Excel Pivot Tables
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Table of Contents
COURSE OVERVIEW ............................................................................................................................................... 3
DISCUSSION ..................................................................................................................................................................3
COURSE TOPICS .............................................................................................................................................................3
KEY IDEAS ....................................................................................................................................................................3
LESSON 1: REVIEW PIVOT TABLES .......................................................................................................................... 4
DISCUSSION ..................................................................................................................................................................4
TOPICS.........................................................................................................................................................................4
REVIEW A PIVOT TABLE ...................................................................................................................................................5
Tip – Display Pivot Table Field List .................................................................................................................................... 5
Tip – Quick Moves ............................................................................................................................................................. 5
REVIEW ANOTHER PIVOT TABLE ........................................................................................................................................7
Tip – Change the ∑ Value ................................................................................................................................................. 7
PIVOT TABLE TOOLS .......................................................................................................................................................8
PIVOT TABLE LIMITATIONS ...............................................................................................................................................9
LESSON 2: PREPARE THE DATA ............................................................................................................................ 10
LESSON 3: CREATE A PIVOT TABLE ....................................................................................................................... 11
DISCUSSION ................................................................................................................................................................11
TOPICS.......................................................................................................................................................................11
CREATE A PIVOT TABLE .................................................................................................................................................12
Tip – Placing a Pivot Table ............................................................................................................................................... 12
SELECT PIVOT TABLE OPTIONS........................................................................................................................................15
WORK WITH THE EXPAND/COLLAPSE TOOL .......................................................................................................................16
LESSON 4: MODIFY A PIVOT TABLE ...................................................................................................................... 18
DISCUSSION ................................................................................................................................................................18
TOPICS.......................................................................................................................................................................18
PIVOT TABLE LAYOUTS ..................................................................................................................................................19
PIVOT THE TABLE .........................................................................................................................................................22
ADD A ROW LABEL .......................................................................................................................................................23
REMOVE SUBTOTALS ....................................................................................................................................................24
CHANGE THE TITLE OF A ∑ VALUE ...................................................................................................................................25
LESSON 5: FORMAT A PIVOT TABLE ..................................................................................................................... 26
DISCUSSION ................................................................................................................................................................26
TOPICS.......................................................................................................................................................................26
FORMAT THE PIVOT TABLE.............................................................................................................................................27
FORMAT NUMERIC PIVOT TABLE DATA ............................................................................................................................28
Tip – Format Numeric Pivot Table Data .......................................................................................................................... 28
EXERCISE - INSERT BLANK ROWS .....................................................................................................................................30
EXERCISE – MODIFY THE ROW HIERARCHY........................................................................................................................31
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LESSON 6: FILTER A PIVOT TABLE ......................................................................................................................... 32
DISCUSSION ................................................................................................................................................................32
TOPICS.......................................................................................................................................................................32
USE A REPORT FILTER ...................................................................................................................................................33
FILTER DATA BY ROW OR COLUMN VALUES ......................................................................................................................35
Tip - View the Individual Transactions ............................................................................................................................ 37
REMOVE FILTERS .........................................................................................................................................................38
Remove One Filter ..............................................................................................................................................38
Remove All Filters ...............................................................................................................................................39
FILTER ON SUMMARY VALUES ........................................................................................................................................40
USE A SLICER TO FILTER DATA ........................................................................................................................................41
Discussion ...........................................................................................................................................................41
Create a Slicer ....................................................................................................................................................42
Use a Slicer .........................................................................................................................................................43
Delete a Slicer.....................................................................................................................................................44
Exercise – Use a Slicer ........................................................................................................................................45
REMOVE A FIELD..........................................................................................................................................................47
EXERCISE - REMOVE A FIELD...........................................................................................................................................47
SORT THE DATA ...........................................................................................................................................................48
LESSON 7: CHANGE VALUE FIELD SETTINGS ......................................................................................................... 49
DISCUSSION ................................................................................................................................................................49
TOPICS.......................................................................................................................................................................49
SELECT THE SUMMARY CALCULATION – SUMMARIZE VALUE FIELD BY ....................................................................................50
SELECT THE TYPE OF VALUES TO DISPLAY – SHOW VALUES AS ..............................................................................................52
Tip – Value Field Settings Dialog ..................................................................................................................................... 52
SELECT NUMBER FORMAT .............................................................................................................................................54
APPENDIX: TIPS FOR WORKING WITH PIVOT TABLES ........................................................................................... 56
TOPICS.......................................................................................................................................................................56
REFRESH THE PIVOT TABLE ............................................................................................................................................56
DELETE A PIVOT TABLE..................................................................................................................................................56
INSERTING OTHER DATA OR TEXT....................................................................................................................................57
SWITCH THE DATA SOURCE ............................................................................................................................................57
PIVOT TABLE WIZARD ...................................................................................................................................................59
GETPIVOTDATA FUNCTION ........................................................................................................................................60
USE A SUMMARY VALUE FIELD TWICE..............................................................................................................................62
CREATE AN AD HOC REPORTING TOOL .............................................................................................................................65
CREATE A PIVOT CHART ................................................................................................................................................66
TRANSPOSE DATA ........................................................................................................................................................70
RESOURCE ..................................................................................................................................................................72
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Course Overview
Discussion
This is a course in the Excel 2010 series. It is designed to show you specific techniques
that allow you to create a well-designed and informative pivot table. You learn about
preparing the data, creating and modifying the pivot table, and formatting and filtering
the data.
