uc excel 2010 - module 5 - pivot tables.pdf

7/27/2019 UC Excel 2010 - Module 5 - Pivot Tables.pdf

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5

DASH DESIGNS CONSULTING

Technology Training and Consulting Services

Microsoft ExcelMicrosoft Excel20102010How PivotTablesHow PivotTables

RevealRevealData SecretsData Secrets

ForFor


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Excel 2010 PivotTable Secrets For The Haas School of Business, UC Berkeley - Dash Designs Consulting


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Microsoft Excel 2010How PivotTables Reveal Data

SecretsFor

The Haas School of Business,University of California

Revised: July 18, 2011

Copyrights and Trademarks

2011, Dash Designs Consulting, Jerry MaletskySan Rafael, CA 94903

email: [email protected] site: www.dashdesignsconsulting.com

fax (415) 491-1490

Any mention or use of Microsoft, University of California, or any

third party products is hereby acknowledged by Dash DesignsConsulting to be for the sole purpose of editorial and educational

use of this training manual and for the benefit of the mentionedparties.

Dash Designs Consulting gives permission to the Haas School of

Business of the University of California at Berkeley to reprint thistraining manual for internal use only. No re-sale of this material or

renunciation of copyrights are granted by this author.



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Table of Contents

Creating PivotTables

Creating PivotTables .......................................... 2

Re-Arranging Pivot Fields ................................. 11

Updating PivotTable Data ................................. 12

Analyzing Data With PivotTables

Changing Data Field Functionality ...................... 16

Changing Relationship Of Data ......................... 18

Filtering PivotTable Data .................................. 22

Sorting PivotTable Data ................................... 26

Creating Custom Groups In PivotTables .............. 28

Drilling Down Into Data ................................... 32

Charting PivotTable Data.................................. 38

Using Slicers To Filter Pivot Tables and Charts ..... 40

Auto Formatting PivotTables ............................. 42

Custom Calculations In PivotTables

Calculating In PivotTables ................................ 44

Reference Workbook: UC Excel 2010 - PivotTables.xlsx



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Microsoft

Excel 2010How PivotTables

Reveal

Data Secrets

For

Jerry Maletsky

Dash Designs

Training And Consulting


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1 Creating PivotTables

A PivotTable report is, in essence, a spreadsheet view of datamanaged in list formats. One limitation of tracking data records isthe inability to glance at those records and get an analysis of that

data. A PivotTable is an interactive spreadsheet that quicklysummarizes and compares large amounts of data. You canrearrange its rows and columns to see different summaries of thesource data and you can display the details for areas of interest.

Use a PivotTable report when you want to analyze related totals,especially when you have a long list of figures to sum and you wantto compare several facts about each figure. In the report displayedabove, you can easily see the products any customer is purchasingand compare which products are out-performing others. Because aPivotTable report is interactive, you can change the view of thedata to see more details or calculate different summaries, such ascounts or averages.

CREATING PIVOTTABLES

Reference Worksheet: Orders

ValueF

ield

ValueF

ield

ValueF

ield

RowF

ield

RowF

ield

RowF

ield

Column FieldColumn FieldColumn Field

Report Filter FieldReport Filter FieldReport Filter Field

PivotTable

Filled

in

S

creen


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1

There are Four (4) typesof fields in a PivotTable:

In a PivotTable report, each column or field in your source data becomes

a PivotTable field that summarizes multiple rows of information.

A Row field is used as the labels for each row. Additional row fieldsplaced in the PivotTable are nested (grouped) within the primary row field

(the left-most field)

A Column field is used as the label for each column. Additional columnfields placed in the PivotTable are nested (grouped) within the primary

column field (the top-most field)

In choosing which field(s) that will be used as Row(s) or Column(s),remember that Excel 2010 is limited to 16,384 columns across the

worksheet which may influence the decision.

A Value field, such as Sum of Sales, provides the values to besummarized. The name and function assigned to the Data field will be

displayed in the top left cell of the PivotTable

A Report Filter fieldcan be used to filter the PivotTable for a particular

item in that Page field.

To create a PivotTable report, you select the Insert Tab: PivotTablecommand. In the dialog box, you verify the source data you want fromyour worksheet list or external database. Excel then provides you with aworksheet area for the report and a list of the available fields. As you

drag the fields from the list window to the outlined areas, Microsoft Excelsummarizes and calculates the report for you automatically.

