UC Excel 2010 - Module 5 - Pivot Tables PDF

MODULE
Microsoft Excel 2010 How PivotTables Reveal Data Secrets For
DASH DESIGNS CONSULTING Technology Training and Consulting Services
Excel 2010 PivotTable Secrets For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Microsoft Excel 2010 How PivotTables Reveal Data Secrets For The Haas School of Business, University of California
Revised: July 18, 2011
Copyrights and Trademarks
2011, Dash Designs Consulting, Jerry Maletsky San Rafael, CA 94903 email: jerry@dashdesignsconsulting.com web site: www.dashdesignsconsulting.com fax (415) 491-1490
Dash Designs Consulting gives permission to the Haas School of Business of the University of California at Berkeley to reprint this training manual for internal use only. No re-sale of this material or renunciation of copyrights are granted by this author.
Any mention or use of Microsoft, University of California, or any third party products is hereby acknowledged by Dash Designs Consulting to be for the sole purpose of editorial and educational use of this training manual and for the benefit of the mentioned parties.
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

Microsoft Excel 2010 How PivotTables Reveal Data Secrets For
CHAPTER
Jerry Maletsky Dash Designs Training And Consulting

CHAPTER
PivotTable Filled in Screen
Reference Worksheet: Orders
CREATING PIVOTTABLES
Report Filter Field
Column Field
w o R
d l e i F
e u l a V
d l e i F
A PivotTable report is, in essence, a spreadsheet view of data managed in list formats. One limitation of tracking data records is the inability to glance at those records and get an analysis of that data. A PivotTable is an interactive spreadsheet that quickly summarizes and compares large amounts of data. You can rearrange its rows and columns to see different summaries of the source 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 want to compare several facts about each figure. In the report displayed above, you can easily see the products any customer is purchasing and compare which products are out-performing others. Because a PivotTable report is interactive, you can change the view of the data to see more details or calculate different summaries, such as counts or averages.
CHAPTER
CREATING PIVOTTABLES There are Four (4) types of fields in a PivotTable:

Row Labels
Value
Column Labels Report Filter
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 fields placed 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 column fields 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 be summarized. The name and function assigned to the Data field will be displayed in the top left cell of the PivotTable A Report Filter field can be used to filter the PivotTable for a particular item in that Page field. To create a PivotTable report, you select the Insert Tab: PivotTable command. In the dialog box, you verify the source data you want from your worksheet list or external database. Excel then provides you with a worksheet 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 Excel summarizes and calculates the report for you automatically. After you create a PivotTable report, you can customize it to focus on the information you want: change the layout, change the format, or drill down to display more detailed data.
1
Excel Data List
CHAPTER
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 contain the labels describing the information in the columns below (fields). Every other row is considered a record of information describing that item.
CHAPTER
PivotTable Summarizing Data From Excel List
1
Create a PivotTable Steps: Click anywhere in contiguous area that makes up the list Click Insert tab: PivotTable button In the Create PivotTable dialog box , confirm the source for the PivotTable (Table/Range) If necessary, select Use an external data source option and choose the source list file name Select whether the PivotTable should be placed on a New Worksheet (recommended) or an Existing Worksheet) Click OK
CHAPTER
Insert Tab PivotTable Command
CHAPTER
Create PivotTable Dialog Box
Note: Above Table/Range of source data is based on records added within the contiguous 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 (see previous information on Page 4).
1
CREATING PIVOTTABLES Now you are ready to create the PivotTable.
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Just drag the fields from the PivotTable Field List into the area of the PivotTable you want to populate.
Empty PivotTable Layout
DRAG FIELDS TO FIELD AREAS BELOW
CHAPTER
Populated PivotTable
1
PIVOTTABLE COMMAND RIBBONS
PivotTable Tools: Options Tab
PivotTable Tools: Design Tab
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CHAPTER
CHAPTER
REARRANGING PIVOTTABLE FIELDS PivotTables are extremely flexible. After placing the initial fields to be viewed in the PivotTable, they can be resituated to another position in that PivotTable or removed from the PivotTable. Additional fields can also be added to a Row, Column, Data, or Page field area. 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)
Before Moving PivotTable Fields
11
1
UPDATING PIVOTTABLES
Remember! 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.
12
CHAPTER
By default, PivotTables do not update as data changes in the underlying list. If you want to make sure the PivotTable displays the latest data from the source flat-file list, manually update the PivotTable.
Manually Update a PivotTable
Steps: Click into the PivotTable Click the Refresh button on the PivotTable Tools: Options Tab
Note: The PivotTable tools that contain the Options and Design tabs are only visible when the user has activated the PivotTable by clicking into it.
Not Included In PivotTable
Add New Records Within Original Data Source Range