In this course, you learn the basics of creating Pivot Tables in Excel 2010. Hands on
exercises and instructor-led presentation and demonstration are utilized.
Course Topics
 Review Pivot Tables
 Prepare the data
 Create a Pivot Table
 Modify a Pivot Table
 Format a Pivot Table
 Filter a Pivot Table
 Change data field settings
Key Ideas
1. A Pivot Table allows you to summarize transactional data in a worksheet.
2. A Pivot Table begins with a question or questions concerning the transactional
data.
3. The Pivot Table and the transactional data upon which it is based should be easy
to read.
4. Changes to the transactional data are not reflected automatically in the Pivot
Table. Use the Refresh tool on the Pivot Table Tools - Options tab of the Ribbon.
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Lesson 1: Review Pivot Tables
Discussion
A Pivot Table allows you to summarize transactional data in a worksheet. This summary
can be used to:
•
•
analyze trends in data
sort, filter and rearrange the data to emphasize different aspects of the data
Pivot Tables help analyze numerical data and answer questions about it. You can look
at the same information in different ways with just a few mouse clicks. 1
In this lesson, you review two examples of a Pivot Table and the Pivot Table tools that
are available from the Ribbon.
Topics
Review a Pivot Table
Review Another Pivot Table
Pivot Table Tools
Pivot Table Limitations
1
Microsoft Office Online. “PivotTable I: Get Started with Pivot Table Reports in Excel 2007.”
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Review a Pivot Table
2
5
6
4
1. Open Excel.
2. In Excel, click on the File tab and select Open.
3. Navigate to the file Excel302-ProgPlanGPA and open it.
4. If the PivotTable sheet is not the active sheet (on top), click on the
sheet tab.
5. If the Pivot Table Field List is not displayed, click on any cell within the Pivot
Table. The Pivot Table is activated and the Field List displays as a task pane on the
right side of the window.
6. Review the Pivot Table report. A Pivot
Table begins with a question or
questions concerning transactional data.
This report answers the question “By
plan and gender, how many students
had an active, undergraduate Education
plan in 2004 Fall?”
Tip – Display Pivot Table Field List
If the Field List does not display after you
click in a cell within the Pivot Table, click on
the Options tab of the Ribbon. In the
Show/Hide group, click on the Field List tool
to toggle that option on.
7. Click on the
sheet tab.
The Pivot Table was created based on the 1068 rows of transactional data in these
PeopleSoft query results, using the Insert > Pivot Table tool
.
Tip – Quick Moves
Press CTRL + End or CTRL + Home.
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8. Click on the
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sheet tab.
9. Review the Pivot Table Field List.
The fields in the report are selected and placed by using this task pane.
The column headings in the
transactional data are the fields in
this list.
To create the Pivot Table, drag a
field to one of the four areas in the
Pivot Table Layout area at the
bottom of the task pane.
Layout Area
10. Review the Layout Area of the task pane.
This area sometimes is referred to as the Drop Zone.
a. Report Filter: Limit the report to criteria on the fields included in this filter.
b. Row Labels: List the fields that will appear on the left side of the table. You may list more
than one field. The order of the fields is important, as it affects how the data is grouped.
c. Column Labels: List the fields that will extend along the top row of the columns in the
table.
d. ∑ Values: Use for all fields that are to be summarized in the table. Numeric values are
summed by default. Non-numeric values are counted by default. Other summary values
may be chosen in the Value Field Settings dialog box for the field. This dialog is
available at the down arrow for the field.
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Review another Pivot Table
1. Click on the
sheet tab.
2. Review the Pivot Table. The rows of data from the
ProgPlanGPAdata worksheet were used to create this
table.
The question is “What was the average cumulative
GPA by plan for students with an Education
undergraduate program in 2004 Fall?”
Tip – Change the ∑ Value
In the Layout area of the
task pane, look in the
∑ Values box. Click on the
down arrow of the field to
change. Select Value Field
Settings. Make a new
choice on the Summarize
Values By tab.
3. Point to a cell that contains data to display information
about that data.
4. Review the Pivot Table Field List.
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Pivot Table Tools
When the active cell is within a Pivot Table, two contextual tabs display on the Ribbon.
Tab one: Options – Holds most of the powerful Pivot Table features.
There are nine groups of tools on the Options tab:
PivotTable
Rename the Pivot Table; select/change Pivot Table options; toggle
on/off the GetPivotData function.
Active Field
Group
Rename the active field; modify the Value Field Settings of the active
field; select a numeric format for the active field.
Group and ungroup selected field values.
Sort & Filter
Sort and/or filter the data in the active field.
Data
Use to recreate the Pivot Table when new data has been added to the
source data.
