Microsoft. Excel PivotTables to Easily Summarize and Analyze Data. How to Use

Microsoft

®

Excel

®

PivotTables

®

PivotTable Introduction

PivotTables are one of the powerful gems in Excel. When using a PivotTable, the user can break large and small data sets down by header fields, providing an efficient way to sort, count, and total the data. The summarized data is displayed in the new PivotTable. Once the PivotTable has been created, the data can be sorted over and over again, never affecting the original data set. Modifying the

PivotTable summaries is done by using a simple drag-and-drop feature.

Have you ever seen a dashboard, either on the Web or in an Excel workbook? Did you know that the dashboard was created using the PivotTable function? Take a close look at the screen shot below.

This example shows a dashboard that represents over 600 records in a visual way, comparing total sales by product, customer, and salesperson. This dashboard is made up of three separate PivotTables and three slicers that are linked to the PivotTables.

After this lesson you will be able to confidently create PivotTables, display the PivotTable data in chart form, and then link the individual PivotTables using the slicer function.

Source Data for a PivotTable

Data for a PivotTable needs to be organized as a list. • A single title row on top with unique field headings

Create a PivotTable

Creating a PivotTable Report

1. Open worksheet with original data set; make sure there are no blank rows or columns.

2. Click anywhere inside the data range. 3. On the Insert tab, in the Tables group,

click PivotTable.

4. The Table/Range will automatically be selected, but confirm Table/Range.

5. Select Use an external data source if you are pulling data from other workbooks or databases. 6. Select New Worksheet to place the PivotTable on a

new sheet, or select Existing Worksheet to place the PivotTable on an existing worksheet.

Common PivotTable Terms

PivotTable Terms

Field names (Region, Product, etc.) come from the first row of the source data and are displayed in the PivotTable Field List. These field names can appear in various PivotTable locations.

In the image shown:

• The Region and Customer fields are on the Row Labels.

• The Product field is on the Column Label. • The Sales Person field is on the Report Filter. • The Sum of Sales field is in the Values area.

Drag a Field — Pivot the Data

Modify PivotTable Data

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

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

• This gives you a limitless ability to change displays.

Example: Reverse the order of the Region and

Customer fields for a different view of the data.

1. Drag the field name Region from the Row Label to the Column Label.

2. Drag the field name Customer from the Column Label to the Row Label.

Add and Remove PivotTable Fields

Specifying PivotTable Data

The four sections of the PivotTable report are Report Filter (Page Fields), Row Labels (Row Fields), Column Labels (Column Fields), and Values (Data Items). The Values (Data Items) area contains the fields that are calculated. Therefore, they are usually, but not limited to, numerical fields.

Steps

1. Click in the box next to the field name, or drag the field name down to the row label or column label.

2. Select the next field name and drag it down to the row or column label.

3. Select the field that will represent the values to be totaled or averaged and drag the field to the Values area.

4. Select additional fields to be sorted in rows and columns. If the PivotTable needs to be filtered by some other field that is not represented in the rows and columns, place that field in the Filter area. (Notice the example below.)

In this example, notice how three fields were selected: Sales Person, Years, and Sales. The Sales Person field was placed in the row label position, the Years field in the column label area, and the Sum of Sales in the Values area. All of the data is then filtered by region by placing the Region field in the filter area.

After the fields have been selected, a basic PivotTable is created. In this example, the rows represent the Sales Person, the columns represent 2011 and 2012, and the Values area is filled with the individual sales totals for the Sales Person and Years. All of the PivotTable data can then be filtered by region, because it has been placed in the Report Filter.

Using the Report Filter

• To quickly filter the information shown in your PivotTable

Formatting PivotTable Data

Updating Number Format

You can easily change the field settings to set up calculations by using the Value Field Settings dialog box. To create a new calculation, drag any data item into the data items area. The default setting for a PivotTable data item is Sum and the General format. Options include changing a data item’s function (such as from Sum to Average) or changing the number formatting. Steps

1. Right-click on a data item. (This is your ticket to problem solving in PivotTables.) 2. Select the Value Field Settings command

to open the Value Field Settings dialog

box. (Or select the Field Settings command to open the PivotTable Field dialog box.)

