Excel 3 114-130 Learning Excel - Workshop Books 3 PivotTables.pdf · Learning Excel 117 A new...
Transcript of Excel 3 114-130 Learning Excel - Workshop Books 3 PivotTables.pdf · Learning Excel 117 A new...
114 Learning Excel
PivotTablesAnalyze Bookstore SalesEducators are finding themselves creating worksheets to help them keep track of more and more
data. As the worksheets increase in size, it becomes more difficult to find and analyze the data.
This activity and the one following it will teach you how to use PivotTables in Excel to make this
easier.
Learning About PivotTablesA PivotTable lets you reorganize data in a worksheet or database table (like the Staff file in the last
activity) so you can easily analyze the data and print a report. Pivot, in database language, means
to turn (pivot) data to view it from different angles. That’s what you can do with a PivotTable.
A PivotTable is especially useful with large amounts of data. For example, an administrator or his
assistant might enter standardized test scores in an Excel spreadsheet. He would then be able to
quickly compare test scores from different student populations (SPED and ELL), by gender, or by
grade level, using a PivotTable. The PivotTable would allow him to quickly reorganize the data and
compare the scores. This is exactly what you’ll do in the next activity. First, though, you’re going
to create and manipulate a simple PivotTable in this activity so you’ll know how they work before
you work with more complex data.
Learning About the Worksheet1. PivotTables are created from worksheets, so open the file “Bookstore” from the “Learning Excel”
folder on the CD-ROM that came with this book.
This worksheet is a record of sales for a 5-week
period in a school bookstore.
Because the steps for creatinga PivotTable in differentversions are substantiallydifferent, two sets of directionsare given. Find the indicatorfor your version and follow thedirections. Editing thePivotTable is the same for allversions so all versions willfollow these directions.
This Activity Covers the Following Topics• Learning About the PivotTables
• Learning About the Worksheet
• Creating a PivotTable
• Adding Data to the PivotTable
• Editing the PivotTable
• Using a Page Field
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Creating a PivotTable1. It will be difficult to analyze the data in this worksheet because of
the way it is arranged, so we’ll create a PivotTable to make it
easier. Click cell A1A1A1A1A1. Click the Data menuData menuData menuData menuData menu and choose PivotTablePivotTablePivotTablePivotTablePivotTable
and PivotChart Reportand PivotChart Reportand PivotChart Reportand PivotChart Reportand PivotChart Report. The PivotTable and PivotChart Wizard
appears. There are two sections with choices to make. We will use
the defaults We want to analyze the data from this Excel database
and we want to create only a PivotTable, so click Finish Finish Finish Finish Finish because
the selected choices reflect this.
Don’t worry if you drop the field in the wrongbox. You can just drag it out again and drop itoutside the box.
A new PivotTable appears along with a PivotTable
toolbar and the PivotTable Field List dialog box. As
you can see from the text in the new PivotTable,
you can drag and drop data into four different
boxes: Drop Row Fields Boxes Here,
Drop Page Fields Here,
Drop Column Fields Here, and
Drop Data Items Here.
Adding Data to the PivotTableWe’re going to see how may items were sold during the five week period the worksheet covers.
1. From the PivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field List drag the field Item Item Item Item Item to the box Drop Column Fields HereDrop Column Fields HereDrop Column Fields HereDrop Column Fields HereDrop Column Fields Here. The gray
box under the cursor and the box around the Drop Column Fields Here Drop Column Fields Here Drop Column Fields Here Drop Column Fields Here Drop Column Fields Here section help you to
visualize where you are dropping the field.
The Items field data appears across the top of the box. The data looks like column headings
because it is in the Column Fields section of the PivotTable Item Item Item Item Item is boldfaced boldfaced boldfaced boldfaced boldfaced in the PivotTablePivotTablePivotTablePivotTablePivotTable
Field ListField ListField ListField ListField List to show that it has been used in the PivotTable.
2003, XP
Field ListToolbar
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2. Drag DayDayDayDayDay and drop it in the Drop Row Fields Drop Row Fields Drop Row Fields Drop Row Fields Drop Row Fields
Here Here Here Here Here box. The days of the week appear.
3. Drag Number Sold Number Sold Number Sold Number Sold Number Sold to the box Drop Data ItemsDrop Data ItemsDrop Data ItemsDrop Data ItemsDrop Data Items
Here Here Here Here Here box.