Actions
Clear all fields, formatting and filters from the table and return to a blank
layout; select or move an entire Pivot Table.
Calculations Summarize and display values in a variety of ways. Make calculations
based on the data.
Tools
Create a Pivot Chart; create/modify a calculated field; tools for working
with OLAP (online analytical process) cubes.
Show
Toggle switches to display or hide the Field List, the expand/collapse
buttons on the row labels and the Field Headers at the top of the Pivot
Table.
Tab two: Design – Use for formatting the Pivot Table.
There are three groups of tools on the Design tab:
Layout
Select Subtotal and Grand Total options; select compact (default),
outline or tabular layout for the table; insert blank rows in table.
PivotTable
Style
Options
Toggle on/off row or column headers, banded rows or columns.
PivotTable
Styles
Select a format for the table.
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Pivot Table Limitations 2
3
Number of rows allowed
Number of columns allowed
Maximum number of unique
items in one field
Length at which fields’
labels are truncated
Number of fields in field list
Excel 2010
1,048,576
16,384
1,048,576
32,000
16,384
2
Bill Jelen (Mr. Excel) and Mile Alexander. Pivot Table Data Crunching: Microsoft Excel 2010.
(Pearson Education, Inc, 2011), Chapter 1.
3
This might be limited by available memory.
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Lesson 2: Prepare the Data
Pivot tables are created from rows of related data. Preparing the data in a well-defined
column and row structure is required, before creating the Pivot Table.
Here are some rules to follow:
1. Remove any subtotals or grand totals.
2. There should be no blank rows or blank columns.
3. The first row of the data should contain the column names, such as EmplID,
GPA, SpeedType or AmountPerUnit. Each column name should be unique and
in only one cell.
4. If the row labels are not repeated in each row, repeat the labels. Fill in the blank
cells.
Example:
01/08/2009 Dell Computer
Corporate Express
Kinko’s
01/09/2009 Barnes & Noble
1,200.32
2.568.99
1,019.07
4,290.55
Needs to be:
01/08/2009
01/08/2009
01/08/2009
01/09/2009
1,200.32
2.568.99
1,019.07
4,290.55
Dell Computer
Corporate Express
Kinko’s
Barnes & Noble
The following suggestions can make it easier to create a Pivot Table that can be
modified:
1. If the data has dates spread across the columns, reorganize the data so the
dates are row headings. See page 70 of this manual.
Note: Use the Paste Special > Transpose command.
2. Fill-in blank cells within the data.
3. Sort your List or Data in an order that makes it easy for a person to review the
data. This sort is not necessary for the Pivot Table creation.
4. Create a Table of the data using the Insert > Table command.
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Lesson 3: Create a Pivot Table
Discussion
When creating a new Pivot Table, you may wish to:
•
•
•
•
•
Prepare the data as outlined in Lesson 2.
Think about the questions to be answered by the Pivot Table.
Create the Pivot Table.
Modify the Pivot Table options
Pivot the table, as necessary, to answer the questions.
In this lesson, you want to review the sales revenue of an organization by Center and by
Month. You want to compare the Centers to each other and the Months to each other.
Topics
Create a Pivot Table
Select Pivot Table options
Work with the Expand/Collapse Tool
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Create a Pivot Table
1. Open the file CreatePivotTable.
This file has 6,570 rows of data and one header row.
2. Click in any cell within the data.
3. With the active cell within the table, select the
tab of the Ribbon.
4. Click on the
tool.
The Create Pivot Table dialog box displays.
Tip – Placing a Pivot Table
The Pivot Table may be
placed on a new worksheet or
an existing worksheet of your
choice.
It is easier for Excel to track
your steps if the Pivot Table is
on its own (new) worksheet.
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5. Leave the defaults, as shown, and click on OK.
A new worksheet is created to the left of the active worksheet.
The blank Pivot Table is on the left and the Pivot Table Field List is on the right.
6. In the Pivot Table Field List:
a. Drag the Center field to the Row Labels.
b. Drag the Month field to the Row Labels, below the Center field.
c. Drag the Volume (Sales Volume) field to ∑ Values.
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7. OPTIONAL:
It is recommended that the sheet tabs in use be named.
a. Double click on a sheet tab.
The sheet’s name is selected.
b. Enter a new sheet name, preferably with no spaces in the name.
c. Press the ENTER key.
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Select Pivot Table Options
1. Click in any cell within the Pivot Table.
2. On the Options tab of the Ribbon, click on the Options tool
Pivot Table group.
in the
The Pivot Table Options dialog box displays.
3. OPTIONAL: On the Layout & Format tab, consider:
a. When in compact form indent row labels (more than 1) character(s).
b. Mark the box For empty cells show and enter a 0 (zero).
c. Unmark the box for Autofit column widths on update.
d. Mark the box for Preserve cell formatting on update.
4. Review the other tabs of the dialog box to determine if additional changes are
appropriate and click on OK.
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Work with the Expand/Collapse Tool
1. Use the Show/Hide tool
In class, click on
2.
to hide (or show) the rows of month data for a Center.
for Atlantic to hide the month data.
