To create a pivot table in Numbers on a Mac, select the source table or cells, choose Organize > Create Pivot Table, pick where it should go, then add fields to Rows, Columns, and Values. On iPhone, select the table or range, open its action menu, and choose a pivot-table option; Numbers places the result on a new sheet. The new pivot table is blank until you add fields.
Before you create a pivot table
Check that your source data is in a table and meets Numbers’ requirements: it must contain at least one populated cell outside the header cells, and it must not have cells merged across adjacent rows. If you want to summarize only part of a table, select that range when creating the pivot table.
Apple’s instructions for Numbers 15.4 on Mac describe the desktop workflow; the iPhone steps below follow Apple’s iPhone guide. The available placement options differ by platform.
Create a pivot table on Mac
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Open the spreadsheet and select the source table, or select the range of cells you want to summarize.
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In the menu bar, choose Organize > Create Pivot Table.
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Choose where to create the pivot table:
- On New Sheet or On Current Sheet uses the whole table.
- For Selected Cells on New Sheet or For Selected Cells on Current Sheet uses only the cells you selected.
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Add fields to Rows, Columns, or Values to build the summary.
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If you created the pivot table from selected cells, Apple says you can edit that source range later. See Apple’s Numbers 15.4 guide to creating a pivot table on Mac.
Create a pivot table on iPhone
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Open the spreadsheet and select a table or range.
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Tap the action menu for the table, cell, row, or column.
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Choose Create Pivot Table to use the whole table, or Create Pivot Table for Selected Cells to use only your selection.
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Add fields to Rows, Columns, or Values to populate the new pivot table.
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Both iPhone options create the pivot table on a new sheet. Apple’s iPhone guide to creating a pivot table covers the selection and source-data requirements.
Add fields to turn the blank table into a summary
A pivot table starts blank. Its fields determine how Numbers groups and summarizes the source data. Apple describes three sections: Rows, Columns, and Values.
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- Rows groups records into row labels.
- Columns adds groupings across the top.
- Values contains the data to summarize. Numeric fields are added here by default; nonnumeric fields are added to Rows or Columns by default.
On iPhone, tap a field to add it automatically, or drag it into a section. Move fields between sections or reorder them within a section to change the grouping. For example, you could put a category field in Rows and a numeric amount in Values to organize amounts by category. That is an illustrative arrangement, not a universal setup; choose fields according to the question your data should answer. Apple documents these field behaviors in its guide to adding and arranging pivot-table data on iPhone.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Choose the source and placement that fit your task
| Platform | Source scope | Placement |
|---|---|---|
| Mac | Whole table or selected cells | New sheet or current sheet |
| iPhone | Whole table or selected cells | New sheet |
On Mac, the source-scope choice and placement are separate options: you can summarize a selected range on the current sheet or a new sheet. On iPhone, Apple’s documented creation options put the result on a new sheet.
Refresh the pivot table after source changes
When you edit the original source data, refresh the pivot table so it reflects those changes. The pivot table does not automatically show edits until refreshed, according to Apple’s Mac and iPhone creation guides.
Quick Recap
Fix common pivot-table problems
- The pivot table looks empty: Add fields to Rows, Columns, or Values.
- Numbers will not create the pivot table: Check that the source contains at least one populated non-header cell and has no cells merged across adjacent rows.
- The summary no longer matches the source: Refresh the pivot table after editing the source data.
- The groups are not arranged as expected: Change field placement or order. Apple documents this adjustment for iPhone; consult the current Mac guide for that platform’s controls.
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