Bob, I would set up each of your fields as a column. I would add one

additional column, and name it "Number". In it I would just put a one (1)

in each cell. Then in your pivot table You can do a sum of Number, and set

restrictions on your fields in the page area. Only records meeting the

criteria of your restrictions would be displayed.

The biggest danger is not expanding your pivot tables data range after you

have added data. Or not refreshing your pivot tables after changing data.

Each table should be expanded/refreshed to insure they are reading the

latest data. I've seen too often users not doing so and assuming tha

refreshing one table refreshes all tables.

Bob Flanagan

Macro Systems

144 Dewberry Drive

Hockessin, Delaware, U.S. 19707

Phone: 302-234-9857, cell 302-584-1771http://

www.add-ins.com
Productivity add-ins and downloadable books on VB macros for Excel

- Show quoted text -

So for this part:

I would like to be able to generate reports that would show the

students

I would do something where the rows data is first race, then free and

reduced, and then special ed. The column headings should have the

Reading level column. I'm trying to think of how to make the Math

level column show beside that but to be honest I don't know how...you

might have only 2 choices: Either you make one pivot table for

reading and one for math, or you make the columns Reading level, and

then Math level below it, which in effect gives you 9 possible columns

for all the combinations of reading level and math level (1, 1 - 1, 2

- 1, 3 - 2, 1 - etc). From there you can filter out all the math and

reading levels you don't care about, or filter as you view. Using

either approach, you would then make the Student Names your data. I

don't agree that you need a column with "1" in it. It will count all

Student Names, on the assumption that every single row has some

student name value in it.

Now in terms of showing the *names* of these students, I don't know

that that is possible in pivot tables. I don't know of a "list"

functionality, I think just count and other math equations.

Lastly, you asked about showing a count of everyone with a score

higher than X. I think I just struggled through a similar problem for

the past 3 days and it is impossible to do directly from the pivot

table. The calculated field seems like the most likely candidate, but

it will *first* sum all the scores meeting the criteria, and *then*

determine if the result is above X which won't help you. Your best

bet is to add a column to your spreadsheet itself which has a blank if

the score is below X, and a 1 if it is above X, and then use that in

another pivot table (or possibly the one described above) where that

column is the data.