To hide the rows of month data for all the centers:
a. Right click on one of the Center values, such as Atlantic.
A shortcut menu displays.
b. Point to Expand/Collapse.
c. Click on Collapse Entire Field.
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3.
To hide the
the Ribbon.
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tool, click on the Show/Hide buttons tool
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on the Options tab of
This might be done, when
the workbook is shared
with other users.
4.
Click on the Show/Hide Buttons tool, again, to display the Expand/Collapse tools.
5.
Right click on one of the Center values, such as Atlantic.
6.
Point to Expand Collapse from the shortcut menu that displays.
Then, select Expand Entire Field.
7.
Click on the File tab and click to Save As.
8.
In Documents, save the workbook as CreatePivotTableXXX, where XXX are your
initials. Example: CreatePivotTablePKR
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Lesson 4: Modify a Pivot Table
Discussion
Sometimes the summary of the data in the Pivot Table is not as easily read as you
would like. In this lesson, you review the three layouts that are available for pivot tables
and modify the Pivot Table to improve its readability.
The current table:
The modified table:
Topics
Pivot Table Layouts
Pivot the Table
Add a Row Label
Remove Subtotals
Change the Title of a ∑ Value
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Pivot Table Layouts
The three available layouts are:
•
•
•
Compact form
Outline form
Tabular form
1. The default Pivot Table layout in Excel 2010 is Compact Form. Unless you give
Excel other instructions, it uses Compact Form.
Subtotal
In Compact Form, all the row labels
display in the first column of the Pivot
Table. Each new level of label is indented
within the first column. The default number
of characters for the indentation is one.
By default the subtotals display on the first
level of row labels, which is above the
numeric data that is being totaled. .
Subtotal
2. With the active cell within the Pivot Table, click on the
tab of the Ribbon.
3. Click on the
tool.
A menu displays.
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4. Select Show in Outline Form.
The Pivot Table layout is modified.
In Outline Form, the row
labels appear in different
columns.
The subtotals appear on the
first level row.
5. Click on the
tool and select Show in Tabular Form.
In Tabular Form, the row labels
appear in different columns, but note
the first row of each Center. The
second level of row labels appears on
the same row as the first level.
Example: The January row label is on
the same row as the Atlantic row label.
The subtotals appear as a separate
row at the bottom of each group of
data.
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6. On the Report Layout tool, select Repeat All Item Labels.
The labels display for each of the rows.
7. Select Do Not Repeat Item Labels to remove the repetitive labels.
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Pivot the Table
1. If the Pivot Field List is not displayed, click in any cell within the Pivot Table.
2. In the Pivot Field List, drag the Month field from the Row Labels area to the
Column Labels area.
The table changes in appearance.
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Add a Row Label
1. If the Pivot Table Field List is not displayed, click in any cell of the Pivot Table.
2. Drag the appropriate Field to the Row Label area.
In class, drag Year from the Field List to the Row Labels area below Center.
The Year values display in the Pivot Table.
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Remove Subtotals
The Subtotals may not be pertinent, since they subtotal two years.
Follow these steps to remove the subtotals from the display.
1. Click on the
tab of the Ribbon.
2. Select the
tool.
A menu displays.
3. Select Do Not Show Subtotals. The subtotals do not display.
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Change the Title of a ∑ Value
1. Click in the cell that contains the label Sum of Volume.
2. Select the
tab of the Ribbon.
3. In the Active Field group, click in the Active Field edit box, where it reads Sum of
Volume.
4. Delete those words and enter Sales Volume.
5. Press ENTER.
The new label displays.
6. Save the changes.
Alternatively, click on the cell to edit its contents. Make the changes in the cell or on
the formula bar and press the ENTER key.
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Lesson 5: Format a Pivot Table
Discussion
The standard method of formatting cells (select the cells and use the formatting tools on
the Home tab of the Ribbon) may not work well with a Pivot Table. If the Pivot Table is
changed, the formatting may be lost.
It usually is advisable to format the Pivot Table by using the Pivot Table Tools on the
Ribbon and in the Pivot Table Field List task pane. When the tools and task pane are
used, Excel remembers and usually keeps the selected formatting, as you pivot the
table.
Topics
Format the Pivot Table
Format Numeric Pivot Table Data
Insert Blank Rows
Modify the Row Hierarchy
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Format the Pivot Table
1. With the active cell within the table, click on the
tab of the Ribbon.
2. If the table will have banded rows or banded columns, select that option.
(Some styles do not support banded rows or banded columns. If you select one of
these options first, then in step 3, only the styles that include banded rows or banded
columns will be shown in the gallery. This makes it easier for you to select a style.)
In class, click to place a check in the boxes for
,
, and
.
3. In the Styles gallery, click on the More tool
The available table styles display.
.
Use the scroll bar to
review additional styles.
4. Point to the table style thumbnails of the gallery to use Live Preview to select a style.
(Point to a style to preview its appearance. Click on a style to select it.)
Note: You may prefer to select a style where the text and numbers are in black.