3. In the Custom Name: text box, type the desired name for the data item. (Or in the

Name: text box, type the desired name

for the data item.)

4. Under Summarize value field by, select the desired function. (Or

under Summarize by: select the desired function.)

5. Click the Number Format button to change formatting if desired. (Or click

the Number button to change formatting if desired.)

Value Field Settings

In the example below, the data is displayed as total number of sales that were made by the salespeople.

Sorting PivotTable Data

You can quickly rearrange the layout of PivotTable data by sorting it based on field or data entries.

PivotTable not sorted

Sort by columns manually.

• Click any region in a field list of region.

• Right-click and choose Sort > More Sort Options. • Select manual.

• Click the More Options button, remove the check from “Sort automatically every time report is updated,” then click OK.

After manually sorting columns

Sort by row field name entry.

• Click any name in a field list of products. • Right-click, choose Sort, and click Sort-AZ (Sort

ascending) to rearrange rows in alphabetical order by product.

After sorting rows by product

Sort by entry in a Grand Total column. • Rearrange rows.

— Click a value in the Grand Total column.

— Right-click, click Sort, and select Sort-ZA (Sort descending) to rearrange rows in descending order by the values in the Grand Total column.

After sorting rows by Grand Total column

Sort by entry in a Grand Total row. • Click a value in the Grand

Total row.

• Right-click, click Sort > More Sort Options, select desired options, and click OK.

Showing & Hiding Data

• Standard Excel commands • Field name drop arrows

on row label

• Field name drop arrows on column label

• Field name drop arrows on Report Filter

• Double-clicking outer field names

Click on the plus sign for the cells containing the products “golf hats” and “golf balls” in the row labels. The PivotTable expands the detail for these areas to show their totals.

Collapse and Expand

• If you have two or more fields side by side on either the row or column labels, the field farthest to the right is an inner field. The other fields are outer fields.

• If you click on the minus sign on the outer-field item on the row label, the detail of any field below becomes hidden and the total of the hidden data is represented on a single row.

Columns

• On the column label, the total of the hidden data is represented on a single column.

• If you click the plus sign of the outer-field item again, the hidden detail data reappears.

Extracting Data With Drill-Down

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

Slicers in Excel 2013

Now that formatting is complete and calculations are correct, it is possible to filter the data with ease in Excel with the introduction of the slicer. Slicers provide simple- to-use buttons that allow the user to filter the PivotTable. These buttons indicate the current filtering state, making it easy to understand what is being filtered.

Steps

1. Select a cell in the PivotTable. The PivotTable Tools are displayed on the Ribbon.

2. Click the Analyze tab and select Insert Slicer from the Filter group.

3. Select the fields to be filtered. Usually fields selected are not displayed in the table.

4. Select Slicer buttons to change displayed data.

Tip: To select multiple entries in a slicer, hold the Ctrl key as you make your selections.

Create a PivotChart

1. With the active cell in an existing PivotTable, click the PivotChart button in the PivotTable Tools > Analyze tab.

2. Select the desired chart. 3. Click OK.

Tip: Touch Alt+F1 to create a default chart on the same tab as the PivotTable. Touch F11 to create a chart on a separate sheet.

Manipulating PivotChart Data

Moving PivotChart Fields

Drag field names to/from these PivotChart areas: • Page Axis — above the chart

• Series Axis — right side of the chart • Category Axis — below the chart

Grouping/Ungrouping PivotTable Data

• Grouping data into hierarchical or ad hoc arrangements • Renaming grouped items

• Hiding details in grouped items and revealing hidden details

1. Select one or more cells to be grouped.

2. Right-click on the selection, then click Group; a temporary name (usually Group1) will appear. 3. Enter a group name of your

choosing to replace the temporary name.

