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Data Forms and Printing

INFORMATION TECHNOLOGY TRAINING 378

Fig. 5.9.6: PivotTable with Layout section

As visible in the figure, the whole data has been summarized in 13 rows displaying AUTH-wise as well as SHIPPING_CITY-wise subtotals for the amount.

5.9.2 Removing a field from the PivotTable

To remove a field, click the field name in one of the layout areas and then click Remove Field.

Fig. 5.9.7: Removing a field

Alternatively, clear the check box next to the field name in the field section.

Another method is to click and hold a field name in the layout section, and then drag it outside the PivotTable Field List.

5.9.3 Rearranging fields in the PivotTable

The fields placed in different layout sections can be rearranged.To rearrange fields, click the field name in one of the layout areas and then select one of the following commands as shown in Table 5.9.2:

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Command FunctionalityMove Up Moves the field up one position in the areaMove Down Moves the field down one position in the areaMove to Beginning Moves the field to the beginning of the areaMove to End Moves the field to the end of the areaMove to Report Filter Moves the field to the Report Filter areaMove to Row Labels Moves the field to the Row Labels areaMove to Column Labels Moves the field to the Column Labels areaMove to Values Moves the field to the Values areaField Settings or Value Field Settings Displays the Field Settings or Value Field Settings

dialog boxes.

Table 5.9.2: Commands to rearrange fields

We can also click and hold a field name, and then drag the field between the field and layout sections, and between the different areas.

5.9.4 Calculations and Totals

By default, data in the Values area summarizes the underlying source data in the PivotTable report in the following way: numeric values use the SUM function and text values use the COUNT function. However, the default Summary function can be changed. The different summary functions available in a PivotTable report are SUM, COUNT, AVERAGE, MAX, MIN, PRODUCT, COUNT NUMS, STDEV, STDEVP, VAR and VARP. The steps to change the summary function are given below.

1. Click the field name in the Values area and then click Value Field Settings. The Value Field Settings dialog box will appear.

Fig. 5.9.8: Changing the Summary Function for a field

2. Make sure that Summarize Values By tab is selected. Select the required summary function.3. Click OK.We can also do custom calculations which show values based on other items or cells in the data area. These functions can be selected from the Show Values As tab in the Value Field Settings dialog box.




Fig. 5.9.9: Doing custom calculation for the fields

Some of the custom calculation functions are shown below in the table.

Function Result% of Grand Total Displays values as a percentage of the grand total of all of the values or data

points in the report.% of Column Total Displays all values in each column or series as a percentage of the total for

the column or series.% of Row Total Displays the value in each row or category as a percentage of the total for

the row or category.% Of Displays values as a percentage of the value of the Base item in the Base

field.Difference From Displays values as the difference from the value of the Base item in the

Base field.% Difference From Displays values as the percentage difference from the value of the Base

item in the Base field.Running Total In Displays the value for successive items in the Base field as a running total.Index Calculates values as follows: ((value in cell) x (Grand Total of Grand Totals))

/ ((Grand Row Total) x (Grand Column Total))

Table 5.9.3: Custom calculations

5.9.5 Switching between automatic and manual updating of the report layout

By default, changes made in the PivotTable Field List are automatically updated in the report layout. To improve performance when accessing a large amount of external data, we can temporarily switch to manual updating mode. Manual updating mode allows us to quickly add, move, and remove fields in the PivotTable Field List. However, we cannot use the report until we switch back to automatic updating mode.

1. To enable manual updating of the PivotTable report, at the bottom of the PivotTable Field List, select the Defer Layout Update check box.

Caution: After we set the report layout to manual updating, closing the PivotTable Field List, changing to Fields only view, or exiting Excel discards all layout changes that have been made to the PivotTable report without confirmation.




2. In the PivotTable Field List, make the field layout changes, and then click Update to manually update the layout in the PivotTable report.

3. To return to automatic updating after the user finishes changing the report layout in the Field List, clear the Defer Layout Update check box.

Note: A PivotTable report starts with automatic updating each time the user opens the workbook.