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Format Numeric Pivot Table Data
1. Right click on one of the values to format.
In class, right click on one of the numeric cells for the Month data.
A menu displays.
2. Select Number Format.
The Number tab of the Format Cells dialog box displays.
Tip – Format Numeric Pivot
Table Data
Another method for formatting
the numeric data is to use the
Number Format button in the
Value Field Settings dialog
box. See page 54 of this
manual.
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3. Select the appropriate format and options.
In class:
a. Select Number.
b. Use the spinners to select zero decimal places.
c. Click to mark the
check box.
d. Leave the default choice for negative numbers (a minus sign and default
color).
4. Click OK.
The numeric data for the Months is formatted.
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Exercise - Insert Blank Rows
1. Be sure that the active cell is within the Pivot Table.
2. Click on the
tab of the Ribbon.
3. Select the
tool.
A menu displays.
4. Select Insert Blank Line after Each Item.
5. Click on the Save tool
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Exercise – Modify the Row Hierarchy
1. Be sure that the active cell is within the Pivot Table.
2. Note that the Pivot Table currently compares each Center’s sales volume in 2006 to
its sales volume in 2007.
3. In the Pivot Table Field List, note the order of the fields in the Row Labels area.
4. In the Row Labels area, place the mouse pointer on the
The mouse pointer looks like this
field.
.
5. Drag
above
.
It is the black line that indicates where
will be dropped.
6. Note the change in the Pivot Table.
The Pivot Table compares each Center’s sales volume to the other Centers’ sales
volumes in the same year.
7. Save the changes.
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Lesson 6: Filter a Pivot Table
Discussion
The Report, Row and Column filters can be used to view only the summary data in the
Pivot Table that meets the selected criteria. The summary data that does not meet the
criteria is hidden from view.
Topics
Use a Report Filter
Filter Data by Row or Column Values
Remove Filters
Filter on Summary Values
Use a Slicer to Filter Data
Remove a Field
Sort the Data
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Use a Report Filter
A Report Filter can focus attention on a particular set of data in the Pivot Table, such as
a time, an account, a college, or an academic career.
In the Pivot Table from Lesson 5, a report filter by Center and/or by Year may be
appropriate.
1. Be sure that the active cell is within the Pivot Table.
2. In the Row Labels area of the Pivot Table field list, place the mouse pointer on the
Year field.
The mouse pointer looks like this
3. Drag
.
to the Report Filter area of the task pane.
Note the changes to the Pivot Table.
The Report Filter
indicates that All the
years are shown in the
Pivot Table. This
means that the 2006
and 2007 sales are
totaled to show one
figure in the table. For
example, the
3,098,663 February
sales for the Atlantic
center represent the
2006 and 2007 sales.
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4. Click on the down arrow for the Year Report Filter.
5. Select 2006.
Mark this checkbox to
select more than one of
the items in the list of
field values.
6. Click OK.
The Pivot Table displays only the 2006 Sales.
The Report Filter
displays the year
selected. The funnel
symbol appears on the
Filter tool to indicate
that a Filter is in place.
7. To remove the filter, click on the down arrow of the Report Filter tool for Year.
8. Select All.
9. Click OK.
The filter is cleared. The combined 2006 and 2007 sales are shown.
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Filter Data by Row or Column Values
The Filter tools are available for the Report (in this example, Year), the Row (Center)
and the Column (Month).
1. Click on the down arrow of the Filter tool for the Columns (Month).
2. To see only certain months of data:
a. Click to unmark the Select All box.
b. Click to checkmark the months to view.
In this example, January, February, and March are marked.
c. Click OK.
The data is filtered to show only the selected months.
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3. Use the Report Filter to see only 2007.
4. To see only the Centers in the East:
a. Click on the down arrow of the Filter tool for the Rows.
b. Use one of these two methods to create the filter:
Method 1
• Click to unmark Select All.
• Click to checkmark the Centers in the East
(Northeast and Southeast).
• Click OK.
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-ORMethod 2
• Select Label Filters > Contains.
• Enter the text east in the Label Filter dialog box.
• Click OK.
Tip - View the Individual Transactions
Double click on a number, such as the
1,473,017 for Northeast in February. A new
worksheet is created. On that sheet, the
source data displays and is filtered to show
only the requested transactions. You may
want to delete this sheet after you view the
data.
Caution: Be careful not to delete the sheet
that contains the original source data. Undo
cannot recover deleted sheets.
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Remove Filters
Remove One Filter
1. If items were selected from the unique values list on the Filter tool,
select one of these two methods:
Method 1
a. Click on the Filter tool.
In class, use the Column (Month) filter tool.
b. Select either All or Select All.
c. Click OK.
-ORMethod 2
a. Click on the Filter tool.
b. Select Clear Filter From (fieldname).
2. If items were selected using the Label Filters or Value Filters options on the Filter
list:
a. Click on the Filter tool.
b. Select Clear Filter From (fieldname).
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Remove All Filters
1. In class, click twice on the Undo tool
2 on the previous page.
to restore the filters removed in steps 1 and
2. With the active cell within the data, click on the
tab of the Ribbon.