4. Click the minus/plus sign on the new group name to collapse/expand the display of the group data.

Grouping Data by Date or Time

Quickly summarize detailed date or time data by: • Years • Quarters • Months • Hours • Minutes • Seconds

Grouping Data by Date or Time 1. Right-click on a PivotTable Field

item containing a date or time. 2. Then click Group; the Grouping

dialog box appears.

3. Select any combination of Days, Months, and Quarters (or Hours, Minutes, and Seconds) and then click OK.

4. Click the minus/plus sign on the new group name to collapse/ expand the display of the group data. PivotTable data before grouping by date After grouping by quarters and months

Grand Totals and Subtotals

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

and select PivotTable Options, then click the Totals &

Filters tab. • Check/uncheck

these options:

— Grand totals for columns — Grand totals for rows

• Show/Hide subtotals after row or column field entries. — Right-click a field name and select Field

Settings. Select Automatic or None.

Tip: Choose PivotTable Tools > Design tab and click Subtotals or Grand Totals icons to turn totals on or off.

Show Report Filter Pages

Automatically Create Separate Sheets for Each Filter Item

set of values that match the selected report filter item, on a separate worksheet.

Steps

1. Click the PivotTable report.

2. On the Analyze tab in the PivotTable group, click the arrow next to Options, and then click Show Report Filter Pages. (Or click the PivotTable

button on the PivotTable toolbar, then select the

Show Report Filter Pages command.)

3. In the Show Report Filter Pages dialog box, select a report filter field, and then click OK.

(Or in the Show Report Filter Pages dialog box, select a report filter field, and then click OK.) (Note: To have the new PivotTables automatically update, convert your original data set into a table by using Ctrl+T.)

Refresh the PivotTable

Refreshing PivotTable Data

PivotTables by default will not automatically update if changes have been made to the original data range.

Steps

1. Select a cell in the PivotTable. The PivotTable Tools are displayed on the Ribbon.

2. Click the Analyze tab and select Refresh from the Data group. (This will refresh any changes made to any previous records.)

3. To refresh the PivotTable with new data (added to the end of the data), click the Analyze tab and select Change Data Source from the Data group.

4. Reselect the old and the new range of data that was added and the PivotTable will be updated.

If multiple sheets were created from this PivotTable, only the original PivotTable will be updated. To automate the Refresh process, before any PivotTables are created, convert your original data set into a table.

Converting a Data Range Into a Table

1. Select a cell in the original data set on the original worksheet.

2. Click the Insert tab and select Table from the Tables group (Ctrl+T keystroke shortcut). 3. Press OK. (This will automatically select

the headers.)

Refreshing the PivotTable Using a Macro

Steps

1. Right-click on the PivotTable sheet. 2. Select View Code from the menu options.

3. Type this code in the VBA editor screen: Private Sub Worksheet_Activate()

‘ActiveSheet.PivotTables(“Pivot Table Name”). PivotCache.refresh

End Sub

4. Note the “PivotTable Name” can be found under PivotTable options in the PivotTable Group.

Snapshot of Excel Dashboards

Excel Dashboards

Excel dashboards are a great tool to display data in an interactive way, and they can be created using PivotTables, charts, and slicers.

Steps

1. Convert your original data set into a table; this will allow you to simplify the update process. 2. Build the PivotTables that will supply the data for the charts that will be used on the Dashboard. 3. Create charts from the PivotTable data.

4. Add slicers, connecting the slicers to the PivotTables.

a. Right-click on the slicers and select PivotTable Connections.

b. Select all the PivotTables represented in the charts on the dashboard worksheet. c. Copy and paste the slicer to the dashboard worksheet.

Formatting PivotTables

Excel has several options to attractively format the PivotTables.

The first way formatting can be done is by using the PivotTable Styles on the PivotTable Tools > Design tab.

You can also format the entire workbook using the Page Layout > Themes option. With this option, all of the tables and data will follow the formatting of the theme. Any items that

Printing

To set up the dashboard to print: 1. Click Print Preview.

2. Change orientation, if necessary.

3. Click the scaling option and choose Fit Sheet on One Page. 4. Adjust margins, if necessary.

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PivotTables: Questions and Answers

1. How can I change a PivotTable’s totals from a sum to an average?

Right-click any PivotTable numerical cell and click Field Settings; then click Average in the Summarize by section of the PivotTable Field dialog box and click OK.