5.9.6 Refreshing the PivotTable

By default, a PivotTable does not get refreshed automatically on updating the underlying data source on which the PivotTable is based. To refresh the PivotTable, follow the steps given below:

1. Click anywhere in the PivotTable report which the user wants to refresh. This displays the PivotTable Tools, adding an Options and a Design tab.

2. On the Options Tab, in the Data group, click Refresh.

5.9.7 Using Slicers to filter PivotTable data

Slicers are easy-to-use filtering components that contain a set of buttons that enable us to quickly filter the data in a PivotTable report, without the need to open drop-down lists to find the items that we want to filter. Using this feature, we can dynamically segment and filter the data in an interactive way, to display just what we need. With the search filter, we can spend more time analyzing rather than sifting through large data sets.

When we use a regular PivotTable report filter to filter on multiple items, the filter indicates only that multiple items are filtered, and we have to open a drop-down list to find the filtering details. However, a slicer clearly labels the filter that is applied and provides details so that we can easily understand the data that is displayed in the filtered PivotTable report.

There are several ways to create slicers to filter the PivotTable data. In an existing PivotTable, we can:

Create a slicer that is associated with the PivotTable. Create a copy of a slicer that is associated with the PivotTable. Use an existing slicer that is associated with another PivotTable. In addition to or instead of creating slicers in an existing PivotTable, we can also create a stand-alone slicer that can be referenced by Online Analytical Processing (OLAP) Cube functions or that we can associate with any PivotTable at a later time.

After we create a slicer, it appears on the worksheet alongside the PivotTable, in a layered display if we have more than one slicer. We can move a slicer to another location on the worksheet, and resize it as needed.




Fig. 5.9.10: Multiple slicers

To filter the PivotTable data, simply click on one or more of the buttons in the slicer.

A) Creating a slicerThe steps to create a slicer are:

1. Click anywhere in the PivotTable report for which the user wants to create a slicer. This displays the PivotTable Tools, adding an Options and a Design tab.

2. On the Options Tab, in the Sort & Filter group, click Insert Slicer.

Or

On the Insert Tab, in the Filter group, click Slicer.

The Insert Slicers dialog box will appear.

Fig. 5.9.11: Creating slicers for a pivot table




3. In the Insert Slicers dialog box, select the check box of the PivotTable fields for which the user wants to create a slicer.

4. Click OK. A slicer is displayed for every field selected by the user.5. In each slicer, click the items on which the user wants to filter. To select more than one item,

hold down CTRL key, and then click the items on which the user wants to filter.

B) Creating a standalone slicer

The steps to create a standalone slicer are:1. On the Insert Tab, in the Filter group, click Slicer. This will display the Existing Connections

dialog box.2. In the Existing Connections dialog box, in the Show box, do one of the following: To display all connections, click All Connections. This is selected by default. To display only the recently used list of connections, click Connections in this Workbook. This list is created from connections already defined, that we have created by using the

Select Data Source dialog box of the Data Connection Wizard, or that we have previously selected as a connection from this dialog box.

To display only the connections that are available on the user’s computer, click Connection files on this computer.

This list is created from the My Data Sources folder that is usually stored in the My Documents folder.

To display only the connections that are available from a connection file that is accessed from the network, click Connection files on the Network.

This list is created from a Data Connection Library (DCL) on a Microsoft Office SharePoint Server 2007 or Microsoft SharePoint Server 2010 site. A DCL is a document library in a SharePoint Foundation site that contains a collection of Office Data Connection (ODC) files (.odc). Typically, a DCL is set up by a site administrator, who can also configure the SharePoint site to display ODC files from this DCL in the External Connections dialog box.

Tip: If the required connection is not there, the user can create a connection. Click Browse for More, and then in the Select Data Source dialog box, click New Source to start the Data Connection Wizard so that the user can select the data source that is required to be connected to.

Note: If the user selects a connection from the Connection files on the Network or Connection files on this computer categories, the connection file is copied into the workbook as a new workbook connection, and is then used as the new connection information.

