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

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 be required 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.

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 enable 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.

Count Rows in Group with Pivot Table in Excel: Step-by Step Procedure

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

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

Now, I will customize the newly created Pivot Table according to my requirements. 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.

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 count unique values 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.

Download Practice Workbook

You can download the practice workbook that we have used to prepare this article.


In the above article, I have tried to discuss step-by-step guidelines to count rows in a group with Pivot Table in Excel. 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

Hosne Ara is a materials and metallurgical engineer who loves exploring Excel and VBA programming. To her, programming is like a time-saving superhero for dealing with data, files, and the internet. She's skilled in Rhino3D, Maxsurf C++, MS Office, AutoCAD, and Excel & VBA, going beyond the basics. With a B. Sc. in Materials and Metallurgical Engineering from Bangladesh University of Engineering and Technology, she's shifted gears and now works as a content developer. In this role, she... Read Full Bio

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