About displaying details and items

The items at the lowest level in the row area display and to their right. The items at the lowest level in the column area display and below the item captions. You can show or hide details for a specific item by clicking or .

You can display detail data only if the details are available in the source data. For example, OLAP databases often provide only summary data rather than detail data.

Automatically showing or hiding all details

By default, detail data is not initially displayed in the browser when a user adds fields to the PivotTable list, but you can automatically display detail data for all items if you prefer.

Restricting access to detail data in the browser

You can display the amount of detail that you consider appropriate, and then prevent users from displaying additional detail in the browser.

When the row or column area has more than one field, higher-level items will display expand indicators ( or boxes) to their left. Clicking the expand indicators will show or hide the items in the next lower level. If the innermost field on the PivotTable list is not the lowest in the item hierarchy, clicking the expand indicator of the innermost field will automatically add the next lower level of items to the PivotTable list.

You can display lower-level data for an entire field, or you can display it on an item-by-item basis, expanding only the items you want to see. Items in the lowest level will not display expand indicators. For example, if Country and City fields are in the row area, the items in the Country field will display expand indicators like this:

Expand indicators

Automatically showing or hiding all items

You can change the setting to have all item levels in the PivotTable list expanded or collapsed by default. After loading the PivotTable list, the user can expand or collapse the items as they want.

Hiding expand indicators

After you have expanded the levels to the extent you want, you can hide all the expand indicators in the PivotTable list. Users can change this setting in the browser. If you don't want users to be able to change whether expand indicators are displayed, you can restrict access to the Commands and Options dialog box in the browser.

Showing or hiding items that have no data

By default, a PivotTable list does not display items for which the source data provides no values. For example, if you're showing sales for each month and there were no sales in April, the Month field would not have an April item. If you want to include items for all 12 months, with blank cells for the months with no sales, you can change the setting in the Commands and Options dialog box to display items that have no data.