3. Under Select a Connection, click the connection that the user wants, and then click Open. 4. In the Insert Slicer dialog box, click the check box of the fields for which the user wants to create

a slicer. 5. Click OK. A slicer is created for every field selected by the user.




C) Making a slicer available for use in another PivotTable

1. Click the slicer that is to be shared. This displays the Slicer Tools, adding an Options Tab.

2. On the Options Tab, in the Slicer group, click PivotTable Connections.

The PivotTable Connections dialog box appears.

Fig. 5.9.12: Sharing a slicer with another PivotTable

3. Select the check box of the PivotTables in which the slicer is required to be made available.4. Click OK.

D) Using a slicer from another PivotTable1. Create a connection to the PivotTable that contains the slicer that the user wants to share, by

doing the following: (i) On the Data tab, in the Get External Data group, click Existing Connections. (ii) In the Existing Connections dialog box, in the Show box, make sure that All Connections

is selected. Tip: If the required connection is not there, the user can create a connection. Click Browse

for More, and then in the Select Data Source dialog box, click New Source to start the Data Connection Wizard so that the user can select the data source that is required to be connected to.

(iii) Select the connection that the user wants, and then click Open. (iv) In the Import Data dialog box, under Select how you want to view this data in your

workbook, click PivotTable Report. 2. Click anywhere in the PivotTable report in which the user wants to insert a slicer from another

PivotTable. This displays the PivotTable Tools, adding an Options and a Design tab.3. On the Options tab, in the Sort & Filter group, click the Insert Slicer arrow, and then click Slicer

Connections. This displays the Slicer Connections dialog box.




Fig. 5.9.13: Slicer Connections dialog box

4. In the Slicer Connections dialog box, select the check boxes of the slicers that the user wants to use.

5. Click OK. 6. In each slicer, click the items on which the user wants to filter. Note: All PivotTables that share the slicer will instantly display the same filtering state.

E) Disconnecting a slicer from a PivotTable reportThe steps to disconnect a slicer from a PivotTable report are:

1. Click anywhere in the PivotTable report for which the user wants to disconnect a slicer. This displays the PivotTable Tools, adding an Options and a Design tab.

2. On the Options tab, in the Sort & Filter group, click the Insert Slicer arrow, and then click Slicer Connections.

3. In the Slicer Connections dialog box, clear the check box of the PivotTable fields for which the user wants to disconnect the slicer.

4. Click OK.

F) Deleting a slicer Do one of the following:

Click the slicer and then press DELETE key.

Right-click the slicer, and then click Remove “<Name of slicer>”.

5.9.8 Deleting a PivotTable report

The steps to delete a PivotTable report are:

1. Click anywhere in the PivotTable report that is to be deleted. This displays the PivotTable Tools, adding an Options and a Design tab.

2. On the Options Tab, in the Actions group, click the arrow below Select, and then click Entire PivotTable.




3. Press DELETE key.Note: Deleting a PivotTable report that is associated with a PivotChart report turns that PivotChart report into a standard chart that we can no longer pivot or update.

5.10 PIVOTCHART REPORTSA PivotChart report provides a graphical representation of the data in a PivotTable report, which in this case is called the associated PivotTable report. A PivotChart is an enhanced version of the conventional chart as it allows for filtering of the chart data from within the chart itself. Changes made to the field layout and data in the associated PivotTable report are immediately reflected in the PivotChart report. A PivotChart report and its associated PivotTable report must always be in the same workbook.

A PivotTable report is useful to summarize, analyze, explore, and present summary data. A PivotChart report can help us visualize PivotTable report summary data so that we can easily see comparisons, patterns, and trends. Both a PivotTable report and a PivotChart report enable us to make informed decisions about critical data in our enterprise.

We can automatically create a PivotChart report when we create a PivotTable report, or we can create a PivotChart report later on from an existing PivotTable report. The default PivotChart type is a simple column chart, but we can change the chart to any of Excel’s other chart types, except for xy (scatter), bubble and stock charts.