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4. Click the Hide Field List button Hide Field List button Hide Field List button Hide Field List button Hide Field List button on the PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar so the Field List palette disappears.
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It is easy to see how many of each item were sold for the 5-week period. Grand TotalGrand TotalGrand TotalGrand TotalGrand Total at the
bottom bottom bottom bottom bottom of the PivotTable shows how many of each item were sold. Grand TotalGrand TotalGrand TotalGrand TotalGrand Total on the rightrightrightrightright
shows how many items were sold each weekday. A total of 201 items were sold as shown in the
bottom right cell where both Grand Totals converge. Jump to All VersionsJump to All VersionsJump to All VersionsJump to All VersionsJump to All Versions.
2000, 97 2004, X, 2001, 98
Creating a PivotTable1. It will be difficult to analyze the data in this worksheet because of the way it is arranged so we’ll
create a PivotTable to make it easier. Click cell A1A1A1A1A1. Click the Data menuData menuData menuData menuData menu and choose PivotTablePivotTablePivotTablePivotTablePivotTable
ReportReportReportReportReport. The PivotTable Wizard appears. We want to analyze
the data in a Microsoft Excel list or databaseMicrosoft Excel list or databaseMicrosoft Excel list or databaseMicrosoft Excel list or databaseMicrosoft Excel list or database, so click FinishFinishFinishFinishFinish
because the selected choice reflects this.
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A new PivotTable appears along with a PivotTable toolbar
with the PivotTable Field List. As you can see from the
text in the new PivotTable, you can drag and drop data
into four different boxes: Drop Row Fields Here, Drop
Column Fields Here, Drop Page Fields Here, and Drop
Data Items Here.
Don’t worry if you drop the field in the wrongbox. You can just drag it out again and drop itoutside the box.
Field ListToolbar
Adding Data to the PivotTableWe’re going to see how may items were sold during the five week period the worksheet covers.
1. From the PivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field List drag the field Items Items Items Items Items to the box Drop Column Fields HereDrop Column Fields HereDrop Column Fields HereDrop Column Fields HereDrop Column Fields Here. The gray
box under the cursor and the box around the Drop Column Fields Here Drop Column Fields Here Drop Column Fields Here Drop Column Fields Here Drop Column Fields Here section help you to
visualize where you are dropping the field.
2. Drag DayDayDayDayDay and drop it in the Drop Row Fields Here Drop Row Fields Here Drop Row Fields Here Drop Row Fields Here Drop Row Fields Here box.
3. Drag Number Sold Number Sold Number Sold Number Sold Number Sold to the box Drop Data Items Here Drop Data Items Here Drop Data Items Here Drop Data Items Here Drop Data Items Here box.
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It is easy to see how many of each item were sold for the 5-week period. Grand TotalGrand TotalGrand TotalGrand TotalGrand Total at the
bottom bottom bottom bottom bottom of the PivotTable shows how many of each item were sold. Grand TotalGrand TotalGrand TotalGrand TotalGrand Total on the rightrightrightrightright
shows how many items were sold each weekday. A total of 201 items were sold as shown in the
bottom right cell where both Grand Totals converge.
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All Versions
Editing the PivotTable1. It was easy to analyze the data, but let’s do another pivot to see if we can make it even easier.
Click a cell containing data in the PivotTablecell containing data in the PivotTablecell containing data in the PivotTablecell containing data in the PivotTablecell containing data in the PivotTable. Click PivotTable PivotTable PivotTable PivotTable PivotTable in the PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar and
choose PivotTable WizardPivotTable WizardPivotTable WizardPivotTable WizardPivotTable Wizard.
2. Click LayoutLayoutLayoutLayoutLayout.
The layout in this new window produced the PivotTable you’ve been working with. You can change
the PivotTable by dragging the field names to other parts of the table.
3. Drag Day Day Day Day Day from the Row box Row box Row box Row box Row box and drop it in the gray areadrop it in the gray areadrop it in the gray areadrop it in the gray areadrop it in the gray area. This is how you remove a field.
4. Drag Item from the Column boxItem from the Column boxItem from the Column boxItem from the Column boxItem from the Column box and drop it in the Row boxdrop it in the Row boxdrop it in the Row boxdrop it in the Row boxdrop it in the Row box.
