Excel Pie Chart: Group Small Categories into Other

To group data in an Excel pie chart, first summarize the values you want to show, then chart that summary; for a chart that automatically moves small slices aside, use a Pie of Pie chart. A regular pie chart does not combine repeated category names or small values into an “Other” slice by itself.

What grouping means in a pie chart

A pie chart represents each value as a share of one total. Grouping means combining several values into one displayed slice, often called Other, so the chart focuses on the largest categories. For example, a report with sales for eight product types might show the five largest individually and add the remaining three together as Other.

There are two useful ways to do this in Excel:

Prepare a grouped summary table. Decide which categories to combine and calculate their total in the worksheet. Make a standard pie chart from that smaller table. This provides the most control over the labels and what belongs in Other.
Use a Pie of Pie or Bar of Pie chart. Excel moves selected points into a secondary plot and represents their combined value as a slice in the main pie. The secondary plot shows the component values, making this useful when readers need to see what the combined slice contains.

These approaches solve slightly different problems. A summary table changes the chart’s source data. A Pie of Pie chart keeps the original points and changes how Excel displays them.

Group categories in a summary table

A summary table is usually the clearest choice when you want one clean pie with a single Other slice. It also lets you choose the grouping rule yourself, such as combining named categories or grouping every category below a chosen share. Start by deciding on that rule before building the chart; otherwise, the slice sizes may be visually tidy but hard to explain.

Suppose the source data in A2:B8 contains these category-and-sales pairs: North 40, North 60, South 30, South 20, East 15, West 10, and West 5. The totals are North 100, South 50, East 15, and West 15, for a grand total of 180. Since East and West are the smaller categories in this example, a chart-ready summary could list North 100, South 50, and Other 30.

When names repeat in the source, Excel will generally plot each row as an individual point if you chart the raw rows. Summarizing first makes each category appear once and gives the chart the intended category totals. With category names in A2:A8, values in B2:B8, and a unique category name in D2, enter this in E2 and fill it down beside the other category names:

=SUMIF($A$2:$A$8,D2,$B$2:$B$8)

For the example, the results are 100 for North, 50 for South, 15 for East, and 15 for West. Add the two selected small-category totals to make Other equal 30. If your source is refreshed often, keep the grouping logic and summary linked to the source rather than typing totals by hand; that reduces the risk of a chart becoming out of date.

Create the chart from the grouped data

Arrange the chart-ready labels and totals together in two adjacent columns, with one category per row. Include a header row if it helps make the range clear.
Select the labels and values, including the headers if present.
Choose Insert > Insert Pie or Doughnut Chart > 2-D Pie.
To show values or category names, select the chart and choose Chart Design > Add Chart Element > Data Labels, then choose a label position. You can adjust the details in the Format Data Labels pane.

Check the chart after inserting it: the grouped slices should add up to the same total as the original data. In the example, 100 + 50 + 30 = 180. If you display percentages, the three slices should represent about 55.6%, 27.8%, and 16.7%; rounding means displayed percentages may not add to exactly 100%.

On Excel for Mac, the ribbon provides equivalent chart-insertion and chart-design controls, though pane placement and some labels can differ slightly by release. In Excel for the web, chart creation and basic formatting are available, but the desktop app may offer more detailed controls for specialized chart options.

Use a Pie of Pie chart to split out small values

Choose a Pie of Pie chart when you want the main pie to stay readable while still showing the small categories separately in a second pie. A Bar of Pie chart uses the same general idea but displays the secondary group as a bar. These chart types are especially useful when the small categories matter and readers may want to inspect their individual contributions.

Select the original category-and-value data, including the category labels.
Choose Insert > Insert Pie or Doughnut Chart > Pie of Pie or Bar of Pie.
Right-click a slice and select Format Data Series.
In the Format Data Series pane, open Series Options. Under Split Series By, choose a rule such as Position, Value, Percentage, or Custom.
Adjust the related setting, such as the number of points in the second plot or the threshold for moving values. For Custom, select a point and use its data-point formatting options to assign it to the first or second plot.