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PIVOTTABLE OPTIONS BUTTON The PivotTable Options dialog box allows the user to set controls on the PivotTable. These include setting refresh options, turning off Grand Totals, Preserving formatting, and how to display empty cells and error values.
This option will automatically refresh the PivotTable upon opening the workbook within which it is contained.
13
1
UPDATING
THE
14
CHAPTER
PIVOTTABLE
TO
INCLUDE NEW RECORDS
As discussed previously, PivotTables do not update automatically after data changes in the source list. The Refresh Data command on the Options Tab of the 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 the data source list, the PivotTable will not include them because they fall outside the original source list range. For example, if the source list is originally a range from A5:M600 and new records are added to the next 175 rows making the list range A5:M775, the PivotTable must be adjusted to include these new records 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 Options tab 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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TO
CHAPTER
UPDATING
THE
PIVOTTABLE
INCLUDE NEW RECORDS
15
CHANGING THE FUNCTIONALITY
By default, Value Fields summarize their data using the Sum function. Excel allows Value Fields to be summarized with a group of other functions such as Average, Count, Min, Max, and StdDev. The Field Settings dialog box contains the function options. In addition to the function, this dialog box allows the user to rename the field, format field values, and change the relationship of summarized data to the other data in that field. Steps: Click the field name of the Value field (i.e. Sum of Quantity Sold) Click the Options Tab on the PivotTable Tools group Click Field Settings command
In the Summarize by box, select a different function, if necessary Click in the Custom Name box and rename data field, if necessary Click on the Number button and format field, if necessary Click OK
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CHAPTER
OF
A VALUE FIELD
Value Field Settings Dialog Box
CHAPTER
2
A VALUE FIELD
CHANGING THE FUNCTIONALITY
OF
Changing The Functionality of Value Field Before
Changing The Functionality of Value Field After
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CHANGING THE RELATIONSHIP OF SUMMARIZED DATA As mentioned previously, the Field Settings dialog box contains the function options. In addition to the function, this dialog box allows the user to change the relationship of summarized data to the other data in that field. By default, the values in the Data Field display as they are. Specifically, a value of 100 displays as 100, independent of any other values. By clicking the Show Values As tab in the Value Field Settings box and changing the Show Data As option, the data can be viewed as it relates to other values. For example, the value can be displayed as the Difference From a selected value in that Data Field. Other options include showing data as a percentage to the row field or the column field or total.
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CHANGING THE RELATIONSHIP OF SUMMARIZED DATA

PivotTable With Value Field Displaying Percentage of Row Item
Note: Zero Values are hidden in this example. The command to hide zero values is the Office Button: Excel Options command. In the Advanced Area, uncheck Show a zero In cells that have zero values.
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2
Function Difference From Result
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Displays all the data in the value area as the difference from the value for the specified Base field and Base item. The base field and base item provide the data used in the custom calculation. Displays all the data in the value area as a percentage of the value for the specified Base field and Base item. The base field and base item provide the data used in the custom calculation. Displays all the data in the value area as the difference from the value for the specified Base field and Base item, but displays the difference as a percentage of the base data. The base field and base item provide the data used in the custom calculation. Displays the data for successive items as a running total. You must select the field for which you want to show the items in a running total. Calculates values as follows: (value for the item) / (value for the parent item on rows) Calculates values as follows: (value for the item) / (value for the parent item on columns)
% Of
% Difference From
Running Total In
% of Parent Row Total % of Parent Column Total
This information in the above table is reprinted from Microsoft Excel Help System.
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Function % of Parent Total
Result Calculates values as follows: (value for the item) / (value for the parent item of the selected Base field)
% of row
In a PivotTable report, displays the data in each row as a percentage of the total for each row. In a Pivot Chart report, displays the data as a percentage of the total for the category. In a PivotTable report, displays all the data in each column as a percentage of the total for each column. In a Pivot Chart report, displays the data as a percentage of the total for the series. In a PivotTable report, displays the data in the value area as a percentage of the grand total of all the data in the report. In a Pivot Chart report, displays the data as a percentage of the total of all data points. Displays the data by using the following calculation: ((value in cell) x (Grand Total of Grand Totals)) / ((Grand Row Total) x (Grand Column Total))
% of column
% of total
Index
This information in the above table is reprinted from Microsoft Excel Help System.
21
2
FILTERING DATA IN PIVOTTABLES
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The PivotTable displays all items in the field that is placed in the table. The data in the PivotTable can be filtered to display only the required items in that field. Data can be filtered by hiding items in a row or column field. In addition, data can be filtered by placing a field in the Report Filter Field area and selecting specific items in that field to display. All other items in that Page Field will be hidden. Steps: Filtering Data In A Row/Column Field Click on the list button of the Row or Column Labels field Uncheck any 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
23
Report Filter Field
The Select Multiple Items checkbox allows the user to filter on multiple items.
24
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FILTERING DATA IN PIVOTTABLES WITH REPORT FILTER FIELDS Report Filter fields allow you to filter the entire PivotTable report to display data for a single item or all the items. More than one field can 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 Filter Field List Report Filter Field List
CHAPTER
FILTERING DATA IN PIVOTTABLES WITH REPORT FILTER FIELDS