5. Drag the Day Day Day Day Day field from the Field List to the Column boxfrom the Field List to the Column boxfrom the Field List to the Column boxfrom the Field List to the Column boxfrom the Field List to the Column box. We are still looking at the same data,
but we have pivoted the data so it is in a different order. Click OK OK OK OK OK and then FinishFinishFinishFinishFinish to see the
results. Some people may find the data this layout easier to understand.
The eye naturally looks from left to right, so this layout may be better to analyze the data.
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6. Let’s pivot again. Click a cell with data in the PivotTablecell with data in the PivotTablecell with data in the PivotTablecell with data in the PivotTablecell with data in the PivotTable.
7. Click PivotTable PivotTable PivotTable PivotTable PivotTable in the PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar and choose
PivotTable WizardPivotTable WizardPivotTable WizardPivotTable WizardPivotTable Wizard.
8. Click LayoutLayoutLayoutLayoutLayout.
9. Drag the Item Item Item Item Item field from the Row boxfrom the Row boxfrom the Row boxfrom the Row boxfrom the Row box
and drop itand drop itand drop itand drop itand drop it. Click OK OK OK OK OK and then FinishFinishFinishFinishFinish to
see the results. This is an easy to
understand table, wouldn’t you agree?
Using a Page Field1. Lets add a page field to the table. Click a cell with data incell with data incell with data incell with data incell with data in
the PivotTablethe PivotTablethe PivotTablethe PivotTablethe PivotTable.
2. Click PivotTable PivotTable PivotTable PivotTable PivotTable in the PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar and choose
PivotTable WizardPivotTable WizardPivotTable WizardPivotTable WizardPivotTable Wizard.
3. Click LayoutLayoutLayoutLayoutLayout.
4. Drag the Item Item Item Item Item field from the Field ListField ListField ListField ListField List to the Page box Page box Page box Page box Page box. Click
OK OK OK OK OK and then FinishFinishFinishFinishFinish to see the results.
5. The table looks almost like it did before, but the field Item Item Item Item Item is
at the top with (All) (All) (All) (All) (All) as the filter choice. Click the filter arrow and choose Pencils-LogoPencils-LogoPencils-LogoPencils-LogoPencils-Logo. Click OKOKOKOKOK.
Monthly sales totals for each day of the week for Pencils-Logo appear.
This layout lets you view the total sales for each item separately.
Rows - Ask yourself,“What do you want toknow?” In this table,the question might be”Do items with theschool logo sell betterthan plain items?” Thisquestion and answertells us to put the Itemfield in the Rows box.Why? Because themind automaticallyreads from left to right,the most importantinformation should behere.
PivotTable
Data - Drop the field containing the numerical data here. You must havenumerical data, otherwise the PivotTable will automatically count the non-emptycells. This means that text in a cell becomes a number 1.
Column- Drop the field that separates the data if you wantindividual data to appear. Dropping the field Day into theColumn box makes it easy to see how many of each item weresold each day.
Grand Total-Grand totals areautomaticallygenerated by thePivotTable. Thetotals are createdfrom the values inthe Data box.
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PivotTables 2Analyze Student Test ScoresBecause of NCLB and state standards, educators must keep records of student achievement. They
must also analyze this data to see how well their students are doing. In the last activity you
learned the basics of PivotTables. Now you’ll use that knowledge to analyze student test scores.
Learning About the Worksheet1. Open the file “Test Scores” from the “Learning Excel” folder on the CD-ROM that came with this
book. This worksheet is a database of student test scores of sixth graders from four schools.
Because the steps for creating a PivotTable in different versions are substantially different two
sets of directions are given. Charts are also substantially different. Find the indicator for your
version and follow the directions. Editing the PivotTable is the same for all versions so all
versions will follow these directions.
This Activity Covers the Following Topics• Learning About the Worksheet
• Creating a PivotTable
• Adding Data to the PivotTable
• Editing the PivotTable
• Using a Page Field
• Analyzing the Data
• Removing Data from the PivotTable
• Analyzing the Data
• Using a Column Field
• Charting the Data
Creating a PivotTable1. Click cell A1A1A1A1A1. Click the Data menuData menuData menuData menuData menu, choose PivotTable and PivotChart ReportPivotTable and PivotChart ReportPivotTable and PivotChart ReportPivotTable and PivotChart ReportPivotTable and PivotChart Report. The PivotTable and
PivotChart Wizard appears. We want to analyze the data from this Excel database and we want
to create only a PivotTable, so click NextNextNextNextNext because the selected choices reflect this.
