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Using Pivot Tables in Excel
What is an Excel Pivot Table? • A pivot table is an interactive worksheet table that provides a powerful tool for summarizing amounts of tabular data. • Similar to a cross-tabulation table, a pivot table classifies numeric data in a list based on othe fields in the list. What can you do with Pivot Tables? You can quickly summarize data fro m a worksheet or fro m an external source. • You can calculate totals, averages, counts, etc. based on any numeric nu meric fields in your table. • You can generate charts from your pivot tables. •
What are the advantages of using Pivot Tables? • Pivot tables are interactive, which means you can easily rearrange them by b y moving, adding, o deleting fields. • Pivot tables are dynamic, which means r esults are automatically recalculated whenever fields added or dropped, or whenever categories are hidden or displayed. • Pivot tables are easy to update if the original worksheet data are changed. The best way to learn about Pivot Tables Tables is through hands-on experience!! Part 1: Constructing a Pivot Table Table
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1. Open the Excel file we’re going to use. It’s fake data I took from a Pivot Tables Tables workshop workshop g by Robert Lee of the University of Victoria Victoria (Note that much of this presentation steals materi
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sales for each employee. Drag the “Employee” field into into the “Row” area, then drag the “Ord Amount” field into the the “Data” area. This results in a table table of total sales by employee. employee. Part 2: Modifying a Pivot Table
1. We want to to change change the format format of the amount amount to to dollar dollar format. format. Right click click on on any number number in table under “Total” “Total” and select “Field Settings.” Click on the “Number” button. Select “Currency” format and click OK. 2. Pretend Pretend that we want want to know know how much each each employee employee sold in differe different nt product product categori categori (refer back to the data if you need to remember what what these are). Drag over the “Categories” from the Pivot Table Table box and put it in the blank space above the “Total” “Total” column. This produ cross-tabulation table of total sales by employee and by category. 3. Suppos Supposee we’r we’ree more more intere intereste sted d in in average sales instead of total sales. Right click on any dat field cell (i.e. any dollar amount) and select “Field Settings.” Select “Average” “Average” and click OK This produces a cross-tabulation table of average sales b y employee and by category. 4. Suppose Suppose we want want number number of sales sales instead. instead. Right click click on any data data field cell cell and selec selectt “Fiel Settings.” Select “Count.” Now, Now, because we don’t don’t want this to be displayed displayed as a dollar amo click the “Number” button, button, then select “Number” and reduce the decimal decimal places to 0. Click and OK. Now we have a cross-tabulation cross-tabulation table of the number of sales by employee employee and by category. 5. Suppose we aren’t aren’t interested interested in every product product category category.. In this this case, we’re not really interest interest Beverages and Dairy Products. Click on the down arrow on the pivot table next to “Category In the drop down menu, uncheck uncheck “Beverages” and “Dairy Products” and click click OK. This eliminates these two categories from the table. 6. Supp Suppos osee we want want to to know know the the percentage of sales each employee employee had in each category category.. Retu the data back to the sums in dollar format: Right click on a cell, select “Field Settings,” selec “Sum,” click on the “Number” Box, select “Currency “Currency,” ,” select 2 decimal places. Now right c and select “Field Settings” again. Select “Options.” Under “show data data as” select “% of of Row and click OK. 7. Suppose Suppose we want want to know monthly monthly sales sales by catego category ry for each each employee employee.. a. First, First, change change the row row % back back to sums sums in dollar dollar format format (Field (Field settings settings àChange % of to “Normal” àSelect “Number” then “Currency”). b. Next, drag drag the “Shipp “Shipping ing Date” Date” field field from the the Pivot Table box box into into the Row area. area. that you can put it to the left or right of the employee wanttitle to put it to the r Sign upfield. to voteW one this because we want to know shipping date by employee, employee by shipping date Not useful Usefulnot c. The summari summaries es are too detail detailed! ed! We want want to group them at the the month month level. level. Righ on a cell in the “Shipping Date” Date” column. Select “Group and Outline,” Outline,” then select “Group.” Select “Months” “Months” and click OK.
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b. Drag “Order “Order Amount” Amount” into into the Data area. area. Right click on on a cell cell giving giving data data for the the ne Order Amount row, row, select Field Settings, and change it from Sum to Count. c. Drag “Freigh “Freightt Costs” Costs” into into the data data area. area. Right Right click click on a cell cell giving giving this this new data, Field Settings, Number, and Currency. Currency. Part 3: Using the Pivot Chart Feature
First, simplify the current pivot table by re moving the shipping country field and all data fields excep “Sum of Order Amount.”
1. If we want to create a chart for for Callahan’ Callahan’ss monthly sales sales by category category,, select “Callahan” “Callahan” from Page Fields menu. Then right click on a cell in in the Pivot Table Table and select “Pivot Chart.” Chart.” A c is automatically generated. generated. Note that you can view the the data for any employee simply by us the drop down menu at the top of the chart, and you can modify the chart by either of the oth two variables by using the filter menus on the bottom and side. 2. If you don’t don’t like like the type of chart chart Excel Excel chooses, chooses, you can modify modify it by right right clicki clicking ng anyw the chart and selecting “Chart Type.” Type.” 3. Note that that if you modify modify the pivot pivot table table in any way, way, the chart is automati automatically cally updat updated. ed. Part 4: Pivot Tables and Datatel
When you go back to your office you’ll likely be using a different dataset than the one we used here, you’ll be trying to do something very different than figuring figuring out sales per employee. The following a answers to anticipated problems that you might face.
If run a query that gives me a list of students with ethnicity, major, and class level, how can I turn tha into a pivot table? table? There is no numeric numeric field to use for the the data. • One solution is to use Student ID as the data field. If all you are doing is counting students ( number of students in each major by class level), put student ID in the data field and use the settings menu to change it from “Sum” to “Count.” • Another solution is to create a new column that consists entirely of the number 1. You can th use this column as a data field to count or sum (but be sure this is appropriate to the analysis are doing). Sign up to vote on this title The Pivot Table Table won’t won’t automatically select se lect all of my data. What’s What’ wrong? Not useful sUseful • Make sure you don’t have any an y blank rows or columns in your dataset.
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The pivot table doesn’t work right when I have multi-valued fields. • Note that if you want to use a pivot table, you will need to be sure that every line of data has every bit of information you you will want in the pivot pivot table. For example, sometimes after runn query with multi-valued fields into Excel, you have something like this: ID 54604
Na me Ima Student
52902
John Doe
Major Sociology Biology Politics
Graduation Date 05/03
Gender F
05/04
M
Ima Student has two majors and this is reflected in her taking taking up two lines in the “Major” column. column. others are blank because they only have one value. However, if you want to have an accurate pivot t with number of majors by gender and graduation date, you will need to fill in the blank data so it look like this: ID 54604 54604 52902
Na me Ima Student Ima Student John Doe
Major Sociology Biology Politics
Graduation Date 05/03 05/03 05/04
Gender F F M
Note that Datatel will do this for you with the “Repeat Values” command in query builder.
In general, it is important to know what you want from a pivot table when you are setting up y data!
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