Discover the Secrets of Microsoft® Excel®

Pivot Tables

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Discover the Secrets of Microsoft® Excel® Pivot

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mail: P.O. Box 509 Eau Claire, WI 54702-0509 • telephone: 866-352-9539 • fax: 715-833-3953email: customerservice@lorman.com • website: www.lorman.com • seminar id: 400883

Prepared By:Dennis Taylor

Taylor Associates

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Utilizing PivotTablesin Microsoft Excel

1Presented by: Dennis Taylor

Create powerful summary totals in no time at all!

Save time and increase your efficiencywith this great analytical tool.

Excel’s most potent Data Analysis Feature!

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What is a PivotTable?

After creating a PivotTable, you can:

Transpose data fields by flipping row/column displaysManipulate and alter the table layout in an almost infinite number of waysExpand/collapse the table to reveal/hide detailGroup data in ways not attainable while working with the original data.Use a “drill-down” feature that reveals all of the record detail for any PivotTable valueCreate a Pivot Chart that is in sync with the PivotTable – change the table and the chart reacts – change the chart and the table reacts.

A PivotTable is distinct and separate from the original data, yet dependent on that data. Any change you make to a PivotTable has no impact on the original data.

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With a PivotTable, you can display summary information gathered from detailed worksheet data

Source Data for a PivotTable

Prerequisites

Data for a PivotTable needs to be organized as a list A single title row on top with unique field headings Continuous row after row and column after column of data

with no empty rows and no empty columns

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Not organized – missing field name, empty row, empty column

Organized – data all together in one solid cluster with field names for each column in the top row

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Create a PivotTable – Quick Method

Select any cell within the source data Click the Insert tab on the Ribbon, then

the PivotTable button in the Tables group Click OK (ignoring all options in the Create PivotTable dialog box) Drag fields from the PivotTable Field List to these locations:

Row Labels Area Column Labels Area Report Filter Area

Drag a field (to be tabulated)to the Values Area

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Drag a Field – “Pivot the Data”

Alter PivotTable layout by dragging fields to different row/column/report filter areas

By dragging fields between what are called Row Labels, Column Labels, and Report Filter areas (“Pivoting” the display), you can determine the best way to display summary information.

Gives you a limitless ability to change displays

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1. Drag the field name Areafrom the Row Labels area of the PivotTable Field List to the Column Labels area

2. Drag the field name Customer from the Column Labels area of the PivotTable Field List to the Row Labels area

Example: Reverse the order of the Area and Customer fieldsfor a different view of the data

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Adjust Numeric Formatting

Change the formatting of all numeric data item entries in a PivotTable using one of these techniques:

1. Right-click any numeric cell in a PivotTable

2. Click Number Format button

3. Select from the list of categories

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Update a PivotTableA PivotTable does not immediately reflect changes that occur in the original

source data. To insure that a PivotTable is an accurate reflection of the source data, click the Refresh button in the Data group on the Analyze tab in the Ribbon.

Shortcut: Alt+F5

Add/Remove PivotTable FieldsYou can add and remove fields from a PivotTable to provide more detail or to make

the table more compactAdd a field to a PivotTable:

Drag a field name from the PivotTable field list to the Row Labels, Column Labels, Report Filter, or Values area

Remove a field from a PivotTable:Drag a field name from the PivotTable onto worksheet cells outside of the PivotTable or un-check the box next to a field name in the PivotTable Field list.

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Update a PivotTableA PivotTable does not immediately reflect changes that occur in the original source

data. To insure that a PivotTable is an accurate reflection of the source data, press the Refresh button in the Data group on the Options tab in the Ribbon.Shortcut: Alt+F5

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Sort PivotTable Data By field name

After clicking a field item, you can sort:Re-arrange rows

Click in a field list of names Click the AZ (Sort ascending) toolbar button to re-arrange rows in alphabetical

order by namesRe-arrange columns

Click a state in a field list of states Click the AZ toolbar button to re-arrange columns in alphabetical order by state

By data field content After clicking a numeric cell, you can sort:

Re-arrange rows Click a value in a Grand Total column Click the ZA (Sort descending) toolbar button to re-arrange rows in descending

order by the values in the Grand Total columnRe-arrange columns

Click a value in a Grand Total row Click the ZA toolbar button to re-arrange columns in descending order from left

to right by the values in the Grand Total row

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Extract Data with Drill-down

See the detail behind any PivotTable value simply by double-clicking an a PivotTable value – results are displayed on a new worksheet to the left of the sheet with the PivotTable.

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Double-click the Qtr1 Dishwashers cell and immediately get a list (on a different worksheet) of all records that are the source of that entry.

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Dragging Field Items

Move column item entries left or right

Move row item entries up or down

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To move the NW column to the right so that it is adjacent to the SW column:

1. Click the cell containing NW

2. Point to its bottom edge and drag rightward, following the i-beam indicator until it appears adjacent and to the left of the SW column

Before After

Create aPivot Chart

Create a Pivot Chart in one of two ways:Click the drop arrow below the PivotTable Icon in the Tables group of the Insert

Tab in the Ribbon. Select Pivot Chart to activate the Create PivotTable with Pivot Chart dialog box. Click OK (ignoring all options in the Create PivotTable with Pivot Chart dialog box)

Position the active cell within an existing PivotTable and then click one of the Chart Types available in the Charts group of the Insert tab in the Ribbon.

Position the active cell within an existing PivotTable and press Alt+F1 to create a Pivot Chart next to the PivotTable or F11 to create a PivotChart on a new sheet.

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Move Pivot Chart FieldsDrag field names to/from these PivotChart axes: Report Filter – above the chart Legend (Series) Fields – right side of the chart Axis Fields (Category ) – bottom of the chart

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Slicers

Slicers provide interactive data filtering, which makes it easy to see which field items are being used (and which ones are not) in a PivotTable.

Group Data byDate or TimeQuickly summarize detailed date

or time data by:YearsQuartersMonthsHoursMinutesSeconds

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•Group data into hierarchical or ad hoc arrangements•Rename grouped items•Hide details in grouped items; reveal hidden details

Group/Ungroup PivotTable Data

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Display/Hide Subtotals and Grand Totals

Display Subtotals and choose their locations Click Do Not Show Subtotals

to hide them Click other options to

display subtotals and determine their locations.

Show/Hide Grand Totals (located on the rightand/or bottom of a PivotTable) Right-click any PivotTable cell and select PivotTable Options

In the Totals and Filters tab, check/uncheck these options: Show grand totals for columns Show grand totals for rows

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Notes