2003, XP
2. The range in the window shows the data in the
database, so click NextNextNextNextNext.
3. The new PivotTable should be created as a new
worksheet, and that is selected, so click FinishFinishFinishFinishFinish.
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A new PivotTable appears along with a PivotTable toolbar
and the PivotTable Field List dialog box. As you can see
from the text in the new PivotTable, you can drag and
drop data into four different boxes: Drop Row Fields Here,
Drop Column Fields Here,
Drop Column Fields Here, and
Drop Data Items Here.
Field ListToolbar
Adding Data to the PivotTableWe’re going to see how boys’ Writing scores compare to girls’ writing scores.
1. From the PivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field List drag the field Gender Gender Gender Gender Gender to the box Drop Row Fields HereDrop Row Fields HereDrop Row Fields HereDrop Row Fields HereDrop Row Fields Here. The gray
box under the cursor and the box around the Drop Row Fields Here Drop Row Fields Here Drop Row Fields Here Drop Row Fields Here Drop Row Fields Here section help you to visualize
where you are dropping the field.
The Gender field appears with each unique piece of data listed (M and F) and Grand Total.
Gender is boldfaced in the PivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field List to show that it has been used in the PivotTable.
2. Drag Student IDStudent IDStudent IDStudent IDStudent ID and drop it to the
right of the Gender field headingright of the Gender field headingright of the Gender field headingright of the Gender field headingright of the Gender field heading.
A large gray I-beam insertion point
shows you where the field will appear.
3. Drag Writing Writing Writing Writing Writing to the box Drop Data Items HereDrop Data Items HereDrop Data Items HereDrop Data Items HereDrop Data Items Here.
4. Scroll downScroll downScroll downScroll downScroll down to examine the data. You’ll see a sum of the
scores for girls (F Total).
5. Scroll down further to see the sum of scores for the boys
(M). You’ll also see a Grand Total of student scores.
This data isn’t useful, but an average would be. We’ll fix that. Jump to All VersionsJump to All VersionsJump to All VersionsJump to All VersionsJump to All Versions.
Don’t worry if you drop the field in the wrong box. You canjust drag it out again and drop it outside the box.
2
1
3
I-Beam
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2000, 97 2004, X, 2001, 98
Creating a PivotTable1. Click cell A1A1A1A1A1. Click the Data menuData menuData menuData menuData menu, choose PivotTable ReportPivotTable ReportPivotTable ReportPivotTable ReportPivotTable Report. We want to analyze the data in a
Microsoft Excel list or databaseMicrosoft Excel list or databaseMicrosoft Excel list or databaseMicrosoft Excel list or databaseMicrosoft Excel list or database, so click NextNextNextNextNext because the selected choice reflects this.
2. The range in the window shows the data the in the
database, so click NextNextNextNextNext.
3. The new PivotTable should be created as a new
worksheet, and that is selected, so click FinishFinishFinishFinishFinish.
A new PivotTable appears along with a PivotTable
toolbar and the PivotTable Field List dialog box. As you
can see from the text in the new PivotTable, you can
drag and drop data into four different boxes: Drop Row
Fields Here, Drop Column Fields Here,
Drop Page Fields Here, and
Drop Data Items Here.
Don’t worry if you drop the field in the wrong box. Youcan just drag it out again and drop it outside the box.
Adding Data to the PivotTableWe’re going to see how boys’ Writing
scores compare to girls’ writing scores.
1. From the PivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field List drag the
field Gender Gender Gender Gender Gender to the box Drop Row FieldsDrop Row FieldsDrop Row FieldsDrop Row FieldsDrop Row Fields
HereHereHereHereHere. The gray box helps you visualize
where you are dropping the field.
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2. The Gender field box appears in the box. Drag
Student IDStudent IDStudent IDStudent IDStudent ID and drop it to the right of the Genderright of the Genderright of the Genderright of the Genderright of the Gender
field headingfield headingfield headingfield headingfield heading. A large gray I-beam insertion point
shows you where the field will appear.
