Pivot table show items with no data when group filter applied


New Member
Jun 15, 2005
I created a Pivot Table. Table serves two purposes:

1. To list employees (by pay grade) who have completed X, Y, and Z training courses
2. To list employees (by pay grade) who have not completed X, Y, and Z training courses

To do this, I merged two Excel worksheets. Worksheet 1 contains a list of all employees. Worksheet 2 contains employees who have completed training (not all employees have completed training). The merged worksheets show same employee multiple times depending on how many "courses completed." Worksheet only contains one field for course title, e.g., Course X, Course Y, and Course Z. Some employees have not completed any training and some employees have completed one, two, or all three courses. Either way, I need to see both ways.

I changed the field setting on the row to "Show items with no data" and changed the PivotTable options to "For empty cells shows: 0." I can see a complete list of all employees in alpha order. A zero appears for no data and a 1 appears for Course Completed.

The problem is that I need to apply a filter and group the employees. I applied a "Pay Grade" filter so the employees would be grouped by pay grade. The results show all employees in all pay grades, which is obviously not the reality. If I remove the "Show items with no data" checkbox, then I get the correct employees under the correct "pay grade." However, it only shows employees who "completed" training not the employees who have not completed any training. Ultimately, I'd like to filter on/off trained employees, untrained employees, and a list with both.

Any help/suggestions would be very much appreciated.

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