3. Click on the
tool.
A menu displays.
Caution: The Clear All option will delete
the Pivot Table. (Undo will bring back the
table.)
4. Select Clear Filters.
All the filters in the Pivot Table are removed.
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Filter on Summary Values
1. Note that by default the Pivot Table does not display a Filter tool to filter on the
summary values, which are displayed in the January through December columns
and the Grand Total column.
2. To add Filter tools for the summary value columns:
a. Click in the cell to the right of the last column name.
b. On the Home tab of the Ribbon, click on the Sort & Filter tool.”
c. Select Filter.
The Filter tool
displays for each of the columns.
3. As filters are selected, a filter tool may display in blank cells.
To remove the filter tools from all the summary values:
a. Select one of the blank cells.
b. On the Home tab, select Sort & Filter > Filter.
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Use a Slicer to Filter Data
Discussion
Slicers are easy-to-use filtering components that contain a set of buttons that enable
you to quickly filter the data in a PivotTable report. 4
1
4
2
5
3
1. The slicer’s header indicates the field
name of the values in the slicer.
2. A shaded button indicates that the value
is included in the filter. In this example,
the data is filtered in the Weekday field
to show only the Monday data.
3. An unshaded button indicates that the
value is NOT included in the filter.
4. Use the Clear Filter tool
on the
slicer’s header to remove the filter and
display all the items in the Pivot Table.
5. The scroll bar is available when there
are more items than currently are visible
in the slicer.
4
Microsoft Help. Use slicers to filter PivotTable data.
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Create a Slicer
1. Click anywhere in the PivotTable.
2. On the Options tab, click on the Insert Slicer tool.
The Insert Slicers dialog box displays with a list of all the fields in the transactional
(source) data upon which this PivotTable is based.
One advantage of the Slicer, over the
Filter selections available at the down
arrow of the filter tool, is that the Slicer
can filter data on a field that is not in your
Pivot Table, but is in the transactional
data.
3. Select the checkbox of the field that you want to use for filtering.
In this example, select Center and click on OK.
The slicer for Center displays.
The selections that display in the slicer
are all the unique values in the
transactional data for the selected field.
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Use a Slicer
1. To filter by a single value, click on the value’s button in
the slicer.
Select Northeast.
2. To filter by multiple values, CTRL + click on any additional values.
CTRL + click on Southeast.
3. Click on the slicer’s Remove Filter tool.
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Delete a Slicer
1. Method One:
•
Click on the slicer’s header to select the slicer.
•
Press the Delete key on the keyboard.
-OR-
2. Method Two:
•
Right click on the slicer’s header.
•
Select Remove.
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Exercise – Use a Slicer
1. Create the Slicer for Weekday.
a. Click once in the Pivot Table.
b. On the Options tab, click on the Slicer tool.
c. Click on the checkbox for Weekday.
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Note: You may select any
field from the transactional
data used in the Pivot
Table. The field does not
have to be selected in the
Layout area.
In this example, the Sales
Volume figures in the Pivot
Table are summed by
month, which includes all
the weekdays. In the Pivot
Table, the Weekday field is
not used in the Layout area
of the Pivot Table.
d. Click on OK.
2. Use the Slicer.
a. Select Monday.
b. The figures indicate the sum of the Sales Volume for the Mondays of each
month.
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3. Click on the Slicer’s Clear Filter tool
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.
Caution: When using a slicer, do
not double click on one of the
figures in the table to view the
individual transactions related to
that summary figure. The double
click function does not work
consistently with the slicer. This
is a known glitch in the slicer.
Instead, use the filters available
at the field down arrows, before
double clicking, as discussed on
pages 35-37.
4. Remove the Slicer.
a. Click on the Slicer’s header.
b. Press the Delete key on the keyboard.
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Remove a Field
In the Pivot Table Field List, click to unmark the box for the field.
-ORDrag the fieldname from the Layout area to the Choose fields’ area.
Exercise - Remove a Field
1. Drag the Month field from the Column Labels area to the Choose fields’ area.
2. When the mouse pointer looks like
Month label.
, release the mouse button to drop the
The month field is removed from the Pivot Table.
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Sort the Data
1. Drag the Year field from the Report Filter area to the Column Labels area.
2. Right click one of the cells that contains one of the values by which to sort.
In class, right click one of the 2007 values.
3. From the list that displays, select Sort > Sort Largest to Smallest.
The data is sorted by the values in the 2007 column.
To show or hide the Grand Total
figures in the columns and/or
rows, click on the Design tab of
the Ribbon. Select the Grand
Totals tool. Then, select one of
the options.
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Lesson 7: Change Value Field Settings
Discussion
The Value Field Setting dialog box allows you to select:
•
•
•
The summary calculation to use for the data, i.e. Sum, Count, Average, Max, Min
The type of values for the numeric data display, i.e. No calculation, % of row, %
of column
The number format for the numeric data
Topics
 Select the Summary Calculation – Summarize Value Field By
 Select the Type of Values to Display – Show Values As
 Select Number Format
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Select the Summary Calculation – Summarize Value Field By
1. Right click on one of the sales values.
A shortcut menu displays.