3. Drag Writing Writing Writing Writing Writing to the box Drop Data Items HereDrop Data Items HereDrop Data Items HereDrop Data Items HereDrop Data Items Here.
2 I-Beam
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4. The PivotTable appears with data
listed. Scroll downScroll downScroll downScroll downScroll down to examine the
data. You’ll see a sum of the scores
for girls (F Total) (F Total) (F Total) (F Total) (F Total).
5. Scroll downScroll downScroll downScroll downScroll down further to see the sum of
scores for the boys (M Total)(M Total)(M Total)(M Total)(M Total). You’ll
also see a Grand Total Grand Total Grand Total Grand Total Grand Total of student
scores.
This data isn’t useful, but an average
would be. We’ll fix that.
All Versions
Editing the PivotTable1. Click a cell with data in the PivotTablecell with data in the PivotTablecell with data in the PivotTablecell with data in the PivotTablecell with data in the PivotTable. Click PivotTable PivotTable PivotTable PivotTable PivotTable in the PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar and choose
PivotTable WizardPivotTable WizardPivotTable WizardPivotTable WizardPivotTable Wizard.
2. Click LayoutLayoutLayoutLayoutLayout.
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4. Double-click AVERAGEDouble-click AVERAGEDouble-click AVERAGEDouble-click AVERAGEDouble-click AVERAGE.
Click OKOKOKOKOK, and then FinishFinishFinishFinishFinish. Now Excel will average the data.
5. Column A may need to be widened
because the word Average was
added. Move the pointer so it is on
the line between Columns A and Bline between Columns A and Bline between Columns A and Bline between Columns A and Bline between Columns A and B.
Double-clickDouble-clickDouble-clickDouble-clickDouble-click. Average of Writing fits
in the cell.
3. Gender and Student are in the Row box. Sum of Writing appears in the Data box. Sum tells Excel
to total the scores by gender. Double-click Sum of Writing Double-click Sum of Writing Double-click Sum of Writing Double-click Sum of Writing Double-click Sum of Writing so we can change it.
6. Scroll downScroll downScroll downScroll downScroll down and check the total for girls (F TotalF TotalF TotalF TotalF Total). It’s an
average, but it has too many numbers after the decimal point.
7. Right-clickRight-clickRight-clickRight-clickRight-click the Column C markerColumn C markerColumn C markerColumn C markerColumn C marker ( users C-click) and
choose Format CellsFormat CellsFormat CellsFormat CellsFormat Cells.
8. Click the Number tabNumber tabNumber tabNumber tabNumber tab, then Number. Number. Number. Number. Number. The number 22222
is in the Decimal PlacesDecimal PlacesDecimal PlacesDecimal PlacesDecimal Places box and that’s what we want. Click
OKOKOKOKOK. Now the data looks like we want it to.
Editing the PivotTable1. We don’t need to see every student’s score or ID and
it’s irritating to scroll down to see the totals. Click cell
A5 A5 A5 A5 A5 and then click the Hide Details buttonHide Details buttonHide Details buttonHide Details buttonHide Details button on the
PivotTable toolbar.
2. The detail disappears so it’s easy to read just the data
we need. Click cell A6A6A6A6A6 and hide the details. The data
shows that girls have scored higher than boys on the
Writing test.
You’ll find that you have to reformat the data every time youedit the PivotTable. You can decide if you want to reformateach time. You won’t be instructed to do so, but screenshotswill be formatted to make them easier for you to read.
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3. Click cell A5 A5 A5 A5 A5 and then click the Show DetailShow DetailShow DetailShow DetailShow Detail
buttonbuttonbuttonbuttonbutton to see the scores for each female student.
4. Show the details for the male students.
Removing Data from the PivotTableNow that you’re starting to see how great PivotTables are, let’s learn more. You’ve changed the
layout by moving fields from one section of the PivotTable to another using the layout window.
Now you’ll learn to remove fields from the PivotTable itself. We’re going to modify the table so you
can see most of the information at a glance.
1. Click the Show/Hide Field List button Show/Hide Field List button Show/Hide Field List button Show/Hide Field List button Show/Hide Field List button on the
PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar so the Field List palette if
needed to view the palette.
2. Place the pointer over the Student ID Student ID Student ID Student ID Student ID field, and
when it changes to match the screenshots, drag it fromdrag it fromdrag it fromdrag it fromdrag it from
the PivotTablethe PivotTablethe PivotTablethe PivotTablethe PivotTable. The cursor changes again to show an “X”
showing that the field is being removed.
Drop it outside the PivotTable.
Users Users
3. Drag the GenderGenderGenderGenderGender field and then Average of WritingAverage of WritingAverage of WritingAverage of WritingAverage of Writing from the PivotTable. users won’t be able to
remove Average of Writing. That’s OK, we just won’t
have to move it in later.
Designing a PivotTableYou’ve learned the basics of pivoting data in a PivotTable. Now you need to learn how to design
one. The first step is to ask yourself what you want to learn from this data. Knowing what you
want to see helps you to design the PivotTable. For this activity, let’s say that you decided that you
want to see how each school did on every test. This answer tells you to put the School field in the
Drop Row Fields Here Box. The viewer of a PivotTable automatically looks at the left side of the
table first, so you put your most important information in the Rows Axis.
1. Click a cell with data in the PivotTable. Drag the School School School School School field to the Drop Row Fields HereDrop Row Fields HereDrop Row Fields HereDrop Row Fields HereDrop Row Fields Here box.
In some versions, a list showing all the school in the Schools field in the database appears. In
other versions only the field name appears. users drag
the field on top of Total. The message “Drop to place this
field on the row axis” appears in the lower left corner to
tell you you’re dropping it on the row box.
Users
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6. You can add a field more than one time to a PivotTable. We
already have Writing in the table, and we chose Average as
the Field Setting. Let’s also find out how many kids took the
Writing test and what the standard deviation is. Drag Drag Drag Drag Drag the
WritingWritingWritingWritingWriting field on top of the Total boxTotal boxTotal boxTotal boxTotal box. It appears at the bottom
of the list. Drag Drag Drag Drag Drag the WritingWritingWritingWritingWriting field on top of the Total box Total box Total box Total box Total box again.
7. Click a Sum of Writing Sum of Writing Sum of Writing Sum of Writing Sum of Writing cell for Jackson Jackson Jackson Jackson Jackson and when the cursor
changes to match the screenshots, drag it up under Average ofdrag it up under Average ofdrag it up under Average ofdrag it up under Average ofdrag it up under Average of
WritingWritingWritingWritingWriting. Drag the other Sum of Writing Sum of Writing Sum of Writing Sum of Writing Sum of Writing under this one.
8. Right-clickRight-clickRight-clickRight-clickRight-click the top Sum of Writing Sum of Writing Sum of Writing Sum of Writing Sum of Writing field and choose
Field SettingsField SettingsField SettingsField SettingsField Settings from the menu that appears. Double-click CountDouble-click CountDouble-click CountDouble-click CountDouble-click Count.
9. Change the Field Settings Field Settings Field Settings Field Settings Field Settings for Sum of Writing2 to StdDevStdDevStdDevStdDevStdDev. Click
in the Formula Bar and remove the 2 so the cell reads StdDev
of Writing. Look at the data in the other schools. The same thing
is under data in each school.....
2. The second part of the answer stated that you want to see how they did on
every test. The Drop Data Items Here box must contain values (numbers)
so that tells you to drag the test scores for every test into the Drop Data
Items Here box. Drag Drag Drag Drag Drag the WritingWritingWritingWritingWriting field into the Drop Data Items HereDrop Data Items HereDrop Data Items HereDrop Data Items HereDrop Data Items Here box.
Total scores appear for Writing for each building appear. We need
averages, though. You’re going to learn a new way to change this.
3. Right-clickRight-clickRight-clickRight-clickRight-click the Sum of WritingSum of WritingSum of WritingSum of WritingSum of Writing field and choose Field SettingsField SettingsField SettingsField SettingsField Settings from the
menu that appears. Double-click AVERAGEDouble-click AVERAGEDouble-click AVERAGEDouble-click AVERAGEDouble-click AVERAGE. The data may be formatted to
Average with a
zillion places after
the decimal point.
Let’s leave that
for now.
