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Lesson 11 Pivot ChartsLesson Topics

Pivot Charts

Creating the Pivot Chart

Modifying a Pivot Chart

Lesson Objectives

At the end of the lesson, you will be able to:

Create a Pivot Chart based on an existing Pivot Table;

Identify the Date, Row, Column, and Page areas as they

relate to a chart;Use the Pivot Table and Pivot Chart wizard to help youcreate Pivot Charts;

Make changes on the Pivot Chart that will automaticallybe made to the Pivot Table and vice versa;

Choose different chart types for the Pivot Chart;

Modify a Pivot Chart by displaying different information.

Student Files Used

You will use the following files from your student folder:

Jersey Sales Pivot 2

Office Supplies

Lesson 11 - Pivot Charts 12 1

Copyright 1985-2007, Finney Learning Systems, Inc.

All rights reserved.


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A PivotChart is similar to a PivotTable. You can

drag the field buttons onto areas of the PivotChart.Like a PivotTable, a PivotChart has four field areas.

The DATA area is the Chart Area of the PivotChart

notice the text, Drop Data Items Here, across the

Chart Area. The PAGE area is at the top of the

PivotChart notice the blue box with the text, Drop

Page Fields Here.

The ROW and COLUMN areas, however, have

different names in a PivotChart. The ROW area is

called the Category area notice the box at the

bottom of the PivotChart, containing the text, Drop

Category Fields Here. The COLUMN area is called the

Series area above the Legend box at the right of

the Chart area, notice the small blue box with the

text, Drop Series Fields Here.

7. You are going to create a PivotChart by dragging thefield buttons directly onto the chart.

In the PivotTable Field List pane, drag theJerseysSoldbutton to the Chart area and release.

This is comparable to dragging it to the Data area on

a Pivot Table. This is a calculated field.

Notice the large bar in the Chart area. Also notice

the button above the Chart area, Sum of Jerseys Sold.

8. Drag the Productbutton from the PivotTable FieldList pane to the Category area (below the Chartarea) and release.

This is comparable to dragging it to the Row area ona Pivot Table.

Lesson 11 - Pivot Charts 123


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The chart should have two bars, Baseball and

Football.

9. Drag the Store button from the PivotTable Field Listpane to the Category area, to the right of theProduct button. Do not release until a shaded barappears to the right of the Product button.

Notice the new categories, Guttenberg, Union City,

and Weehawken, above Baseball and Football.

10. Drag the Yearbutton from the PivotTable Field Listpane to the Series area (which is above the Legendbox

This is comparable to dragging it to the Column area

of a Pivot Table.

Notice the two series in the Legend box representing

the two years. The years appear as stacked bars.

Whatever changes you make to the PivotChart are also made in the

PivotTable and vice versa. You are going to see the PivotTable that

is linked to the PivotChart you created.

1. Click the Sheet4 tab.

Notice the PivotTable. It is much like the PivotTable

you created in the last lesson.

124 Microsoft Excel 2003 - Advanced


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you added all the dollar values in the Total column

for Andrews, you would see that they add up to438.37.

4. You are going to re-create this Pivot Table. Then, youwill display it as a Pivot Chart.

Click the Data sheet tab.

5. Click in any cell in the table. This way, Excel willknow that this is the data you want to use for thePivot Table.

6. On the Data menu, choose Pivot Table and PivotChart Report.

The Pivot Table and Pivot Chart Report dialog boxappears.

7. Verify that Pivot Table is chosen and click Next.

8. The second step is to choose the table, which you havealready done.

Click Next.

An alert box appears, because there is already a

pivot table based on this data.

9. Click Yes, then click Next.

10. In Step 3, click Finish.

The new worksheet contains an empty Pivot Table.

Notice the Pivot Table toolbar and the PivotTable

Field List.



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11. In the PivotTable Field List, point to Region and dragit over to the Column area. Do not release until the

Column area has a shaded border around it.Notice the Regionbutton, representing this column

from the source table. Below the button are the three

regions, Alberta, Ontario, and Quebec, followed by a

Grand Total.

12. In the PivotTable Field List, point to Rep and drag itover to the Row area. Do not release until the Rowarea has a shaded border around it.