2. Select Value Field Settings.
The Value Field Settings dialog box displays.
3. Select the first tab, Summarize Values By.
4. Click to select a type of calculation from the list.
In class, select Average.
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5. Click on OK.
73,350 is given as the average for
Southeast in 2007. Of what is this
the average? 26,736,115 was the
2007 total for Southeast.
In class, click on the Undo tool
to reverse this action.
6. To provide a more descriptive label, click in A3 and change the label to
Daily Average.
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Select the Type of Values to Display – Show Values As
1. Right click on one of the sales values.
A shortcut menu displays.
Tip – Value Field Settings
Dialog
The ∑ Value also can be
changed in the Layout area of
the task pane. Look in the
∑ Value box. Click on the
down arrow of the field to
change. Select Value Field
Settings. Make a new choice
on the Summarize Values By
tab.
2. Select Value Field Settings.
The Value Field Settings dialog box displays.
There are two tabs: Summarize by and Show values as.
3. On the Summarize Values By tab, select Sum.
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4. Select the Show Values As tab.
The current value will read No Calculation.
5. Click on the down arrow to select another value.
In class, select % of Column Total.
6. Click OK.
Note the changes to the Pivot Table.
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Select Number Format
1. Right click on one of the sales values.
A shortcut menu displays.
2. Select Value Field Settings.
The Value Field Settings dialog box displays.
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3. Click on
.
The Format Cells dialog box displays.
4. Select an appropriate format.
5. Click on OK.
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Appendix: Tips for Working with Pivot Tables
Topics









Refresh the Pivot Table
Delete a Pivot Table
Inserting Other Data or Text
Switch the Data Source
Pivot Table Wizard
GETPIVOTDATA Function
Use a Summary Value Field Twice
Create an Ad Hoc Reporting Tool
Resource
Refresh the Pivot Table
Changes to the underlying data are not reflected automatically in the Pivot Table. When
the data, upon which the Pivot Table is based, changes, click the Refresh tool in the
Data group on the Pivot Table Tools – Options tab of the Ribbon in order to see the
change in the Pivot Table,
Delete a Pivot Table
1. With the active cell in the Pivot Table, select the Pivot Table Tools – Options tab
of the Ribbon.
2. In the Actions group, click on the down arrow of the Clear tool.
3. From the short list that displays, select Clear All.
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Inserting Other Data or Text
The Pivot Table contains the final data that you need. However, you may want to insert
a row or cell of data or text that is not in the original data, in order to create a clearer
report. When you try to do this, an error message displays that states “You cannot move
a part of a Pivot Table report, or insert worksheet cells . . .”
1. Select and copy the Pivot Table.
2. Click in the cell where the copy is to be pasted,
3. Click on the down arrow of the Paste tool on the Home tab of the Ribbon.
In the Paste Values group, select a Values option, such as Values & Number
Formatting.
I
4. In that copy, insert the data.
Switch the Data Source
If you have another worksheet (in the same workbook or in another workbook) with the
same fields as those in the existing Pivot Table, you can switch the data source.
NOTE: These steps modify the existing Pivot Table. To save a copy of the existing Pivot
Table, follow the steps above for copying and using Paste Special Values.
1. If the data is in a worksheet in another workbook, open that workbook. Prepare
that worksheet’s data as discussed in Lesson 2 of this manual. It is
recommended that you create a table (list) from the data using the Insert > Table
command. See Lesson 3, step 3 for details.
2. Switch to the workbook and worksheet that contains the Pivot Table.
3. With the active cell in the Pivot Table, select the Pivot Table Tools – Options tab
of the Ribbon.
4. Click on the down arrow of the Change Data Source tool.
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5. Select Change Data Source from the short list that displays.
The Change PivotTable Data Source dialog box displays.
Select a table or range is chosen.
6. Click on the Expand/Collapse tool
.
7. Switch to the other workbook and worksheet.
8. To select the table/range for the new data source:
a. Click on the first cell of the source data.
b. While pressing CTRL + SHIFT, tap the END key.
This moves to the last cell of the source data, selecting the entire table.
The range displays similar to that shown here.
c. Click on the Expand/Collapse tool
.
d. Click OK.
e. On the Options tab, click on Refresh > Refresh.
The Pivot Table’s data source is changed. The Pivot Table reflects the
new data.
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Pivot Table Wizard
To use the Pivot Table Wizard, follow these two steps:
1. In a blank cell, press Alt + D.
2. Press P.
-ORAt File > Options > Customize Ribbon (or Quick Access Toolbar), select Commands Not
in the Ribbon. Select PivotTable and PivotChart Wizard.
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GETPIVOTDATA Function
This function can be used to return data that is stored in a Pivot Table report. In order to
use this function, the summary data requested must be visible in the report.
For more information about this function:
1. Click in a cell outside of the Pivot Table to make the Pivot Table inactive.
2. Click on the Insert Function tool
in the formula bar.