4. You want to see scores for every test, so drag Stan. Rdg.Stan. Rdg.Stan. Rdg.Stan. Rdg.Stan. Rdg.
Comp Comp Comp Comp Comp (the comprehension portion of the reading test) on
top of the Total boxTotal boxTotal boxTotal boxTotal box. The message “Drop to place this fieldDrop to place this fieldDrop to place this fieldDrop to place this fieldDrop to place this field
a data fielda data fielda data fielda data fielda data field” appears in the lower left corner to tell you
you’re dropping it on the data box.
5. Drag Stan.Rdg. VocabStan.Rdg. VocabStan.Rdg. VocabStan.Rdg. VocabStan.Rdg. Vocab, Stan. Math-Prob. SolvStan. Math-Prob. SolvStan. Math-Prob. SolvStan. Math-Prob. SolvStan. Math-Prob. Solv, and Stan.Stan.Stan.Stan.Stan.
Math-Proc. Math-Proc. Math-Proc. Math-Proc. Math-Proc. on top of the Total Total Total Total Total box so they appear in the
Data box.
Users Users
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3. Drag SPEDSPEDSPEDSPEDSPED, ELLELLELLELLELL, F/R LunchF/R LunchF/R LunchF/R LunchF/R Lunch, and YIDYIDYIDYIDYID from the field title area to the Drop Page Fields HereDrop Page Fields HereDrop Page Fields HereDrop Page Fields HereDrop Page Fields Here boxboxboxboxbox.
3. Now that the cell is formatted properly, you can use it to format the remaining cells in
the Total column. Click the Format PainterFormat PainterFormat PainterFormat PainterFormat Painter button button button button button on the Standard ToolbarStandard ToolbarStandard ToolbarStandard ToolbarStandard Toolbar. The
pointer changes to indicate that the
formatting done on the cell was copied.
4. Click in cell C5 and drag down to cell C28. The cells will be
formatted when you release the button.
Using Page FieldsYou can easily see the test scores for each school, but what about the special populations like
SPED, ELL, F/R Lunch, or ethnicity or gender or YID (Years in the district)? By putting these fields
in the Page box, you’ll be able to check the scores of each group.
1. Click a cell with data in the PivotTable and then drag the Gender Gender Gender Gender Gender field from the field title area
into the Drop Page Fields Here boxDrop Page Fields Here boxDrop Page Fields Here boxDrop Page Fields Here boxDrop Page Fields Here box. The field appears at the top of the PivotTable with a filter
arrow to the right.
2. Drag Ethnic on top of the a box of the Gender fieldEthnic on top of the a box of the Gender fieldEthnic on top of the a box of the Gender fieldEthnic on top of the a box of the Gender fieldEthnic on top of the a box of the Gender field. The message “Drop to place this field a page
axis” appears in the lower left corner to tell you you’re dropping it on the data box.
Using Format Painter to Format Field DataThere’s a quick way to format the numbers in the Total column.
1. Click C4C4C4C4C4, the total for Average of Writing for Jackson.
2. Click the Decrease Decimal buttonDecrease Decimal buttonDecrease Decimal buttonDecrease Decimal buttonDecrease Decimal button on the Formatting toolbarFormatting toolbarFormatting toolbarFormatting toolbarFormatting toolbar until there are only 2 digits2 digits2 digits2 digits2 digits
after the decimal pointafter the decimal pointafter the decimal pointafter the decimal pointafter the decimal point.
FormatPainter
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Analyzing the Data1. All is selected in each of the Page Fields. Click the filterfilterfilterfilterfilter
arrow next to Gender arrow next to Gender arrow next to Gender arrow next to Gender arrow next to Gender and choose FFFFF to indicate that we
want to see only the scores for the girls in each school.
Click OKOKOKOKOK. The scores change to reflect the choice, girls
scores for each school.
2. Scroll down to see the scores for each test for the district.
3. Let’s see how these scores compare to the Hispanic girls.
Click the filter arrow next to Ethnic filter arrow next to Ethnic filter arrow next to Ethnic filter arrow next to Ethnic filter arrow next to Ethnic and choose HHHHH and then
click OKOKOKOKOK to indicate that we want to see the scores for
Hispanic students. F F F F F was chosen in the Gender Gender Gender Gender Gender field, so
the data shows the scores for Hispanic girls.
4. Experiment by using filters to see the combinations you
can use to drill down to get different types of information.
5. Choose (All)(All)(All)(All)(All) for every field in the Page boxevery field in the Page boxevery field in the Page boxevery field in the Page boxevery field in the Page box.