After you create a PivotTable report, you can customize it to focus on theinformation you want: change the layout, change the format, or drill

down to display more detailed data.

Row Labels Value

Column Labels Report Filter


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Excel Data List

1Creating PivotTables

A list in Excel consists of a contiguous range of cells (no blank

rows or columns) in which only the top row of the data containthe labels describing the information in the columns below

(fields). Every other row is considered a record of information describ-ing that item.


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PivotTable Summarizing Data From Excel List


1


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Create a PivotTable



Steps:

Click anywhere in contiguous area that makes up the list

Click Inserttab: PivotTable button

In the Create PivotTable dialog box , confirm the source for the Piv-

otTable (Table/Range)

If necessary, select Use an external data source option and choose thesource list file name

Select whether the PivotTable should be placed on a New Worksheet

(recommended) or an Existing Worksheet)

Click OK

Insert Tab PivotTable Command


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Create PivotTable Dialog Box



1

Note: Above Table/Range of source data is based on records added within thecontiguous range of records on that worksheet. Therefore, it is important to add

future new records by inserting new rows within the contiguous range of the list (seeprevious information on Page 4).


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Now you are ready to create the PivotTable.

Just drag the fields from the PivotTable Field List into the areaof the PivotTable you want to populate.

Empty PivotTable Layout


DRAGFIELDSTO FIELDAREASBELOW


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Populated PivotTable


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PIVOTTABLE COMMAND RIBBONS

PivotTable Tools: Options Tab

PivotTable Tools: Design Tab


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PivotTables are extremely flexible. After placing the initial fields tobe viewed in the PivotTable, they can be resituated to anotherposition in that PivotTable or removed from the PivotTable.Additional fields can also be added to a Row, Column, Data, or Pagefield area.

REARRANGING PIVOTTABLE FIELDS

Steps:

Re-Arranging PivotTable Fields

Drag field to another field area in that PivotTable

(i.e. Row to Column area)

Removing PivotTable Fields

Drag field out of the PivotTable area back into the Field List

Adding Additional PivotTable Fields

Click on the PivotTable toolbar Show Field List button

(if necessary)

Select field and drag into the preferred PivotTable area

(i.e. Row, Column, Value, or Report Filter area)


1

Before Moving PivotTable Fields


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By default, PivotTables do not update as data changes in theunderlying list. If you want to make sure the PivotTable displaysthe latest data from the source flat-file list, manually update thePivotTable.

UPDATING PIVOTTABLES

Steps:

Click into the PivotTable

Click the Refresh button on the PivotTable Tools: Options Tab

Manually Update a PivotTable

New data added to the bottom of the list will not be included in the

PivotTable. To avoid having to reset the original cell range the PivotTable is

based on, insert a row within the original cell range to add the new record(s).You can then sort the list to re-order the data.

Remember!


Note: The PivotTable tools that contain the Options and Design tabs are

only visible when the user has activated the PivotTable by clicking intoit.

Add New Records Within Original Data Source Range

NotIncluded

In

PivotTable


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PIVOTTABLE OPTIONS BUTTON

The PivotTable Options dialog box allows the user to set controls onthe PivotTable. These include setting refresh options, turning offGrand Totals, Preserving formatting, and how to display empty cellsand error values.


1

This option will automatically refresh the PivotTable upon open-ing the workbook within which it is contained.


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UPDATINGTHE PIVOTTABLETO INCLUDE NEW RECORDS

As discussed previously, PivotTables do not update automatically after datachanges in the source list. The Refresh Data command on the Options Tab ofthe PivotTable Tools group will update the table to reflect current data from the

original source range. However, if new records are added to the end of thedata source list, the PivotTable will not include them because they fall outsidethe original source list range. For example, if the source list is originally arange from A5:M600 and new records are added to the next 175 rows makingthe list range A5:M775, the PivotTable must be adjusted to include these newrecords or fields. The Change Data Source command on the PivotTable

Options tab will allow you to update the source list range.

Steps:

Click anywhere in the PivotTable

Click the PivotTable Optionstab

Click Change Data Source button

Update the new source list range by changing the ending cell

address in the dialog box or select the new range with your

mouse

Click OK


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UPDATINGTHE PIVOTTABLETO INCLUDE NEW RECORDS


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CHANGING THE FUNCTIONALITYOF A VALUE FIELD


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Changing The Functionality of Value FieldBefore

Changing The Functionality of Value FieldAfter


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CHANGING THE RELATIONSHIP OF SUMMARIZED DATA

As mentioned previously, the Field Settings dialog box contains thefunction options. In addition to the function, this dialog box allowsthe user to change the relationship of summarized data to the other

data in that field. By default, the values in the Data Field display asthey are. Specifically, a value of 100 displays as 100, independentof any other values.

By clicking the Show Values As tab in the Value Field Settingsbox and changing the Show Data As option, the data can beviewed as it relates to other values. For example, the value can bedisplayed as the Difference From a selected value in that DataField. Other options include showing data as a percentage to therow field or the column field or total.

2Analyzing Data With PivotTables


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PivotTable With Value Field Displaying Percentage of Row Item


Note: Zero Values are hidden

in this example. The com-

mand to hide zero values is

the Office Button: ExcelOptions command. In the

Advanced Area, uncheck

Show a zero In cells that

have zero values.


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Function Result

Difference From Displays all the data in the value areaas thedifference from the value for the specified Basefield and Base item. The base field and baseitem provide the data used in the customcalculation.

% Of Displays all the data in the value area as apercentage of the value for the specified Basefield and Base item. The base field and baseitem provide the data used in the customcalculation.

% Difference

From

Displays all the data in the value area as thedifference from the value for the specified Basefield and Base item, but displays the differenceas a percentage of the base data. The base fieldand base item provide the data used in thecustom calculation.

Running Total In Displays the data for successive itemsas arunning total. You must select the field forwhich you want to show the items in a runningtotal.

% of Parent Row

TotalCalculates values as follows:(value for the item) / (value for the parent itemon rows)

% of Parent

Column Total

Calculates values as follows:(value for the item) / (value for the parent itemon columns)


This information in the above table is reprinted from Microsoft Excel Help System.


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Function Result

% of Parent Total

Calculates values as follows:(value for the item) / (value for the parent item ofthe selected Base field)

% of row In a PivotTable report, displays the data in eachrow as a percentage of the total for each row. In aPivot Chart report, displays the data as apercentage of the total for the category.

% of column In a PivotTable report, displays all the data in eachcolumn as a percentage of the total for eachcolumn. In a Pivot Chart report, displays the dataas a percentage of the total for the series.

% of total In a PivotTable report, displays the data in thevalue area as a percentage of the grand total of allthe data in the report. In a Pivot Chart report,displays the data as a percentage of the total of alldata points.

Index Displays the data by using the followingcalculation:((value in cell) x (Grand Total of Grand Totals)) /((Grand Row Total) x (Grand Column Total))


This information in the above table is reprinted from Microsoft Excel Help System.


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The PivotTable displays all items in the field that is placed in thetable. The data in the PivotTable can be filtered to display only therequired items in that field. Data can be filtered by hiding items ina row or column field. In addition, data can be filtered by placing afield in the Report Filter Field area and selecting specific items inthat field to display. All other items in that Page Field will behidden.

FILTERING DATA IN PIVOTTABLES

2

Steps:

Filtering Data In A Row/Column Field Click on the list button of the Row or Column Labels field

Uncheckany field to be hidden

Click OK

Redisplaying Data In A Row/Column Field

Click on the list button of the Row or Column Labels field

Check (Show All)

Click OK


List Button


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FILTERING DATA IN PIVOTTABLES

Filtered Data - Before

Filtered Data - After



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FILTERING DATA IN PIVOTTABLES WITH REPORT FILTERFIELDS

Report Filter fields allow you to filter the entire PivotTable report todisplay data for a single item or all the items. More than one fieldcan be displayed as a Report Filter field.

Steps:

To Add a Page Field

Drag the field from the field list to the Report Filter Field Area

of the PivotTable

To Filter a PivotTable with a Report Filter Field

Open the Filter button in the Report Filter Field

Select an entry to act as criteria


Report FilterField List

Report Filter Field Report Filter Field List

The Select MultipleItems checkbox allows

the user to filter on mul-tiple items.


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FILTERING DATA IN PIVOTTABLES WITH REPORT FILTERFIELDS

Report Filter Field Filtered Data - Before

Report Filter Field Filtered Data - After



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SORTING DATA IN PIVOTTABLES

Data in a PivotTable displays in the order that data appears in thesource flat-file list. However, data can be sorted automatically ormanually at any time after the PivotTable is created.

Steps:

To Automatically Sort Data In A Row/Column Field

Click on an item in the required row or column field

Click on the Options tab in the PivotTable Tools group

Click Sort Ascending or Sort Descending buttons

To Manually Sort Data In A Row/Column Field

Click on an item in the required row or column field

Drag to the required position

Repeat for each item as necessary

Sorting Data Before



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SORTING DATA IN PIVOTTABLES

Sorting Data After



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CREATING CUSTOM GROUPS IN PIVOTTABLES

Grouping field data can provide another level of analysis in aPivotTable. Although adding additional fields in a PivotTableautomatically creates a grouped area, sometimes that isnt an

option. To remedy that, the user can create their own group basedon items in a Row or Column field. Then the data can be viewedand analyzed in a higher level summary format. Groups of datacan be collapsed to view the data as a set of data not available fromthe source flat-file list.

Steps:

To Group Selected Items In A Row/Column Field

If necessary, sort the items in the field in the preferred order

Select the items needed to create the first group

Click the Options Tab in the PivotTable Tools group

Click Group Selection button

Repeat the above 3 steps as needed

To UnGroup Selected Items In A Row/Column Field

Select the items needed to un-group

Click the Options Tab in the PivotTable Tools group

Click Ungroup Selection button

Repeat the above 3 steps as needed



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CREATING CUSTOM GROUPS IN PIVOTTABLES

Grouping Data Before

Grouping Data After



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RENAMING GROUPS IN PIVOTTABLES

The names of the groups can be customized to reflect the data. Inaddition, the label for the group field can be customized.

Steps:

To Rename Groups In A Row/Column Field

Click on the name of the group (i.e. Group1)

Type a new name

To Rename The Group Field In A Row/Column Field

Click on the name of the group label (i.e. Line No2)

Type a new name



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Naming Groups

RENAMING GROUPS IN PIVOTTABLES



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DRILLING DOWN ON DATA IN PIVOTTABLESGroups of data can be collapsed to show just the totals for thatgroup and then expanded to display the detail data again.

Steps:

To Drill Down In A Row/Column Field

Double-Click on the name of the group (i.e. Division 1)

-- OR --

Click on the name of the group

Click the Collapse Entire Field button on the Options tab

under the PivotTable Tools group

The group data will collapse to show summary data for group

To Expand Data In A Row/Column Field

Double-Click on the name of the group (i.e. Division 2)

-- OR -- Click on the name of the group

Click the Show Detail button on the PivotTable toolbar

The group data will expand to show detail for group



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DRILLING DOWN ON DATA IN PIVOTTABLES



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BREAKING DOWN VALUE FIELDS

PivotTables summarize data in the Data Field. A value in the ValueField can represent hundreds of records in the underlying data list.You can view the detail of the summarized data in the Value Fieldby double-clicking a value. Excel will create a new worksheet witha list of the records (a copy of those original records) that make upthat summarized value.

Steps:


Double-Click on a Value Field item

(A new worksheet will appear with the detail records that

make up that data field value)

To Build Reports Based On Data Fields


Note: An item is a value in a PivotTable field. For example, the value$54,978 in the Total Revenue $$$ field is an item in that field.Europe is an item in the Region field. BH-2500 is an item in theItem field.

Only a Value field item (i.e. Revenue) will display records fromwhich that value came from in a new worksheet.


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BREAKING DOWN VALUE FIELDS

Build Reports Based On Value Fields - Before

Build Reports Based On Value Fields - After


Creates New Worksheet

Double-Click


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Note: Choosethe preferred

page field (there

could beseveral) andclick OK.

BUILDING PIVOTTABLES BASED FROM REPORT FILTERFIELDS

You can build new PivotTable reports based on Report Filter Fields.These new reports create new worksheets containing PivotTablesdisplaying data from each of the items in that Report Filter Field.