The user can rearrange the way the PivotTable data fields are displayed on the chart, but the PivotChart will start out with the row fields in the table becoming the category fields (the horizontal, or x-axis) in the chart. Similarly, the column fields in the table become the series fields (the vertical, or y-axis) in the chart.

5.10.1 Creating a PivotChart report from the worksheet data

The steps for creating a PivotChart report are:

1. Select any cell in the database. Make sure that the database has column headings.2. On the Insert Tab, in the Tables group, click the arrow below PivotTable, and then click

PivotChart. Excel displays the Create PivotTable with PivotChart dialog box.

Fig. 5.10.1: Creating a PivotChart and a PivotTable simultaneously




3. Under Choose the data that you want to analyze, make sure that Select a table or range is selected, and then in the Table/Range box, verify the range of cells that the user wants to use as the underlying data.

For data in another worksheet or workbook, include the workbook and worksheet name by using the following syntax [workbookname]sheetname!range.

4. Under Choose where you want the PivotTable and PivotChart to be placed, specify a location by doing one of the following:

To place the PivotTable and PivotChart in a new worksheet, click New Worksheet. To place the PivotTable and PivotChart in an existing worksheet, select Existing Worksheet

and then in the Location box, specify the first cell in the range of cells where the user wants to position the PivotTable report.

5. Click OK. Excel adds an empty PivotTable report and an empty PivotChart report to the specified location

and displays the PivotTable Field List.5.10.2 Creating a PivotChart report from an existing PivotTable report

1. Click the PivotTable report. This displays the PivotTable Tools, adding the Options and Design tab.

2. On the Options Tab, in the Tools group, click PivotChart.

This displays the Insert Chart dialog box.

Fig. 5.10.2: Insert Chart dialog box




3. Click the desired chart type and chart subtype.

4. Click OK. The PivotChart gets inserted.

Fig. 5.10.3: Example PivotChart Report

The PivotChart report has PivotChart report filters that the user can use to change the data that is displayed in the chart.

5.10.3 Converting a PivotChart report to a standard chart

We can convert a PivotChart report to a standard chart by deleting its associated PivotTable report. If we have multiple PivotTable reports and PivotChart reports in our workbook, we may first have to find the associated PivotTable report that has the same name as the PivotChart report.

1. Do one of the following: If the user knows which PivotTable report is associated with the PivotChart report that is

to be changed, click that PivotTable report. If the user does not know which PivotTable report is associated with the PivotChart report

that is to be changed, do the following: (i) Click the PivotChart report that is to be changed. This displays the PivotChart Tools,

adding the Design, Layout, Format, and Analyze tab. (ii) To find the name of the associated PivotTable report, do the following: n On the Design tab, in the Data group, click Select Data.

This displays the Select Data Source dialog box.




Fig. 5.10.4: Select Data Source dialog box

n In the Select Data Source dialog box, in the Chart data range box, note the associated PivotTable name, which is the text that follows the (!) exclamation point, and then click OK.

(iii) To find the associated PivotTable report, do the following: n Click a PivotTable report in the workbook. nOn the Options tab, in the PivotTable group, click the arrow next to Options,

and then click Options.

This displays the PivotTable Options dialog box.




Fig. 5.10.5: PivotTable Options dialog box

n In the Name box, note whether the name matches the name of the associated PivotTable report.

n Repeat steps 1 through 3 of this procedure for each PivotTable report in the workbook until the same name is found in the Name box.

n Click OK, and then select the associated PivotTable report that has the same name as the PivotChart report that is to be changed. This displays the PivotTable Tools, adding the Options and Design tab.

2. On the Options Tab, in the Actions group, click Select, and then click Entire PivotTable.

3. Press DELETE key.

5.10.4 Deleting a PivotChart report

1. Click anywhere in the PivotChart that is to be deleted.

2. Press DELETE key.

Note: Deleting a PivotChart report does not delete the associated PivotTable report.




5.11 PRINTING IN EXCELPrinting in Excel is a bit different than printing in some other programs, such as MS-Word. In Excel, we can select options from several option areas to print the content.

