How to get the Pivot table to show text of data and not sum/count values?

I have a data set that has multiple rows for the same person. I'm trying to use the Pivot Table in Mac Version 16.49 to filter by the person and have all their applicable data in one row. The Pivot table is only allowing sum or count as a format for the data in the columns. Is there a way to have it list the actual data (text) that is in the dataset? 

Thank you in advance!!! 

Answer
Answer

The technique is not obvious. Here are several articles that describe a couple of different ways.

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Text Values- Displaying Text Values In Pivot Tables Without VBA (Conditional Formatting, 3 text values)
https://chandoo.org/wp/displaying-text-values-in-pivot-tables-without-vba/
Pivot Tables take tables of data and allow the user to summarise and consolidate the data at the same time. This is a great and very fast method of analysis but is restricted to handling mathematical functions on the value field resulting in numerical summaries.
It is possible to combine Custom Number Formats with the Pivot Table to produce Text based answers.
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Text Values- A trick to Pivot text values                   2018 04 30
https://chandoo.org/wp/pivot-text-values/
https://assets.chandoo.org/wp/wp-content/uploads/2018/04/pivot-text-data-example.png

https://youtu.be/iZo5k_L8_RI

(10min)
We all know that
Pivot Tables are best thing since avocado on toast. But they can’t slice text values and spread them in a table with Pivots. So how to take a large blob of text and turn it in to something meaningful like below?
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Text Values- Emulate Excel Pivot Tables with Texts in the Value Area using Formulas     2011 06 27
https://www.clearlyandsimply.com/clearly_and_simply/2011/06/emulate-excel-pivot-tables-with-texts-in-the-value-area-using-formulas.html
Pivot Tables are probably the most powerful built-in data analysis feature of Microsoft Excel. With only a couple of mouse clicks, you can summarize and analyze your data from different perspectives. Well, I do not want to carry coals to Newcastle. I am sure you know all about the power of Pivot Tables.
However, there is one thing you can’t do with Pivot Tables: create a cross-tabular view with texts in the value area.
Assume you are managing a project and you have a list of project risks. The table includes the descriptions of the risks and you classified each of them using different categories like the risk impact (high, medium, low), the probability (very high, high, medium, low) and maybe the type of the risk, the subproject or the name of the responsible project member. You may be interested in a cross-tabular view of your risk list with e.g. the impact in the rows, the probabilities in the columns and maybe the option to filter the view by a third category like the risk type.
At first sight this looks like the perfect use case for Pivot Tables, but a Pivot Table aggregates data, i.e. Pivot Tables always have numerical results in the value area. In other words, all you can show in the value area is the count of risks for each combination. But what if the count is not enough and you prefer seeing the description of all risks for all combinations of impact and probability?
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Emulate Excel Pivot Tables with Texts in the Value Area using VBA   2011 07 30
https://www.clearlyandsimply.com/clearly_and_simply/2011/06/emulate-excel-pivot-tables-with-texts-in-the-value-area-using-vba.html
The
recent post showed a way how to create a Pivot Table lookalike crosstab with texts in the value area.
However, due to the fact that it was restricted to Excel formulas, the approach came with a couple of drawbacks. Using formulas forces you to define the layout and the size of the crosstab in advance in a static structure. It goes without saying that this considerably limits the usability in real life.
Without VBA, there is no way out. However, some VBA helps to overcome almost all of the disadvantages of the formula based approach. Today’s post is the announced follow-up: it describes how to use VBA to emulate a Pivot Table lookalike crosstab with texts in the value area, as always including the Excel workbook for free download.
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Text Values- Pivot Table Text Values  
https://www.contextures.com/pivottabletextvalues.html
Usually you can only show numbers in a pivot table values area, even if you add a text field there. By default, Excel shows a count for text data, and a sum for numerical data.
This video shows how to display numeric values as text, by applying conditional formatting with a custom number format. The written instructions are below the video.
.  *  Manual Conditional Formatting
.  *  Macro Conditional Formatting
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Text Values- Pivot Table With Text in Values Area  2018 07 10
https://www.mrexcel.com/excel-tips/pivot-table-with-text-in-values-area/
Traditionally, you can not move a text field in to the values area of a pivot table.
However, if you use the Data Model, you can write a new calculated field in the DAX language that will show text as the result.
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Create a Pivot Table from Text file in Excel?
https://www.extendoffice.com/documents/excel/5324-excel-pivot-table-from-text-file.html
Normally, Pivot Table is created based on the data in an existing worksheet. However, do you know how to create a Pivot Table from a Text file in Excel? This article will show you a method of creating a Pivot Table from a Text file in Excel.
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Emulate Excel Pivot Tables with Texts in the Value Area using VBA   2011 06 30
https://www.clearlyandsimply.com/clearly_and_simply/2011/06/emulate-excel-pivot-tables-with-texts-in-the-value-area-using-vba.html
How to create a Microsoft Excel Pivot Table lookalike Crosstab with Texts in the Value Area using VBA

Today’s post is the announced follow-up: it describes how to use VBA to emulate a Pivot Table lookalike crosstab with texts in the value area, as always including the Excel workbook for free download.
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VBA-

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so you’d think we’d be able to communicate quite well with people.
Prof. Doug Fisher

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Last updated May 23, 2024 Views 131,581 Applies to: