how to use pivot table

How to Use

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1.Microsoft Excel 2.Google Spreadsheets

What is Pivot Table?

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A PIVOT TABLE is a program tool used to reorganize data in a

spreadsheet to obtain a desired report more

effectively. dennissaren.wordpress.com 3

What are the advantages of using

Pivot Table?

It sums up large amount of Data into a

small amount of space.

It helps decision-makers use data more

efficiently.

Keeps presentation of information more

organized.

It provides interactive data analysis.

It can link presentation to external data

sources.

Data can be combined from multiple sheets.

Can create chart of summarized data in

the Pivot Table.

Now let’s START!

Pivot Table in PART 1

Here is the sample data for our Pivot Table tutorial.

The sample is about Summary of Rice Sales.

It states the branch, rice variety, period of sales and

total sales.

Drag the data then click Insert Menu.

In the Insert menu, Click Pivot Table.

Dialogue box appears for data you want to analyze.

Select table range or you may use an external data source.

I prefer new worksheet to make presentation neat and tidy.

To build a report, choose field from the PT Field List.

Click Branch and drag to Report Filter.

Assign Rice Variety to Row Labels.

Drag Period to Column Labels.

Click Sales and place it to Values.

Values can be summarized according to preference.

New presentation is generated on the right thru Pivot Table.

To view only the total sales of Branch M-1.

Unclick All then

check M-1 and click

So Branch M-1, shows the total sales in 155,000 .

Let us switch Rice Variety and Period.

Drag Rice Variety from Row Labels to Column Labels.

Then drag Period to Column Labels.

Rice Variety and Period are now switched in the graph!

Wonder why Pivot Table Field List disappears?

Click the cell on the Table to make Pivot Table Field List

reappear.

To generate report of White Rice from Branch M-4

Click the Branch Filter Field, branches appear in the

dropdown menu.

Unclick All, then Click M-4.

Click the Column Labels, unclick Select All.

Click White Rice, then Click OK.

Branch M-2 with White Rice report is generated.

How to make Chart presentation?

To start, click Insert in the menu.

In the Insert menu you find Charts.

Click your preferred Chart.

I want 3-D Bar graph for this table!

Bar Graph Presentation is generated.

Present Branch M-2 sales in the graph only.

Click the Branch and click M-2.

In this Graph, Branch M-2 is generated.

To change in sales of M-1, Black Rice for Qtr 3. New

amount is $55,000.

Open the original report and input new figure of $55,000.

Amount of $55,000 is now in place.

How will this affect the table?

Note that original report

shows $45,000 only.

Right Click $45,000, then option box appears, then Click

Refresh.

New amount appears and Bar Graph changes data

automatically.

PART 2

It is a Web-based application that allows users to create,

update and modify spreadsheets and share the data live online.

What is Google Spreadsheets?

The Ajax-based program is compatible with Microsoft Excel and CSV (comma-

separated values) files. Spreadsheets can also

be saved as HTML.

In the google chrome browser, open https://docs.google.com.

Google docs website will appear below.

Click Docs menu.

Choose Sheets and Click to open.

Now let us choose the blank sheet.

Here is now the Untitled spreadsheets.

We use same sample in the MS Excel Pivot Table.

You will notice that the raw data is in Sheet 1.

Now let us create a title of the spreadsheet.

Click Untitled spreadsheet and write SUMMARY OF RICE

SALES.

Highlight data in the sheet and in the Menu Bar, CLICK Data.

Now CLICK Pivot Table in the Data Menu.

New table appears which is the Report Editor at the right.

In the Rows, add field with either Branch, Rice Variety,

Period or Sales.

The table on the right now generates 4 different branches.

Grand Total appears because I clicked Show Totals.

Place Rice Variety with Show totals in the Columns field.

Table now generates Rice Variety in the Column field

with its Total.

VALUES is really important. It is how you

will present figures in the presentation.

Place Sales in Values field, and total amount of Sales.

The sales information is generated on the table.

To use account Sales, Click COUNT in the dropdown

COUNT summary is generated with a Grand Total

of 16.

Assuming a change in Sales at M-2 from 50,000 t0 60,000.

Go to Sheet 1, change the figure under Sales column .

Pivot Table shows the new total automatically.

How to use Chart presentation?

In google sheets, we find Chart in the Insert Menu Bar.

Now CLICK Chart.

Chart Editor appears.

In the Chart Editor, there are options that we can

We can use any of the recommended charts.

Click the desired Chart and click Insert Button.

Selected Chart appears on the Pivot Table.

There are also other Chart types that we can use.

We can customize

Columns, Rows, Headers or

choose other types of

available chart templates.

In this presentation, I switch Rows and Columns.

Customization

Can change the Title of the Chart.

Click The Title and Write Summary of Rice Sales.

Chart now shows the Edited Title - Rice Sales Summary.

Can change Font.

I can even change background Color of the

Chart.

From white background, now the chart background is blue.

But as you excel in everything—in faith, in speech, in knowledge, in all earnestness, and in our love for you—see that you excel in this

act of grace also

2 Corinthians 8:7

END OF SLIDE

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