How to Create Drill Down in Excel (with Easy Steps)

While working with a large amount of data, one might need to filter only a fraction of the whole data for various purposes. Excel can be a very useful tool for drilling down a specific part of data. In this article, we will show you how to create a drill down in Excel with easy steps.

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3 Easy Steps to Create Drill Down in Excel

In this article, we will demonstrate 3 easy steps to drill down in Excel. We will use the following sample dataset for this purpose.

how to create drill down in excel

Step 1: Create a Dataset with Proper Parameters

In the first step, you need to create your dataset in Excel. Here, we created a column of Sales Representatives names with two other columns of Product and Revenue Earned. As a result, our dataset looks like this.

Read More: How to Drill Down in Excel Without Pivot Table (With Easy Steps)

Step 2: Insert a Pivot Table

In this step, we need to insert a pivot table from the created dataset.

  • First of all, select the whole table. Hence, from your Insert tab, go to,

Insert → Pivot Table → From Table/Range

how to create drill down in excel

  • Once you select From Table/Range, a window will pop up.
  • If you want your pivot table in the same worksheet, select Existing Worksheet.
  • Then click on the arrow to choose Location.

how to create drill down in excel

  • Now select the cell where you want your pivot table and click on the arrow.

  • After that, press Enter and you will find Pivot Table Fields on the right side of your worksheet.

  • From the Pivot Table Fields, drag Sales Rep and drop it down to the Filters area.

  • After that, you will find Sales Representatives in the Filters area.

  • Similarly, drag Product under the Rows area and Revenue Earned in the Values area.

how to create drill down in excel

  • Finally, if you look at your worksheet, you will find your pivot table.

Create Drill Down in Excel

Read More: How to Create a Calculator Using Macros in Excel (with Easy Steps)

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Step 3: Create Drill Down in Excel

Now it is time to drill down data.

  • Double-click on any of the Rev Earned data.
  • It will open a new worksheet with the drilled down data.
  • In this example, we double clicked on the Rev Earned of Printer and all data with the Printer column opened up in another worksheet. Look at the below  GIF  to understand the procedures clearly.

how to create drill down in excel

  • Alternatively, you can move your cursor on the data and click the right button of your mouse and then select Show Details.

Create Drill Down in Excel

  • It will create a new worksheet and you will have your drilled-down data in there.

Create Drill Down in Excel

  • Pivot tables arrange data alphabetically by default. If you want to rearrange the data, you can use the Sort option.
  • If you want to create your pivot table in a new worksheet, select New Worksheet from Pivot Table from table or range pop-up box.

Read More: How to Fix Formula in Excel (9 Easy Methods)


Thanks for making it this far. I hope you find this article useful. Now you know how to drill down in Excel. Please let us know if you have any further queries and feel free to give us any recommendations in the comment section below.

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Alif Bin Hussain
Alif Bin Hussain

Alif Bin Hussain earned a BSc in Civil Engineering from Bangladesh University of Engineering and Technology. As an engineering graduate, he has a deep passion for research and innovation. He loves to play with Excel. In his role as an Excel & VBA Content Developer at ExcelDemy, he not only solves tricky problems but also shows enthusiasm and expertise in handling tough situations with finesse, emphasizing his dedication to delivering top-notch content. He is interested in C, C++,... Read Full Bio

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