Report Filter Field Filtered Data - Before
Report Filter Field Filtered Data - After
25
2
SORTING DATA IN PIVOTTABLES
26
CHAPTER
Data in a PivotTable displays in the order that data appears in the source flat-file list. However, data can be sorted automatically or manually 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
CHAPTER
SORTING DATA IN PIVOTTABLES

Sorting Data After
27
2
CREATING CUSTOM GROUPS IN PIVOTTABLES
28
CHAPTER
Grouping field data can provide another level of analysis in a PivotTable. Although adding additional fields in a PivotTable automatically creates a grouped area, sometimes that isnt an option. To remedy that, the user can create their own group based on items in a Row or Column field. Then the data can be viewed and analyzed in a higher level summary format. Groups of data can be collapsed to view the data as a set of data not available from the 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
CHAPTER
CREATING CUSTOM GROUPS IN PIVOTTABLES

Grouping Data Before
Grouping Data After
29
2
RENAMING GROUPS IN PIVOTTABLES
30
CHAPTER
The names of the groups can be customized to reflect the data. In addition, 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
CHAPTER
RENAMING GROUPS IN PIVOTTABLES
Naming Groups
31
2
Steps: To Drill Down In A Row/Column Field
32
CHAPTER
DRILLING DOWN ON DATA IN PIVOTTABLES Groups of data can be collapsed to show just the totals for that group and then expanded to display the detail data again.
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
33
2
BREAKING DOWN VALUE FIELDS
34
CHAPTER
PivotTables summarize data in the Data Field. A value in the Value Field can represent hundreds of records in the underlying data list. You can view the detail of the summarized data in the Value Field by double-clicking a value. Excel will create a new worksheet with a list of the records (a copy of those original records) that make up that summarized value.
To Build Reports Based On Data Fields
Steps: Click into the PivotTable Double-Click on a Value Field item (A new worksheet will appear with the detail records that make up that data field value)
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 the Item field. Only a Value field item (i.e. Revenue) will display records from which that value came from in a new worksheet.
CHAPTER
BREAKING DOWN VALUE FIELDS
Build Reports Based On Value Fields - Before
Double-Click
Build Reports Based On Value Fields - After
Creates New Worksheet
35
36
CHAPTER
BUILDING PIVOTTABLES BASED FROM REPORT FILTER FIELDS You can build new PivotTable reports based on Report Filter Fields. These new reports create new worksheets containing PivotTables displaying data from each of the items in that Report Filter Field.
To Build Reports Based On Report Filter Fields
Steps: Click into the PivotTable 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
Note: Choose the preferred page field (there could be several) and click OK.
CHAPTER
BUILDING PIVOTTABLES BASED FROM REPORT FILTER FIELDS

