How to Display the Top/Bottom 10 Items in Excel

In this article, we will learn How to Display the Top/Bottom N Items in Excel.


Pivot table is the most popular tool to calculate, analyse and summarize the whole data. But here the problem is to extract top 10 or bottom 10 items. For example getting the top 10 salespeople who sold the most products or getting to know the bottom 10 salespeople who sold the least products in a company. Or it could be finding the top 10 customers who bought the most products. For these kind of problems we use a pivot table and its row label fields.

Pivot table in Excel

Create a pivot table

Select the data with labels (column names) > Insert tab > Pivot table > Select same worksheet or new worksheet > Click OK

Top 10 Items

In Pivot table

Select row label option > Value filters > Top 10

Example :

All of these might be confusing to understand. Let's understand how to use the function using an example. Here we have some products and their quantities sold from the store. Now we need to get the top 10 selling products.

Follow the steps

First we make a pivot table for the data. Select the data with labels (A1:B25) > Go to Insert tab > Select Pivot table > Select same worksheet or new worksheet > Click OK

Drop Items into rows and Sum of Quantity to Values

You will get the table as shown below

As you can see all the products. This pivot table has 11 rows which means 11 items but we need only top 10 items. To obtain the desired number of items based on sum of quantity.

Now Select the drop down list on the Row labels cell and Select Value Filters > Top 10

Then Sort items descending on the basis of Sum of Quantity sold. Your table will be as shown below.

As you can see now we got only 10 items having the most sold products from the store. Now we learn how to get bottom 10 values on pivot table

Bottom 10 items

In Pivot table

Select row label option > Value filters > Bottom 10

Sort the items ascending on the basis of sum of quantity

Here are all the observational notes using the formula in Excel
Notes :

  1. Select the data with column names or say labels.
  2. Sort the data after filtering which makes it easier to read.

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