3. In the Insert Function dialog box, type getpivotdata in the Search for a function
edit box.
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4. Click on Go.
5. Select the link Help on this function.
NOTE: To reference a cell in a pivot table:
•
•
•
•
•
Click in the cell where the reference is to be created.
Type an equals sign =.
Click in the cell within the Pivot Table that contains the data you need.
Press the ENTER key.
A formula is entered in the target cell, similar to this:
=GETPIVOTDATA("Volume",Sheet5!$A$3,"Center","Atlantic","Year",2007)
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Use a Summary Value Field Twice
Suppose the Pivot Table looks similar to this one. Note the Summary Values in the
layout area. The value that is summarized is the Volume field of the source data. This
summary field was renamed SalesTotal.
What you want is to show the SalesTotal values as dollars in one column and as a
percentage of the GrandTotal in the second column.
Important: In the Pivot Table, each field must have a unique name.
1. If necessary, rename the fields in the PivotTable. To rename a field, click in that
cell and enter a new name. Even a space at the beginning of a field name is
enough of a difference for Excel.
In this example, the Sales Total field is the summary of the Volume field. The
Sales Total field and the Volume field can both be listed in the Summary Values
layout area, so no further renaming is necessary.
2. Drag down the field from the field list to the Summary Values layout area.
In this example, the Volume field is dragged to Summary Values.
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3. Right click on any of the values in the second column.
A shortcut menu displays.
4. Select Value Field Settings.
The Value Field Settings dialog box displays.
5. Click on the Show Values As tab.
6. Select % of Grand Total from the list at the down arrow.
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7. Click on OK.
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Create an Ad Hoc Reporting Tool
Bill Jelen (Mr. Excel) suggests using a Pivot Table as an answer tool for managers. 5
To do this:
1. Move the label fields to the Report filter area of the Pivot Table Field List.
2. Move all the value fields to the ∑ Values area.
Here is an example of steps 1 and 2.
3. To answer a question, use the filter down arrows.
For example, what is the 2007 first quarter sales volume for the Northeast
center?
5
Bill Jelen (Mr. Excel). Microsoft Office Excel 2007.(Indianapolis: Que, 2007), 251.
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Create a Pivot Chart
Default Chart
1. Create the Pivot Table.
2. With the active cell within the Pivot Table, press F11 on the keyboard.
The default chart, a 2-D column chart, is created on a separate worksheet.
The Pivot Table field list displays.
3. Use the filters on the Pivot Chart to filter the data displayed in the chart.
If a filter is applied to the Pivot Chart, the
same filter simultaneously is applied to the
Pivot Table.
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4. Use the PivotChart Tools on the Ribbon to modify the chart.
5. OPTIONAL:
The rows of data may be switched to be the columns of data.
a. With the chart selected, click on the Design tab of the Ribbon.
b. Select the Switch Row/Column tool.
The rows of data are switched to be the columns of data.
Compare the data labels on this Chart to those in step 2.
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Choose a Chart Type
1. Create the Pivot Table.
2. With the active cell within the Pivot Table, select the Insert tab of the Ribbon.
3. Click on the Other Charts tool.
4. From the list that displays, select
The Insert Chart dialog box displays.
.
5. Select the type of Chart to be created.
6. Click on OK.
The Chart is created on the existing worksheet.
7. To move the Chart to another location on the same worksheet, drag the chart by
one of its borders.
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8. To move the Chart to its own worksheet:
a. Click once on the Chart to select it.
b. On the Design tab of the Ribbon, click on the Move Chart tool.
c. In the dialog box, select New Sheet.
d. OPTIONAL: Enter a name for the sheet. If a name is not entered, the
sheet will be named Chart(#).
e. Click on OK.
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Transpose Data
Use the Paste Special > Transpose command to reverse the data in the columns to the
data in the rows.
For example:
Original Data
Transposed Data
Note: If the original data was placed in a Table by using the Insert > Table command in
Excel, the original data must be converted to a range in order for the Transpose
command to be available.
1. OPTIONAL: If the data is in a Table:
a. Click in one of the Table’s cells.
b. On the Table Tools – Design tab of the Ribbon, click on Convert to Range.
c. Confirm the conversion of the Table to a range, by clicking on Yes in the
prompt.
2. Select all the cells that contain the data to transpose, including the labels
To select a large range of data:
a. Click in the first cell of the range.
b. Scroll down and SHIFT + click in the last cell of the range.
3. On the Home tab of the Ribbon, click on the Copy tool
or press
CTRL + C.
4. Navigate and click in the blank cell in which to paste the copied data.
5. On the Home tab of the Ribbon, click on the down arrow of the Paste tool.
6. Select Paste Special from the list that displays.
The Paste Special dialog box displays.
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7. Select the Transpose checkbox.
8. Click on OK.
9. The range of data is transposed and pasted, as selected.
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Resource
Go to http://www.datapigtechnologies.com/Webinars/PivotTableTips.htm . This is a
tutorial from Mike Alexander. It is filled with tips on creating Pivot Tables.
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These materials may not be reproduced in whole or in part without the express permission of
The University of Akron.