The Rep button is above the Row area, and the Row

area contains the names of all the sales reps.

13. Finally, you need to choose a Data field. You are goingto summarize total sales, so you will drag the Totalfieldto the Data area.

In the PivotTable Field List, point to Totaland dragit over to the Data area. Do not release until theData area has a shaded border around it.

Notice the numbers. In the top left corner of the

PivotTable, notice the button, Sum of Total,

representing the Data area.

Formatting

PivotTableValues

Values in a PivotTable can be formatted. You are going to add a

Currency format to the cells.

1. Click in any cell in the Data area.

2. On the Pivot Table toolbar, click the Pivot Tablebutton.

3. Click on Field Settings.



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Notice the doughnut chart. Each rep has a different

color, and each ring in the doughnut represents adifferent region.

5. You can filterthe information displayed in a Pivot Chartor a PivotTable by clicking a Row or Column button,and selecting or de-selecting the data you want toshow.

Click the down arrow button next to the Regionbutton, click to de-selectAlberta and click OK.

Only two regions are shown.

6. Click the down arrow button next to the Regionbutton, click (Show All) and click OK.

All the regions are once again shown.

Modifying aPivotChart

You can also drag the buttons on and off a PivotTable or a Pivot

Chart at will. You are going to do this to display different

information in your charts.

1. Click the Sheet1 tab to return to the PivotTable forthis chart.

2. Point to the Region button (it is in the Columnarea), and drag it over to the PivotTable Field List.

The pointer should change into a pointer

dragging a button, with a red X below it.

This indicates you are removing the buttonfrom the PivotTable.

3. Release.

The Region button is removed. The Column area is

empty.



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4. In the PivotTable Field List, point to Item and dragit over to the empty Column area. Do not releaseuntil the Column area has a shaded border,indicating that it is selected.

Notice the five different items. The Data area still

contains the sum of all sales; the button in the upper

left corner still reads Sum of Total. However, the

sums are calculated by item, rather than by region.

5. Click the Chart1 sheet tab.

The chart has changed to reflect the changes you

made to the PivotChart.

The Doughnut chart you created does not tell you much about the

different items. You are going to change the chart so that it is more

informative about the Items that have been sold. You are going toshow a Pie chart with the items as the data series. (Remember, a pie

chart can have only one data series.) You can then see what items

sell the best.

1. Right-click anywhere in the Plot Area (the grayarea in the chart) or the Chart Area (the white areasurrounding the chart) and choose Chart Type.

2. Choose Pie and click OK.

Notice the chart. Because the Rep field button is in

the legend box, the pie is showing the total sales by

rep. You might also notice that the only data that is

showing is that for the Binder items you can see

this by reading the ToolTips that appear as you

point to the slices of the pie.

3. You are going to modify the data in the chart bydragging the field buttons.



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Drag the Rep button (it is in the Legend Box) to theleft, over the white Chart Area.

The pointer should turn into a pointer dragging a

button, with a red X below it. This indicates you are

removing the button from the PivotTable.

4. Release.

The Rep information is removed from the chart.

5. Point to the Item field button (it is below the chart)and drag it to the Legend box where the Rep fieldbutton used to be.

6. Release when the Legend box has a shaded border.

Notice the items in the chart. The chart shows thatalmost half the total sales was in binders.

Also notice that the chart has no field button below

the chart. It is possible to have a complete chart

without having fields in all the field areas.

7. Click the Sheet1 tab to show the PivotTable for thischart.

Notice the PivotTable showing only Item and Sum of

Total.

The same information can often be shown in many different ways.

It is a matter of finding the best way.

1. Drag the Item field button to the Column area (theempty area above the Data area, just right of theSum of Totalfield button) and release when theColumn area has a shaded border.

The PivotTable contains the same information,

displayed in columns rather than rows.



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2. Click the Chart1 sheet tab.

The pie chart shows nothing.

3. Right-click in the Chart area (the white areasurrounding the chart) or the Plot area (the grayarea) and choose Chart Type.

4. Under Chart type, choose Column and click OK.

Notice the new chart. By choosing a more

appropriate chart type, the information is displayed

in a more readable form.

End of Lesson 11


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