Excel

Authored and Presented b

 Excel Pivot Table
red and Presented by: Rushdhi Hassen@UNOPS Sri Lanka
 DataNormalization
Data Normalization
As in a typical database, Column Labels
Asrepresent
in a typical database,
Field Name inColumn Labels and
Pivot Tables,
represent FieldLabels
all Column Namemust
in Pivot Tables,. and
be unique
all Column Labels must be unique.
Date Fields should be formatted as Dates
Date Fields Fields
Numeric shouldformatted
be formatted as Dates
as Numbers
Numeric Fields
Text Fields asformatted
Text as Numbers
Text
NoFields
BlankasColumns
Text / Rows within the Data Set
NoNo
Blank
EmptyColumns / Rows
Cell within thewithin the Data Set
Data area
No Empty Cell within the Data area
 HowtotoCleanup
How CleanupData
Data
Remove any unnecessary spaces in Texts by
Remove any unnecessary
using TRIM Function spaces in Texts by
using TRIM Function
Use FIND and REPLACE (CTRL H ) for items
Use FIND
that andto
needs REPLACE (CTRLorH corrected
be modified ) for itemsto
that needsthere
ensure to beare
modified or corrected
no special characters,toetc
ensure there are
If necessary, noerror
use special characters,
trapping etc
/ checking
If necessary,
formulas touse error trapping
eliminate / checking
calculation errors in
formulas
data setto eliminate calculation errors in
data set
TYPICAL DATA THAT FLOWS INTO DIFFERENT PARTS OF A PIVOT TABLE

Row Area : Names, Project Numbers / Names, Project Locations, Business Unit, Etc
Column Area : Months, Periods, Years, Currency, Etc
Values Area : Disbursements, Receipt Accruals, Expenditures, Commitments, Etc
Filter Area : Optional - Could be Project Number, Years, Location, Etc

FILTER (OPTIONAL)

COLUMN AREA

R
O VALUES AREA
W (THIS AREA WILL HAVE
YOUR NUMERIC DATA)
A
R
E
A
 OF A PIVOT TABLE

Business Unit, Etc

mmitments, Etc
 FORMATTING THE PIVOT TABLE

Refreshing the Data

Right Click in the Values area and select "Refresh" whenever
any changes are made to the underlying data, or to the data range
Formatting Data
Right Click in the values area, and choose a suitable Numeric format
Style Formatting
Report Layout, Grand Totals, Sub Totals, Customization of Pivot Styles
SUMMARIZE VALUES BY COUNT, AVERAGE, SUM,

Any Numeric Data field could be analysed in multiple ways :

Drop Disbursement Field 3 Times, and you could analyse them into
Sum, Transaction Count, and Average
SHOW VALUES AS

This option uses a base field to show values as "Running Total" to display
cumulative Values, or "Difference From" to compare with data of previous
period
Calculated Fields & Formulas

You can perform calculations within your Pivot Table based on results of
other cell values, provided the cells do not result in non-numeric values
GROUPING FIELDS

Grouping helps create summary Reports

Group By Numbers
By dragging Numeric data into Row area, you could create data with a numeric interval
Group By Date
Group Date Fields by Days, Weeks, Months, Years or Quarters
Group By Text
Highlight the Text, and Group the Text as per your requirement