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Pivot Tables

Overview

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What are Pivot Tables

Pivot tables in Excel are a versatile reporting tool that makes it easy to extract information from large tables of data without the use of formulas

Uses Data in the table can be categorized and

summarized without making you create formulas to perform the calculations.

Pivot tables also allow user to rearrange the summarized data simply by rotating row and column headings

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Enter Worksheet Data At least three columns of data are needed

to create a pivot table.

Columns must have column heading

It is important to enter data correctly. Errors, caused by incorrect data entry, are the

source of many problems related to data management.

Leave no blank rows or columns when entering the data. This includes NOT leaving a blank row between

the column headings and the first row of data.

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SalesRep Region # Orders Total SalesBill West 217 $41,107 Frank West 268 $72,707 Harry North 224 $41,676 Janet North 286 $87,858 Joe South 226 $45,606 Martha East 228 $49,017 Mary West 234 $57,967 Ralph East 267 $70,702 Sam East 279 $77,738 Tom South 261 $69,496

• Leave no blank rows or columns • Leave NO blank row between the column

headings and the first row of data.

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Before creating Pivot Table

Convert the source data to a table before creating the pivot table This updates the pivot table to include

any data that is added to the data table after pivot table is created

Steps Click on cell in the source data table Select insert tab, Select table Select Ok

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1. Select a Data Cella) In this

example cell B4

2. Select Insert Tab

3. Select table

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Entire data range is selectedMy table has headers is checked

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Data source after conversion to data table

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Converting data source to table gives you option to easily sort or filter on a column(field)

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Create the Pivot Table

Highlight any cell in the data source table

Select insert tab

Select Pivot Table

Data range will be outlined for you

Default output for pivot table will be to place it into a new worksheet

Select ok

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• Table range is outlined

• New worksheet default is checked

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Pivot Table Worksheet

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To create the pivot table

Drag field names into the following boxes Report Filter Row Labels Column Labels

Should be text Values Box

Should only contain numbers to be summarized in some manner

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Pivot table example(Sales by Rep)

Drag the field names to these data areas:• Sales Rep to Row

Labels area• Total Sales to

Values area

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Sales by Region by Rep

Drag the field names to these data areas:• Region & Sales Rep to Row Labels

area• Total Sales to Values area

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Sales by Region by Rep

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Other value options

Change Total sales by region to Average Sales by Region• Highlight the drop down area• Select Value Field settings from pop-

up menu

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Change Total sales by region to Average Sales by Region• Highlight the drop down area• Select Value Field settings from pop-

up menu• Select summarize value field by

that you wish to use and click on OK

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Pivot Table options

Highlight any cell in pivot table

Select options tab

Select options

To have the current Pivot table recalculate when opening the, select Data tab Check refresh data when opening file and

select ok

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1. Options tab2. Options3. Data tab4. Refresh data5. Select ok

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Refresh an open Pivot Table

Assuming you converted the source data to a table before creating the pivot table1. Select any cell in pivot

table 2. Select options tab3. Select refresh

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Pivot Table Styles

To apply a pivot table style1. Select cell in the pivot

table

2. Select the design tab in pivot table tools

3. Apply a design

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