Color-coding the DataIt may be easier to read the data if it was color-coded.
1. Click and drag to select cells B9-C11B9-C11B9-C11B9-C11B9-C11 (Writing and the
scores).
2. Press C (Windows) U (Macintosh) and select everyeveryeveryeveryevery
Writing test and scoreWriting test and scoreWriting test and scoreWriting test and scoreWriting test and score.
3. Click the Fill Color buttonFill Color buttonFill Color buttonFill Color buttonFill Color button on the Drawing toolbarDrawing toolbarDrawing toolbarDrawing toolbarDrawing toolbar and
choose a pale color. The selected cells are fill with that
color.
4. Color-code each math test and scoremath test and scoremath test and scoremath test and scoremath test and score. Now you can easily tell each test category (Writing,
Reading, and Math) at a glance because each is a different color.
When you’re designing a worksheet to be used as asource for a PivotTable, make sure the field headersare in row and don’t leave any blank rows.
Learning Excel 129
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Charting the DataAs easy as it is to analyze data, sometimes it’s a good idea to chart the data.
1. Click a cell with data in the PivotTable and then click the
Chart Wizard buttonChart Wizard buttonChart Wizard buttonChart Wizard buttonChart Wizard button on the PivotTable toolbarPivotTable toolbarPivotTable toolbarPivotTable toolbarPivotTable toolbar.
A column chart appears showing
the totals for each school. Your
chart may look different if you
changed the field setting for any
of the days.
This chart is dynamic (it will
change as you use the filters).
The Page fields appear at the top
with filter arrows. The row data
(School) and test data appear at
the bottom, also with filters.
2. Let’s try the filters. Click the filter arrow to the right of Genderfilter arrow to the right of Genderfilter arrow to the right of Genderfilter arrow to the right of Genderfilter arrow to the right of Gender and choose FFFFF. The chart changes
to reflect our changes.
3. Click the filter arrow for Ethnicfilter arrow for Ethnicfilter arrow for Ethnicfilter arrow for Ethnicfilter arrow for Ethnic and choose HispanicHispanicHispanicHispanicHispanic. Again it changes. We filtered the data to
see how the Hispanic girls in each school scored.
130 Learning Excel
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Charting the DataAs easy as it is to analyze data, sometimes it’s a good idea to chart
the data.
1. Select the data in the body of the PivotTabledata in the body of the PivotTabledata in the body of the PivotTabledata in the body of the PivotTabledata in the body of the PivotTable, but don’t includedon’t includedon’t includedon’t includedon’t include
and Grand TotalGrand TotalGrand TotalGrand TotalGrand Total data.
2. Click the Chart Wizard buttonChart Wizard buttonChart Wizard buttonChart Wizard buttonChart Wizard button on the
Standard Toolbar.
3. Click NextNextNextNextNext because we want a column chart
which is already selected.
X, 20012004
4. Keep clicking NextNextNextNextNext until you are given
the choice of placing the chart As a new
sheet or As object in. Choose As newAs newAs newAs newAs new
sheetsheetsheetsheetsheet. A column chart appears showing
the totals for each school. Your chart
may look different if you changed the
field setting for any of the days.
This chart is dynamic (it will change as you use the filters). Click the Sheet2Sheet2Sheet2Sheet2Sheet2
tabtabtabtabtab at the bottom of the screen.
5. Let’s try the filters. Click the filter arrow to the right of Genderfilter arrow to the right of Genderfilter arrow to the right of Genderfilter arrow to the right of Genderfilter arrow to the right of Gender and choose
FFFFF. Click the Chart1 tabChart1 tabChart1 tabChart1 tabChart1 tab at the bottom of the screen. The
chart changed to reflect our changes. Click the Sheet2 tabSheet2 tabSheet2 tabSheet2 tabSheet2 tab
at the bottom of the screen.
6. Click the filter arrow for Ethnicfilter arrow for Ethnicfilter arrow for Ethnicfilter arrow for Ethnicfilter arrow for Ethnic and choose HispanicHispanicHispanicHispanicHispanic. Click
the Chart1 tabChart1 tabChart1 tabChart1 tabChart1 tab at the bottom of the screen. Again it
changes. We filtered the data to see how the Hispanic girls
in each school scored.