Running Total in a Pivot Table

What is a Running Total in a Pivot Table?

A running total in a pivot table is a cumulative total that includes the past total. For example, if we have month-wise data from Jan to Dec, a running total will show the YTD total every month. We can use a running total to measure complete growth against the target.

Pivot Tables are one of the INTERMEDIATE EXCEL SKILLS.

Steps to Add Running Total in Pivot Table in Excel

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

1. Once you create a pivot table, select any of the cells from data column.
   
2. Right click on it and click “Value Field Setting”.
   
3. Now, you have “Value Field Setting” window.
4. Go to “Show Values As” tab.
5. From “Show Values As” drop-down list, select “Running Total In”.
   
6. Click Okay.

We have a running total in the pivot table with a monthly cumulative total.

Note: While adding the running totals, ensure the pivot table is sorted correctly. If we want to add it from January to December, the values must be sorted from January to December.

After adding a Running Total, Pivot Table doesn’t change the source data.

Understanding Value Field Settings

The Value Field Settings option in the pivot table is an essential feature that helps you decide how to calculate data in a pivot table field. It offers functions like Sum, Count, Average, Max, Min, Product, Count Numbers, StdDev, StdDevp, Var, and Varp.

Start Running Total from Zero in Pivot Table

Someone asked how we can start the total from zero. We need to make a small amendment to our source data to do this.

1. First of all, in the source data we need to enter a dummy entry with zero value.
   
2. Here our data is starting from Jan’15, and that is why I have used Dec’15 for the dummy entry.
3. Now, go to the pivot table and refresh it. And once we do that it give a running total starting from zero.
   

% Percentage Running Total in a Pivot Table in Excel

We can also use the percentage of the running total instead of values.

• 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.
  
• Click OK.
  

Running Total in Pivot Tables with Grouped Dates

When we add a running total with grouped dates, there could be a problem. Let me show you. In the table below, we have grouped dates and created two-row labels from them: “Quarters” and “Months.”

We have also applied the running total to the data field. Now, if you look, after a change in the quarter, the running total is starting again. But we can fix it using a helper column. Here are the steps.

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

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

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

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

Running Total in a Pivot Chart

With a running total, we can also create a pivot chart to show cumulative values graphically.

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

Tips while adding Running Totals in a Pivot Table

1. Ensure the correct data selection: This is the first and fundamental step for running totals in a pivot table.
2. Check the Calculations: It’s always a good practice to ensure you have selected the correct calculation for your running total.
3. Refresh after Data Changes: If the data in your original table changes, you must refresh the pivot table to reflect these changes in your running total.
4. Beware of Blank Cells: Blank cells in your data can interfere with running totals. Blank cells are often treated as zero in calculations, which can skew the results.
5. Use “Show Values as Running Total”: To get the running total, use the “Show Values as Running Total” option in the pivot table settings, not the standard total.

Sample File

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