2. Can I copy a PivotTable?

as the top row of the PivotTable that contains Row Axis titles and Data field descriptions. b. Copy and paste the selected cells to a

new location.

3. Can I insert a row or column into a PivotTable?

the Refresh button, will it reflect the new rows added to the original data?

No. But there are three options to help you include the new data:

a. Activate the PivotTable Wizard (from the PivotTable command on the PivotTable toolbar). Then click the Back button to go to step 2; readjust the range to include your new rows and click Finish.

This option must be performed every time you add new rows and want them to be included in your PivotTable.

b. Available only in Excel 2003: Select a cell in your original data and activate the Data menu, then click List. This action defines all of your contiguous data as a list so that it will include in the list any rows you might later add at the bottom of the list. Return to your PivotTable and activate the PivotTable Wizard (from the PivotTable command on the PivotTable toolbar). Then click the Back button to go to step 2; readjust the range to include your new rows and click Finish.

This option need only be performed one time. c. If you will not be grouping any data by date or time, define your original data to include entire columns. As you add new rows to the bottom of the data, they will be included as part of the PivotTable when you press the Refresh button. 6. Are the items tabulated in the Data Items

portion of a PivotTable always based on numeric entries?

Not necessarily, but certainly most of the time. If you drag a nonnumeric field to the Data Items area of a PivotTable, you automatically get a count of the entries (e.g., drag a field containing the names of items sold and you will get a count of the number of different items sold).

7. If I double-click a numerical cell in a

PivotTable, which extracts data onto another sheet, does that data get updated when I refresh my PivotTable?

No.

8. How do I move a PivotChart to the same sheet as its corresponding PivotTable? Right-click anywhere on the chart and select

Location; then select the appropriate

destination sheet name and click OK. Use the same procedure to move a PivotChart from the worksheet containing the PivotTable to a new sheet.

9. Can I view the PivotTable and the PivotChart on the same screen without changing the chart’s location?

Yes. Click the Window menu and select New Window; then click the Window menu again and select Arrange and OK. Click the appropriate sheet tab in each window to get the display you most prefer.

10. How can I bring back the PivotTable Field list if I accidentally close it?

The last button on the PivotTable toolbar is labeled Show(Hide) Field List. Click it to (de) activate the Field list.

11. What if the way we use quarters (Oct/Nov/ Dec is first quarter, etc.) is different than the standard way (Jan/Feb/Mar is first quarter, etc.)? Is there a way to use the “grouping by quarter” method?

Yes, but you’ll need to have a new column in your original data that contains the quarter number for each date. If your first-date data is in cell D2, then the formula in the new column to extract the quarter is:

=CHOOSE(MONTH(D2),2,2,2,3,3,3,4,4,4,1,1,1) In the resulting PivotTable, manipulate that field

as you would any other field. Do not attempt to use that field as part of automatic grouping by quarter.

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_{Keystroke Shortcuts,}

Function Keys, and Other Productivity Tips

Excel Keystroke Shortcuts

Entering Data

Start a new line in the same cell. Alt+Enter

Create or edit a cell comment. Shift+F2

Fill the selected cell range with the current entry — keep the current cell active. Ctrl+Enter

Menus

Undo the last action. Ctrl+z or Alt+Bksp

Repeat the last command action. Ctrl+y or F4

Show a shortcut menu. Shift+F10

Make the menu bar active. F10 or Alt

Enter a hyperlink. Ctrl+k

Activate the File Open dialog box. Ctrl+o (the letter o)

Activate the File Save As dialog box. Ctrl+s

Open a new workbook. Ctrl+n

Insert a new worksheet to the left of the current worksheet. Shift+F1

Insert, Delete, and Copy a Selection

Copy the selection. Ctrl+c

Paste the selection. Ctrl+v

Cut the selection. Ctrl+x

Insert new row/column above/left of selected row/column. Ctrl+Plus Sign Delete currently selected row(s) or column(s). Ctrl+Minus Sign