Fig. 5.11.1: Printing Options

The four main printing options are:

1. Copies: Allows the user to set the number of copies to be printed.2. Printer: Allows the user to choose which printer to print from.3. Print Range: Allows the user to list the start and end page numbers for the pages to be printed.

The default setting prints all the pages in the workbook containing data.4. Print what: Print Active Sheets – The default setting – prints the worksheet page that was on screen

when the Print option was selected. Print Entire Workbook – Prints pages in the workbook containing data. Print Selection – Prints a selected range on the active page.5.11.1 Printing a partial or entire worksheet or workbook

1. Do one of the following: To print a partial worksheet, click the worksheet, and then select the range of data that the

user wants to print. To print the entire worksheet, click the worksheet to activate it.




To print a workbook, click any of its worksheets. 2. Click File Tab, and then click Print. Or Press CTRL + P or CTRL + F2.3. Under Settings, select an option to print the selection, the active sheet or sheets, or the entire

workbook.4. Click the Print button.

Note: If a worksheet has defined print areas, Excel will print only those print areas. If the user does not want to print only a defined print area, select the Ignore Print Area check box.

Fig. 5.11.2: Ignoring defined print area

5.11.2 Printing several worksheets at once

1. Select the worksheets to be printed. To select two or more adjacent sheets, click the tab for the first sheet. Then hold down SHIFT

key while clicking the tab for the last sheet to be selected. To select two or more non-adjacent sheets, click the tab for the first sheet. Then hold down CTRL

key while clicking the tabs for the other sheets to be selected. To select all sheets in a workbook, right-click a sheet tab, and then select Select All Sheets on

the shortcut menu.




Fig. 5.11.3: Selecting all worksheets in a workbook

Tip: When multiple worksheets are selected, [Group] appears in the title bar at the top of the worksheet. To cancel a selection of multiple worksheets, click any unselected worksheet. If no unselected sheet is visible, right-click the tab of a selected sheet, and then click Ungroup Sheets on the shortcut menu.

2. Click File Tab, and then click Print. Or Press CTRL + P or CTRL + F2.3. Click the Print button.5.11.3 Printing several workbooks at once

1. Click File Tab, and then click Open.2. Hold down CTRL key and click the name of each workbook to be printed.3. Right-click the selection, and then click Print.Note: Only workbook files in the same folder can be printed using this procedure.

5.11.4 Printing an Excel table

1. Click a cell within the table.

2. Click File Tab, and then click Print.

Or

Press CTRL + P or CTRL + F2.

3. Under Settings, select Print Selected Table.

4. Click the Print button.

5.11.5 Print Preview

Print Preview displays the graphical picture of the worksheet pages as they will appear when printed. Its purpose is to show the user what will happen when the worksheet prints, without having to waste paper.




Fig. 5.11.4: Print Preview

To preview the next and previous pages, at the bottom of the Print Preview window, click Next Page and Previous Page buttons respectively.

To view page margins, at the bottom of the Print Preview window, click the Show Margins button. Clicking here causes dotted lines to appear where the header and footer areas will be and shows the top, bottom, and side margins. To change margins, we can drag the margins to the height and width that we want. We can also change the column widths by dragging the handles at the top or bottom of the print preview page.

5.11.6 Setting the page layout

The page layout of the worksheet can be adjusted by using the Page Layout Tab.

Fig. 5.11.5: Page Layout Ribbon

Margins: Page margins are the blank spaces between the worksheet data and the edges of the printed page.




Fig. 5.11.6: Setting the page margins The top and bottom margins define the limits of the printed worksheet, and the header and

footer margins define the areas where the header and footer will print. The top and bottom margins need to be inside the header and footer margins, or part of the worksheet will print on top of the header and footer. To set page margins, click Margins in the Page Setup group. To use predefined margin settings, select among Normal, Wide and Narrow. If the user has previously used a custom margin setting, that setting is available as the predefined margin option Last Custom Setting. To specify custom page margins, click Custom Margins. The Page Setup dialog box will appear with Margins tab selected.