Report Filter Field With List of Items
New PivotTable As A Result Of Show Report Filter Pages Command
37
2
CHARTING PIVOTTABLES
38
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PivotTables can be charted at the same time as they are created or any time after. Although, the user can choose any chart type they prefer, the most common chart type used is a Stacked Column. This is a very efficient way to display the chart since many times the data in a PivotTable is not consistent (there might not be any). There may be many values in the Value Field. Typical column or line 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 in Excel. That includes chart type, chart options, formatting series, legends, and data labels.
To Chart PivotTables
Steps: Click into the PivotTable 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)
CHAPTER
CHARTING PIVOTTABLES
Category button allows you to filter the report filter field if it is placed in the Pivot Table Sum of Quantity displays the function the value field is using Region button allows you to filter the series that display in the chart (i.e. Region) Item button allows you to filter the category axis items (i.e. item field)
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.
39
2
USING SLICERS TO FILTER PIVOT TABLES
40
CHAPTER
AND
CHARTS
Slicers are a new Excel 2010 tool that can be used to graphically filter a Pivot Table and/or its Pivot Chart, much like the way Report Filter fields are used in a Pivot Table. The real advantage to slicers is that they are visual image buttons that represent each item in that field and can be used to display elements of your 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
2
AND
CHAPTER
USING SLICERS TO FILTER PIVOT TABLES
CHARTS
Insert Slicer box and Slicer Pods Worksheet
Slicer Pods Displayed on Worksheet
41
2
FORMATTING PIVOTTABLES
42
CHAPTER
PivotTables can be formatted just like data in any worksheet. Font, number, shading, and border formatting can be added to areas of the PivotTable. The PivotTable Options dialog box contains an option to Preserve formatting that will retain user-added formatting when the table data is refreshed. In addition, formatting can be PivotTable Styles Gallery in PivotTable Tools group. There that can be applied to a PivotTable added automatically using the the Design Tab under the are a variety of different styles at any time.
To Automatically PivotTables
Steps: Click into the PivotTable Click the Design Tab under the PivotTable Tools group Open PivotTable Styles Gallery Choose a layout from the gallery
CHAPTER
FORMATTING PIVOTTABLES
PivotTable Without Formatting
PivotTable With Formatting
43
44
CHAPTER
3
Steps:
CUSTOM PIVOTTABLE CALCULATIONS
CREATE A CUSTOM CALCULATION IN A PIVOTTABLE
If items in the field to which you want to add the calculated item are grouped, ungroup them.
Select the field or an item in the field to which you want to add the calculated
item.
Click Formulas 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 click Insert Item. Note: You can include only items from the same field in which you are creating the calculated item.
Click Add, and then click OK.

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.
Formulas Command on the Options Tab under the PivotTable Tools group.
Custom PivotTable Calculations
CHAPTER
CREATE A CUSTOM CALCULATION IN A PIVOTTABLE

Calculated Field Dialog Box
PivotTable With Calculated Field Example
45

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MODULE

Microsoft Excel 2010 How PivotTables Reveal Data Secrets For

DASH DESIGNS CONSULTING Technology Training and Consulting Services

Copyrights and Trademarks

Analyzing Data With PivotTables

Custom Calculations In PivotTables

Reference Workbook: UC Excel 2010 - PivotTables.xlsx

Microsoft Excel 2010 How PivotTables Reveal Data Secrets For

Jerry Maletsky Dash Designs Training And Consulting

Report Filter Field

CREATING PIVOTTABLES There are Four (4) types of fields in a PivotTable:

Column Labels Report Filter

PivotTable Summarizing Data From Excel List

Insert Tab PivotTable Command

Empty PivotTable Layout

DRAG FIELDS TO FIELD AREAS BELOW

PivotTable Tools: Options Tab

PivotTable Tools: Design Tab

Before Moving PivotTable Fields

Manually Update a PivotTable

Not Included In PivotTable

Add New Records Within Original Data Source Range

INCLUDE NEW RECORDS

INCLUDE NEW RECORDS

CHANGING THE FUNCTIONALITY

Analyzing Data With PivotTables

Value Field Settings Dialog Box

Analyzing Data With PivotTables

CHANGING THE FUNCTIONALITY

Changing The Functionality of Value Field Before

Changing The Functionality of Value Field After

Analyzing Data With PivotTables

Analyzing Data With PivotTables

CHANGING THE RELATIONSHIP OF SUMMARIZED DATA

Analyzing Data With PivotTables

CHANGING THE RELATIONSHIP OF SUMMARIZED DATA

% of Parent Row Total % of Parent Column Total

Analyzing Data With PivotTables

CHANGING THE RELATIONSHIP OF SUMMARIZED DATA

Function % of Parent Total

Analyzing Data With PivotTables

Analyzing Data With PivotTables

FILTERING DATA IN PIVOTTABLES

Filtered Data - After

Analyzing Data With PivotTables

Report Filter Field

Report Filter Field List Report Filter Field List

Analyzing Data With PivotTables

FILTERING DATA IN PIVOTTABLES WITH REPORT FILTER FIELDS

Report Filter Field Filtered Data - After

Analyzing Data With PivotTables

Analyzing Data With PivotTables

SORTING DATA IN PIVOTTABLES

Analyzing Data With PivotTables

Analyzing Data With PivotTables

CREATING CUSTOM GROUPS IN PIVOTTABLES

Grouping Data After

Analyzing Data With PivotTables

Analyzing Data With PivotTables

RENAMING GROUPS IN PIVOTTABLES

Analyzing Data With PivotTables

Analyzing Data With PivotTables

DRILLING DOWN ON DATA IN PIVOTTABLES