Count Rows in Group with Pivot Table in Excel (Step-by-Step Guideline)

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This article will guide you to count rows from a data group using Pivot Table. If you have a large dataset containing values in groups, you may require to count rows in each group. Unfortunately, in Microsoft Excel, you cannot use formulas to calculate rows in a group. In such a case, the Pivot Table is a great way to calculate the count of rows from groups.

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What is Pivot Table in Excel

Pivot Table is one of the most powerful tools available in excel. If you are working with large datasets and have no clue what that data means, Pivot Tables enables you to understand the patterns of the data. You can understand the trends of data by analyzing them with the Pivot Table. Besides, we can group data in different ways using Pivot Tables. Later, from these data groups, we can draw effective conclusions too. To summarize, Pivot Tables enable us to get meaningful information from a large amount of random data.

Steps to Count Rows in Group with Pivot Table in Excel

Dataset Introduction

Let’s assume, we have a dataset containing several fruits and their corresponding fruit types. Now, I will find out the number of rows in each group of fruit types. For instance, I will calculate the number of rows from column B that contain fruits from the Citrus/Melon/Berries group.

Dataset Introduction

Step 1: Insert Excel Pivot Table to Count Rows in Group

  • Before inserting the Pivot Table, I will convert my dataset into a Defined Table by pressing Ctrl + T.

Insert Excel Pivot Table to Count Rows in Group

  • After you get the table, click Summarize with PivotTable option.

Insert Excel Pivot Table to Count Rows in Group

  • As a result, the PivotTable from table or range dialog box appears. Now, check the Table/Range and choose the location where you want to place the Pivot Table as below (see the screenshot). I want to place the Pivot Table in the existing worksheet (Cell E4). After choosing the Location, press OK.

Insert Excel Pivot Table to Count Rows in Group

  • Consequently, you will get the below Pivot Table.

Insert Excel Pivot Table to Count Rows in Group


You can insert Pivot Table by following the path: Insert > Pivot Table > From Table/Range

Read More: How Excel Count Rows with Value (8 Ways)

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Step 2: Get the Rows Count in a Group from Pivot Table

Now I will customize the newly created Pivot Table according to my requirement. To do the task, follow the below instructions.

  • Click on the Pivot Table area to show the PivotTable Fields section.

Get the Rows Count in a Group from Pivot Table

  • Next, drag the Types of Fruit field to the Rows area. Similarly, drag Fruits to the Values area.

Get the Rows Count in a Group from Pivot Table

  • Finally, we got the count of rows under each type of fruit. From the result, we can see that the Berries and Citrus group has fruits in 4 rows. On the other hand, there are 2 rows in the Melons group.

Read More: How to Count Rows with VBA in Excel (5 Approaches)

Things to Remember

  • It is better to convert the existing data range to an excel table before inserting the Pivot Table. This is because, if you add any new data to the source table, refreshing the Pivot Table will update the Pivot Table data too.
  • You can find distinct counts using Pivot Tables (by adding a Helper column in the source dataset). Likewise, you can use Power Pivot to calculate the unique count of values in a dataset


In the above article, I have tried to discuss step-by-step guidelines to count rows in a group with Pivot Table in excel elaborately. Hopefully, these methods and explanations will be enough to solve your problems. Please let me know if you have any queries.

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Hosne Ara
Hosne Ara

Hi, This is Hosne Ara. Currently, I do write for ExcelDemy. I have a long experience working with different industries and I have seen how vast the scope of Microsoft Excel is. So, eventually, I started to write articles on Excel and VBA. Basically, my articles are targeted to help people who are working in Excel. By profession, I am an Engineer. Materials and Metallurgical Engineering is my major. Besides, I am a certified Project Manager (PMP) too. I have worked with Power Plant and IT industry earlier. As a person, I am detail-oriented and love doing research. Establishing a greener world is one of my mottos.

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