Fig. 5.11.7: Defining custom page margins Then enter the margin sizes required in the Top, Bottom, Left, Right, Header and Footer boxes.

To center the page horizontally or vertically, select the Horizontally or Vertically check box under the Center on page heading.




We can also set the page margins in Print Preview window by clicking the Show Margins button and dragging the black margin handles as per the requirement.

Orientation: This option can be used to specify the orientation for the printed image.

Fig. 5.11.8: Specifying the orientation Portrait orientation prints with short edge of the paper horizontal while Landscape orientation

prints with the long edge of the paper horizontal. Size: This option can be used to select paper size options. E.g.: Letter, Legal, or other paper size

options (sizes available may depend upon use of printer).

Fig. 5.11.9: Selecting the paper size

Print Area: If a specific range of cells on a worksheet is to be printed frequently, we can define a print area including only those cells. When we print a worksheet after defining a print area, only the print area is printed (if Ignore Print Area check box is not selected as explained in Section 5.11.1).

A worksheet can have multiple print areas. Each print area will print as a separate page.




Fig. 5.11.10: Print Area option To set a print area, select the cells that need to be defined as a print area and click Set Print Area

in the Page Setup group. We can create multiple print areas by holding down CTRL key and clicking the areas that we want.

We can also add cells to an existing print area by selecting the cells to be added and clicking Add to Print Area.

Fig. 5.11.11: Adding cells to existing print area We can also clear all the print areas in the worksheet by clicking Clear Print Area. Page Breaks: Page breaks are dividers that break a worksheet into separate pages for printing.

Excel inserts automatic page breaks based on the paper size, margin settings, scale options, and the positions of any manual page breaks that we insert.

Fig. 5.11.12: Inserting page breaks We should use Page Break Preview view (available in the View Tab) to adjust page breaks

so that we can see how other changes that we make (such as page orientation and formatting changes) affect the automatic page breaks.To override the automatic page breaks that Excel inserts, we can insert our own manual page breaks, move existing manual page breaks, or delete any manually-inserted page breaks.

Page Break Preview view uses a different format to display each type of page break. A dashed line specifies an automatic page break while a solid line specifies a manual page break.




To insert a horizontal page break, select the row below which the page break is to be inserted and click Insert Page Break. Similarly, to insert a vertical page break, select the column to the right of which the page break is to be inserted. We can also drag and drop a page break to a new location. To delete all manual page breaks, click Reset All Page Breaks.

Print Titles: If a worksheet spans more than one page, we can print row and column headings or labels (also called print titles) on every page to help make sure that the data is correctly labeled.

Clicking Print Titles option will display the Page Setup dialog box with the Sheet tab selected.

Fig. 5.11.13: Setting the print titles Print titles print as titles only after the rows or columns containing them are printed. For example,

if we select a row or column on the second page as print titles, the titles will print only on the third and subsequent pages.

In the Rows to repeat at top box, type the reference of the rows that contain the column labels. In the Columns to repeat at left box, type the reference of the columns that contain the row

labels. Scale to Fit: This group can be used to reduce the sheet or selection during printing so that it fits

on the specified number of pages, wide or tall. Change the number of pages wide and the number of pages tall independently of each other. The sheet or selection can be scaled proportionally, preserving its relative dimensions, so it may print on fewer than the specified number of pages.




Fig. 5.11.14: Scale to Fit group If we click the Dialog Box Launcher button (arrow in the lower right corner of the Scale to Fit

group), the Page Setup dialog box will appear with the Page tab selected.

Fig. 5.11.15: Scaling the worksheet for printing

Header and Footer: Headers and footers are descriptive texts that print at the top (header) and bottom (footer) of every page in the sheet. These can be set by clicking Header/Footer tab in the Page Setup dialog box.




Fig. 5.11.16: Setting the header and footer The preview area above the Header box and below the Footer box shows what the header/

footer will look like when printed. Headers and footers are not displayed on the worksheet in Normal view. They are displayed

only in Page Layout view and on the printed pages.