Steps:


Click the Options tab under the

PivotTables Tools group

Click the Options list button

Select Show Report Filter Pages

Select the preferred field

Click OK

To Build Reports Based On Report Filter Fields



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BUILDING PIVOTTABLES BASED FROM REPORT FILTERFIELDS

New PivotTable As A Result Of Show Report Filter Pages Command

2

Report Filter Field With List of Items



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CHARTING PIVOTTABLES

PivotTables can be charted at the same time as they are created orany time after. Although, the user can choose any chart type theyprefer, the most common chart type used is a Stacked Column.This is a very efficient way to display the chart since many timesthe data in a PivotTable is not consistent (there might not be any).There may be many values in the Value Field. Typical column orline charts do not display large amounts of data well.

The chart is linked to the PivotTable. Pivot charts contain row,column, data, and page field areas just as in the table.

Any changes to fields in the PivotTable effect the chart. As well,any changes to the fields in the chart effect the PivotTable.PivotTable charts can be formatted just as any chart created inExcel. That includes chart type, chart options, formatting series,legends, and data labels.

Steps:


Click the Options Tab under the PivotTable Tools group

Click PivotChart command

From the Chart Type box, select the preferred chart type

Edit the chart as necessary (see above notes)

To Chart PivotTables



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CHARTING PIVOTTABLES


Note: The PivotChart Field buttons (see above) can be used to further

filter the data that is displayed on the chart. However, remember that any

changes to the display of the data in the chart also affects the PivotTable.

Category button allows you to filter the report filter field if it is placed in the Pivot TableSum of Quantity displays the function the value field is using

Region button allows you to filter the series that display inthe chart (i.e. Region)

Item button allows you to filter the category axis items

(i.e. item field)


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USING SLICERS TO FILTERPIVOT TABLESAND CHARTS


Slicers are a new Excel 2010 tool that can be used to graphically filter aPivot Table and/or its Pivot Chart, much like the way Report Filter fieldsare used in a Pivot Table.

The real advantage to slicers is that they are visual image buttons thatrepresent each item in that field and can be used to display elements ofyour Pivot Table.

Steps:

Click into the PivotTable or Pivot Chart

Click the Options Tab under the PivotTable Tools group

Click Insert Slicer command

Note: In a Pivot Chart you can find this command on Analyze Tab

From the Insert Slicers box, select the field or fields you want

Click OK

Move and size the slicer pods as wanted.

To Filter Using Slicers

Click on the appropriate item in each slicer

To Un-Filter Using Slicers

Click on the Clear Filter button on the top right of filter pod


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USING SLICERS TO FILTERPIVOT TABLESAND CHARTS


Insert Slicer box and Slicer Pods Worksheet

Slicer Pods Displayed on Worksheet


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FORMATTING PIVOTTABLES

PivotTables can be formatted just like data in any worksheet. Font,number, shading, and border formatting can be added to areas ofthe PivotTable. The PivotTable Options dialog box contains anoption to Preserve formatting that will retain user-addedformatting when the table data is refreshed.

In addition, formatting can be added automatically using thePivotTable Styles Gallery in the Design Tab under thePivotTable Tools group. There are a variety of different styles

that can be applied to a PivotTable at any time.

Steps:


Click the Design Tab under the PivotTable Tools group

Open PivotTable Styles Gallery

Choose a layout from the gallery

To Automatically PivotTables



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FORMATTING PIVOTTABLES

PivotTable Without Formatting

PivotTable With Formatting



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Steps:

If items in the field to which you want to add the calculated item are grouped, un-

group them.

Select the field or an item in the field to which you want to add the calculated

item.

ClickFormulas button on the Options Tab under PivotTable Tools

Select Calculated Field or Calculated Item. In the Name box, type a name for the calculated item (or field).

In the Formula box, type the formula for the item.

To use data from an item in the formula, click the field in the Fields box, click the

item in the Items list, and then clickInsert Item.

Note: You can include only items from the same field in which you are creating

the calculated item.

ClickAdd, and then clickOK.

Note: If the items were originally grouped and you ungrouped them in step 1,

you can group them again or create new groups that include the new

calculated item, if you want.

CREATE A CUSTOM CALCULATION IN A PIVOTTABLE

3 CUSTOM PIVOTTABLE CALCULATIONS

Formulas Command onthe Options Tab under

the PivotTable Toolsgroup.


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CREATE A CUSTOM CALCULATION IN A PIVOTTABLE

Custom PivotTable Calculations

3

Calculated Field Dialog Box

PivotTable With Calculated Field Example

uc excel 2010 - module 5 - pivot tables.pdf

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