Formatting Data

Apply general number format. Ctrl+Shift+~ (tilde)

Apply number format, 2 decimals, commas, minus before negatives. Ctrl+Shift+! Apply currency format, 2 decimal places (negatives in parentheses). Ctrl+Shift+$ Apply percentage format with no decimal places. Ctrl+Shift+% Apply exponential number format with two decimal places. Ctrl+Shift+^

Apply time format with AM/PM: as in 5:43 PM. Ctrl+Shift+@

Apply date format (d-mm-yy), i.e., 9-Aug-06. Ctrl+Shift+#

Increase indent. Ctrl+Alt+Tab

Decrease indent. Ctrl+Alt+Shift+Tab

Apply the outline border. Ctrl+Shift+&

Remove all borders. Ctrl+Shift+_

Apply or remove bold formatting. Ctrl+b or Ctrl+2

Apply or remove italic formatting. Ctrl+I or Ctrl+3

Apply or remove an underline. Ctrl+u or Ctrl+4

Apply or remove strikethrough formatting. Ctrl+5

Display the Format Style command dialog box. Alt+’ (apostrophe)

Display the Format Cells command dialog box. Ctrl+1

Hide rows of the selected range or active cell. Ctrl+9

Unhide rows. Ctrl+Shift+9

Move and Scroll a Worksheet or Workbook

Move to the upper left corner of the current worksheet. Ctrl+Home Move the active cell to the lower right corner of the worksheet. Ctrl+End

Move to the next sheet in the workbook. Ctrl+Page Down

Move to the previous sheet in the workbook. Ctrl+Page Up

Move down one screen. Page Down

Move up one screen. Page Up

Move one screen to the right. Alt+Page Down

Move one screen to the left. Alt+Page Up

Move to the edge of data in the current column or row. Ctrl+ Arrow key Move between unlocked cells in a protected worksheet. Tab

Move to column A in the current row. Home

Move to the next workbook or window. Ctrl+F6 or Ctrl+Tab

Display the Print command (File menu). Ctrl+p

Scroll to display the active cell. Ctrl+Backspace

Move to the next pane or previous pane. F6 or Shift+F6

Move to the previous workbook or window. Ctrl+Shift+F6 or

Ctrl+Shift+Tab

Charting and Graphical Features

Create a chart on a new sheet based on the selected range. F1 Select the next or previous group of items in a chart. é or ê Select the next or previous item within a chart series. è or ç Duplicate a selected object (picture, clip art, WordArt, etc.). Ctrl+d

Move Within a Selection

Move downward. Enter

Move upward. Shift+Enter

Complete the current cell entry, but keep the active cell in place. Ctrl+Enter Move clockwise to the next corner of the selection. Ctrl+Period Move to the right between nonadjacent selections. Ctrl+Alt+è Move to the left between nonadjacent selections. Ctrl+Alt+ç

Select Cells, Columns, Rows, Objects, or Display Features in Worksheets

Extend the selection by one cell. Shift+Arrow key

Extend the selection to the beginning of the worksheet. Ctrl+Shift+Home

Select the entire column. Ctrl+Spacebar

Select the entire row. Shift+Spacebar

Select the entire worksheet. Ctrl+a

If multiple cells are selected, select only the active cell. Shift+Backspace

Extend the selection down one screen. Shift+Page Down

Extend the selection up one screen. Shift+Page Up

With an object selected, select all objects on a sheet. Ctrl+Shift+Spacebar Alternate hiding/displaying objects and displaying object placeholders. Ctrl+6

Show or hide the standard toolbar. Ctrl+7

Working in Cells or in the Formula Bar

Insert the AutoSum formula. Alt+= (equal sign)

Enter the current date. Ctrl+; (semicolon)

Enter the current time. Ctrl+Shift+;

(semicolon) Alternate displaying cell values and displaying cell formulas. Ctrl+~ (tilde) Copy the value from the cell above the active cell into the active cell. Ctrl+Shift+” (quote) Copy a formula from the cell above the active cell into the active cell. Ctrl+’ (apostrophe)

