pivot table in excel 2007 training
TRANSCRIPT
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Pivot Table in Excel 2007
Thomas Glassenhart
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Agenda
Part 1: What is a Pivot Table
Part 2: How to create a Pivot Table
Part 3: Modifying a Pivot Table
Using Filters
Percentages in Pivot Tables
Part 4: Grouping items in a Pivot Table
Grouping of Non-Numeric items
Grouping of Numeric Items
Part 5: How to create a Pivot Chart
Q&A - More Examples?
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What is a Pivot Table
Pivot Tables are an excellent means to organize and summarize
long and detailed data lists Pivot Tables help to reveal patterns, relations and trends which
are often hidden in hundreds or thousands of data rows and toaggregate the data to a level which can be presented andeasily understood
Due to the flexibility of Pivot Tables, it is possible to analyzedifferent aspects of the same data set within the same tableand show the results in a table or graph
Pivot Tables can be used, e.g. to analyse the results ofVolumes, Model Mix or Specs Into Model Mix queries
Pivot Tables are also useful to analyse CRM data or any otherdata sets
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Example
Data List7345 rows of data
Pivot TableSummarized info in
62 lines (created inca. 20 seconds)
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Part 2
How to create a Pivot Table
Example Volumes Analysis
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How to create a Pivot Table
Step 1:
Use a data list, e.g. the results of a Volumes / Model Mix / Specs Into Model MixQuery that contain the Identification items (e.g. Make, Model, Fuel Type, BodyStyle, HP etc.) and the Volumes period(s) you want to use in your analysis.
Note: The basis of a Pivot Table has to be a list of data rows with headers for eachcolumn
Header for eachcolumn
DataRows
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How to create a Pivot Table
Step 2:
Place the cursor in one cell within the data area.Select Insert/Pivot Table from the Excel Toolbar
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How to create a Pivot Table
Step 3:
Excel selects automatically the whole data list (alternatively, modify the TableRange)
It is recommended to place the Pivot Table in a new worksheet (default setting)
Click OKto createthe Pivot Table ina new Worksheet
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How to create a Pivot Table
Step 4:In the new worksheet the fields in the Pivot Table Field Listcan be a moved to the
areas of the Pivot Table and arranged as required (Drag and Drop or right click onfield)
Pivot TableField List
Pivot TableAreas
Pivot Table
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How to create a basic Pivot Table
Row Labels:Defines the RowHeaders
Values:
Shows numbers only!In Volumes analysis, movevolumes period(s) here.Non-numeric fields will beshown as Count
Report Filter:Can be used to filter datawithout displaying the individual
values of a field
Column Label:Defines the ColumnHeaders
The Areas in a Pivot Table
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How to create a Pivot Table
Example
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How to create a Pivot Table
The fields in the Pivot table can be moved, combined and re-arranged at any time
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How to create a Pivot Table
The fields in the Pivot table can be moved, combined and re-arranged at any time
LiveDemonstration
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Exercise 1 Creating a Pivot Table
A) Open the Excel Workbook Pivot Table Exercise.xlsx
B) From worksheet Data Shetcreate a Pivot Table showing theBody Types for each Model(compare below)
C) Change the Pivot Table, so you can see the Fuel Types foreach Model
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Part 3
Modifying a Pivot Table
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How to Filter Data in Pivot Table
The fields in the Pivot table can be filtered to reduce the amount of data
It is possible to filter multiple fields at a time
Any field can befiltered in the PivotTable or within the
Field List
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Percentages in Pivot Tables
The Value field in a pivot table is always shown as a number
The number can be shown normalor as a percentage
Right click into theValue area of the PivotTable and select Value
Field Settings formthe context menu
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Percentages in Pivot Tables
The Value field in a pivot table is always shown as a number
The number can be shown normalor as a percentage
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Percentages in Pivot Tables
The Value field in a pivot table is always shown as a number
The number can be shown normalor as a percentage
LiveDemonstration
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Exercise 2 Percentages and Filters
A) Use the Pivot table of Exercise 1 and show the Fuel Type Mix
for each Model in %-age!
B) Exclude now from the table all wagons!
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Part 4
Grouping Items in a Pivot Table
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Grouping Items
Sometimes it can be useful to group different items and show
them together under a new Field name; e.g. in order to showone model with its name and to summarize all others
It is also possible to automatically group numeric items andcreate equal bands (e.g. HP or Prices)
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Grouping Items
Select all items thatshould be grouped,
right click and clickGroup in thecontext menu
An additional field iscreated and added to
the Pivot Table
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Grouping Items
Remove the field
that is not required
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Grouping Items
Field names and items can be renamed
Click the field oritem that should berenamed and typein the new text inthe formula line
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Grouping Numeric Items
It the item is numeric, Excel offers to create groupsautomatically in equal steps
1. Arrange a tablethat contains anumeric item asRowor Column
field
2. Right-click into thearea that contains the
are that should begrouped and select
Group
3. In the newdialogue enter the
required values
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Grouping Numeric Items
It the item is numeric, Excel offers to create groupsautomatically in equal steps
Note: If your data list contains Blanksthe numeric item, Excel may not groupit automatically
Live
Demonstration
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Exercise 3 Grouping data
A) Use the Pivot Table you created in the previous example and
show the Fuel Typ Mixif the Clio vs. the other models.Group the other models
B) Show HP-Bands comparing the Clio vs. Others. Use 10 HPsteps.
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Part 5
How to create a Pivot Chart
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How to create a Pivot Chart
Every Pivot Table can be easily shown as a Chart and is a
powerful and flexible tool to visualize data
Once a Pivot Chart has been created, it can still bemodified in the same way as a Pivot Table
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How to create a Pivot Chart
Use a Pivot Table as basis for the Pivot Chart
Click in the pivot table andselect Pivot ChartfromOptions ribbon within the
PivotTable Tools menu.
Select the chart Optionsin the dialogue
It is alsopossible to
create a chartby using the
F11-key
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How to create a Pivot Chart
If the Pivot Chart is created with the Charticon from the Excel
ribbon, it is placed in the same worksheet as the Pivot table.When it is created with F11, it is in a new worksheet
Right-click chart and useMove-Chartfrom the
context menu to move theChart to a new worksheet
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How to create a Pivot Chart
Select the respectiveRibbons in the PivotChartTools to edit, format andfurther analyse the data
LiveDemonstration
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Exercise 4 Pivot Charts
A) Use the Pivot Table you created in the previous example and
create a Pivot Chart
B) Modify the Chart by rearranging fields!