excel 2010 pivot tables

M O

D U

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5

DASH DESIGNS CONSULTING

Technology Training and Consulting Services

Microsoft Excel Microsoft Excel

20102010

How PivotTables How PivotTables

Reveal Reveal

Data “Secrets”Data “Secrets”

For For

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: [email protected] web 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 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.

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.


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 2010 How 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 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.

CREATING PIVOTTABLES

Reference Worksheet: Orders

Value Field

Value Field

Value Field

Row Field

Row Field

Row Field

Column FieldColumn FieldColumn Field

Report Filter FieldReport Filter FieldReport Filter Field

Piv

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Creating PivotTables


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There are Four (4) types of 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 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.

Row Labels Value

Column Labels Report Filter


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Excel Data List


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 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 Insert tab: 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 the

source 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



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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).


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Now you are ready to create the PivotTable.

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


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Populated PivotTable


1


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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 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.

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 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.

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 into

it.

Add New Records Within Original Data Source Range

Not In

clu

ded In

Piv

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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.


1

This option will automatically refresh the PivotTable upon open-

ing the workbook within which it is contained.


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UPDATING THE 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


1


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UPDATING THE PIVOTTABLE TO INCLUDE NEW RECORDS


1


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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.

CHANGING THE FUNCTIONALITY OF A VALUE 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

Value Field

Settings Dialog

Box

2 Analyzing Data With PivotTables


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CHANGING THE FUNCTIONALITY OF A VALUE FIELD


2

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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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: Excel

Options 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 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.

% Of 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.

% Difference

From

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.

Running Total In 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.

% of Parent Row

Total

Calculates values as follows:

(value for the item) / (value for the parent item on rows)

% of Parent

Column Total


(value for the item) / (value for the parent item on columns)


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


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Function Result

% of Parent Total


(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.

% of column 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.

% of total 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.

Index Displays the data by using the following

calculation:

((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 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.

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

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



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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 Report Filter Field List

The Select Multiple

Items checkbox allows

the user to filter on mul-

tiple items.


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FILTERING DATA IN PIVOTTABLES WITH REPORT FILTER FIELDS

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 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



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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 a

PivotTable. Although adding additional fields in a PivotTable automatically creates a grouped area, sometimes that isn’t 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



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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. 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



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Naming Groups

RENAMING GROUPS IN PIVOTTABLES



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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.

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 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.

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 the

Item field.

Only a Value field item (i.e. Revenue) will display records from

which 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: Choose

the preferred

page field (there

could be

several) and

click OK.

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.

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 FILTER FIELDS

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 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.

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 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)


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USING SLICERS TO FILTER PIVOT TABLES 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


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USING SLICERS TO FILTER PIVOT TABLES AND 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 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 added automatically using the PivotTable Styles Gallery in the Design Tab under the

PivotTable 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.

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.

CREATE A CUSTOM CALCULATION IN A PIVOTTABLE

3 CUSTOM PIVOTTABLE CALCULATIONS

Formulas Command on

the Options Tab under

the PivotTable Tools

group.


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CREATE A CUSTOM CALCULATION IN A PIVOTTABLE

Custom PivotTable Calculations

3

Calculated Field Dialog Box

PivotTable With Calculated Field Example

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