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To create a pivot table in Google Sheets on a computer, select a data range with a header in every column, then choose Insert > Pivot table. In the editor, put categories in Rows (and optionally Columns), then add a numeric field to Values to summarize it.
Prepare data and create a pivot table
Each record should occupy a row, with one field per column—for example, Date, Region, Product, and Sales. Make sure every selected column has a header; Google lists headers as a prerequisite for creating a pivot table. See Google’s pivot table instructions.
- Select the cells containing the data.
- Choose Insert > Pivot table.
- Open the resulting pivot-table sheet if it is not already open.
Google Sheets may offer suggested pivots. To disable suggestions, use Tools > Suggestion controls.
Add rows, columns, and values
First decide what question the summary should answer. To see total sales by region and product, use Region and Product as the breakdowns and Sales as the measure.
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- In the pivot-table editor, click Add beside Rows and select a category such as Region.
- If a cross-tab view would help, click Add beside Columns and select another category, such as Product.
- Click Add beside Values and select the field to summarize, such as Sales.
Use the field menus to choose how data is listed, sorted, or summarized, and to add filters. Google describes pivot tables as a way to narrow a large data set and see relationships between data points.
Sort, show totals, group, and filter
The editor provides controls for sorting or ordering rows and columns by their labels or aggregated values, and for showing totals. It also supports grouping dates and times from date-formatted cells and grouping numeric values into intervals. Google’s pivot-table customization guide describes these options.
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- Unexpected order: Change the row or column ordering and choose whether to sort by label or aggregated value.
- Missing total: Enable Show totals for the relevant row or column grouping.
- Focus on selected records: Add a filter and set a condition, such as a value being greater than a threshold, or choose values to hide.
- Date or number ranges: Use the grouping controls when you need date/time groupings or numeric intervals rather than individual values.
A value filter can retain its saved visible-value selection even after a value disappears from the source. If a newly added category should appear but does not, edit the filter’s visible-value list.
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Use the pivot table’s Edit control to move or remove fields, change the data range, or clear fields. To inspect the records behind an aggregate, double-click that aggregate cell; Sheets opens a new sheet containing its source rows.
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For a derived measure that the built-in summaries do not provide, add a calculated field under Values and choose SUM or a custom formula. Google’s example is =sum(Price)/counta(Product). If a field name contains spaces, Google’s instructions say to put quotation marks around the field name in the formula. See Google’s calculated-field guidance.
Understand updates for ordinary and BigQuery-connected data
For an ordinary pivot based on cells in the spreadsheet, Google says the pivot refreshes when its source cells change. BigQuery-connected data uses Connected Sheets, which has a separate refresh action for retrieving the latest data; the ordinary-range behavior should not be assumed to describe that connected workflow.
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| Source | Update behavior | Documented result limit |
|---|---|---|
| Ordinary spreadsheet range | Google says the pivot refreshes when source cells change. Source: Google Docs Editors Help. | Not stated in the cited ordinary-pivot instructions. |
| BigQuery through Connected Sheets | Use the pivot table’s refresh action to get the latest BigQuery data. Source: Google Docs Editors Help. | Up to 100,000 results for Connected Sheets pivot tables, as stated by Google Docs Editors Help; publication year not stated, verified 2026. This limit is specific to Connected Sheets. |
For the connected workflow, open the connected spreadsheet, choose the pivot-table action and destination, configure the settings, and apply. If the results appear stale, use the Connected Sheets refresh action.
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Fix common pivot-table problems
- Fields are missing or the pivot will not build: Check that the selected range is correct and every source column has a header.
- A new category is absent: Inspect the filter’s saved visible values and update the selection.
- Rows or columns are sorted unexpectedly: Adjust the ordering and sort by the label or aggregated value you need.
- A total is absent: Turn on Show totals for that grouping.
- A calculated-field formula fails: Check the formula syntax and put quotation marks around field names containing spaces.
- BigQuery results seem out of date: Refresh the Connected Sheets pivot table.
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