Define a name. Ctrl+F3

Calculate all sheets in all open workbooks. F9

Calculate the active worksheet. Shift+F9

Display AutoComplete list; also used in Data Validation lists. Alt+Down Arrow Toggle between absolute, relative, and mixed address designation. F4

Select Cells With Special Characteristics

Select only visible cells in the current selection. Alt+; (semicolon) Select all cells that are directly dependent on the active cell. Ctrl+[

Select all cells in any way dependent on the active cell. Ctrl+Shift+[ Select cells that directly contribute to the active cell’s result. Ctrl+] Select all cells that contribute to the active cell’s result. Ctrl+Shift+] Select the current region (range enclosed by blank rows and columns) around

the active cell.

Ctrl+Shift+*

Editing Data

Edit the active cell. F2

Delete text to the end of the edit line. Ctrl+Delete

Move the edit cursor one word left or right. Ctrl+è or ç

After typing a function name, show function arguments. Ctrl+Shift+a Move the edit cursor to the beginning (left side) of the edit line. Home Move the edit cursor to the end (right side) of the edit line. End

Paste a name into a formula. F3

Enter a formula as an array formula. Ctrl+Shift+Enter

Convert the highlighted portion of a formula to its current value. F9

Windows and Dialog Boxes

Switch to the next program. Alt+Tab

Show the Windows Start menu. Ctrl+Esc

Close the active workbook window. Ctrl+w or Ctrl+F4

Restore the active workbook window. Ctrl+F5

Switch to the next workbook window. Ctrl+F6

Switch to the previous workbook window. Ctrl+Shift+F6

Minimize the workbook window to an icon. Ctrl+F9

Maximize or restore the workbook window. Ctrl+F10

Excel Function Keys

Function Keys in Excel

Shift Ctrl Alt Ctrl+Shift

F1 Display Help or the Office Assistant.

Activate the What’s This pointer.

Create a chart on a new sheet (same as F11).

F2 Edit the active cell. Enter or edit a cell comment.

File Save As Command (same as F12)

F3 Paste a name into a formula.

Paste a function into a formula.

Define a name. Create names

from row/ column labels. F4 Repeat last action;

apply abs/rel status.

Repeat the last Find Next command.

File Close command

File Exit command Edit Find search backward from last. F5 Edit Go To

command.

Display the Find dialog box. Restore the window size. F6 Move to the next pane. Move to the previous pane.

Move to the next workbook window.

Jump to Visual Basic Editor, if open.

Move to the previous workbook window.

F7 Spell-check. Move the window.

F8 Extend a selection. Add to the selection.

Resize the window.

Display the Macro dialog box. F9 Calculate all

sheets in all open workbooks.

Calculate the active worksheet.

Minimize the workbook. F10 Make the menu

bar active. Display a shortcut menu. Maximize or restore the workbook window. F11 Create a chart on a new sheet. Insert a new worksheet to the left of the current one.

Insert an Excel 4.0 macro sheet.

Display the Visual Basic Editor.

F12 File Save As command

Excel Productivity Tips

Other Time-Saving Techniques

1. Hold down the Ctrl key as you roll the mouse wheel — zoom in 15 percent increments. 2. To enter the same data in a selected range — type an entry and press Ctrl+Enter.

3. To move/copy a range, right-drag the selection border — the menu appears when you release the mouse. 4. Align edges of an object (picture, clip art, etc.) with cell boundaries — press Alt as you drag the edge. 5. To paste values from a selected range, right-drag its border and select Copy Here as Values Only. 6. Press F5, type an address, and press Enter to jump to any cell.

7. Right-click sheet navigation arrows to see up to 16 sheet names. 8. Double-click the fill handle to copy data or a formula down a column.

9. Double-click a cell edge to move an active cell to the end of data in any direction.

10. To close all open workbooks, hold Shift as you click the File menu, then select Close All. 11. Select a range, click the Chart Wizard button, then click Finish to get a chart next to the data.

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