A pivot table summarizes source records without replacing them. A clean source range and an explicit aggregation make the first result easier to verify.
Prepare the source structure
Use a header for every column and one row per record. Keep explanatory notes and precomputed grand totals outside the input. Check that numeric measures are actually numeric.
Select the intended range, then choose Insert > Pivot table. Review any automatically suggested configuration rather than accepting it as the answer to your business question.
Add dimensions and a measure
In the pivot editor, add a grouping field under Rows, such as Region. Add a numeric field under Values, such as Amount, and choose the intended Summarize by operation.
A sum of transaction amounts answers a different question from a count of records. Add Columns or filters only after the basic grouped result agrees with a small known sample.
Reconcile the summary
Compare the grand total with the source population and check one group manually. Double-clicking a pivot value can create a new sheet of supporting source rows; inspect its contents and sharing implications before distributing the workbook.
Changes inside the referenced source range refresh the pivot, but newly appended rows outside that range need a boundary review. Check filters separately, including value filters that may not include new categories automatically. Preserve the original records and keep pivot output separate from manual inputs. A pivot that appears tidy can still be wrong if the source contains duplicate transactions, mixed units, or text amounts, so establish those assumptions before treating its totals as authoritative.
References
Reviewed against the linked official product guidance on November 3, 2026. Features, limits, screen labels, and access can vary by account, platform, region, and organization policy.