The exact controls shown depend on the split rule. Position moves a specified number of points, commonly the last points in the source order. Value and Percentage use a threshold. Custom lets you choose particular points. Because position-based grouping depends on row order, sort the data deliberately if you use it; changing the order can change which slices move.

The combined slice in the main pie represents the values shown in the secondary plot. It may be labeled Other when category names are included, but check the data labels and edit them if the wording is unclear. Unlike a manually prepared summary, the secondary plot provides a visual breakdown of the points included in that combined slice.

Choose a grouping rule that fits the question

Grouping is not just a formatting decision: it changes the level of detail readers see. A threshold-based rule is useful when the goal is to keep every individually tiny slice out of the main pie. A named-category rule is better when certain categories have a meaningful relationship, even if their values are not the smallest. For example, you might combine several miscellaneous expense types because they share a business definition, not merely because each is below a percentage threshold.

Use a manual summary when the definition of Other must be stable, meaningful, or easy to audit.
Use Pie of Pie when the small categories should remain visible as individual values in a secondary plot.
Use a standard pie without grouping when there are only a few categories and each slice is important.
Choose a different chart when there are many categories or precise comparisons matter more than showing parts of a whole.

Pie charts work best with a small number of categories that make up one meaningful whole. If there are many similar-sized slices, comparing their angles is difficult. A sorted bar chart is often easier to read and makes close values simpler to compare. Grouping should clarify a real pattern, not hide categories a reader needs to evaluate.

Common problems and how to fix them

Repeated labels appear as separate slices. A pie chart plots data points; it does not reliably consolidate rows just because their category text matches. Create a summary table that totals each category before charting.
The wrong points move to the secondary plot. If Split Series By is set to Position, Excel uses the point order. Sort the source appropriately or select another split rule; use Custom when you need direct control.
The Other slice is missing or misleading. Check that the values assigned to the secondary plot are the ones you intended and that labels show categories or values clearly. For a fixed Other group, a summary table is more explicit.
Percentages do not total exactly 100%. This is often rounding. Also check that the chart includes the intended value range and that excluded or blank rows are not affecting your source selection.
A zero or negative value causes confusion. Pie charts are designed to show positive parts of a whole. Review the source and use a bar chart if negative values or changes are important to the story.

For a grouped summary that needs to update, make sure its source range includes newly added rows. An Excel Table can expand as rows are added, which can make chart-source maintenance easier. Still review the resulting summary and chart after a refresh: new categories may need an explicit decision about whether they belong in Other.

Summary table versus Pie of Pie

The main difference is control versus convenience. A summary table makes the grouping visible in the worksheet and allows you to define exactly which categories combine. That is helpful for repeatable reports, presentations, and cases where “Other” has a formal meaning. It also works with any chart type that can use the summary data.

Pie of Pie is faster when Excel’s threshold or position rules match what you need. It preserves component values in the chart’s secondary plot, but the split can be less obvious to maintain if the source is reordered or the data changes. Use labels and a clear title so the reader understands that the secondary pie is a breakdown, not another independent total. If the chart will be reused regularly, document the split rule in the worksheet or report notes.

Frequently Asked Questions

Can Excel automatically group small pie-chart slices?

Yes. Insert a Pie of Pie or Bar of Pie chart, then use Format Data Series > Series Options to choose how points are split. For a normal 2-D pie chart, build an Other category in a summary table instead.

How do I combine duplicate category names in a pie chart?

Summarize the source so each category appears once and its value is the total for that category. For repeated rows, SUMIF can total values matching a category name. Chart the summarized labels and totals rather than the raw rows.

Can I choose exactly which slices go into Other?

Yes. A summary table gives you full control over the categories included in Other. In a Pie of Pie chart, choose Custom under Split Series By and assign individual data points to the secondary plot.

Does Excel’s Other slice show the small categories separately?

In a Pie of Pie or Bar of Pie chart, the secondary plot displays the component values behind the combined slice. In a standard pie built from a summary table, Other is only one value unless you provide a separate breakdown elsewhere.

Should I group small values or use a different chart?

Group them when the small categories are not central to the comparison and a compact view of the main contributors is useful. If readers need to compare many categories or distinguish values of similar size, a sorted bar chart is usually clearer.

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Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

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