Excel Pivot Tables Manual

8/10/2019 Excel Pivot Tables Manual

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UCLINFORMATION SERVICES DIVISIONINFORMATION SYSTEMS

Excel 2003

Pivot Tables

Docue!t No" IS#02$ v3



Contents

PivotTables.............................................................................................. 1Creating a PivotTable 1Pivot Table toolbar 3

Managing PivotTables 4PivotTable options 5Grouping PivotTable items 5Formatting PivotTable reports 6

PivotChart reports..................................................................................7Creating a PivotChart 7

IntroductionThis workbook has been prepare to help !ou "reate a PivotTable report # anintera"tive table that automati"all! e$tra"ts% organises% an summarises !ourata& 'ou "an use this report to anal!se the ata% make "omparisons% ete"tpatterns an relationships% an is"over trens&

This guie "an be use as a re(eren"e or tutorial o"ument& To assist !ourlearning% a series o( pra"ti"al tasks are available in a separate o"ument& 'ou"an ownloa the training )les use in this workbook (rom the *+ training website at, http://www.ucl.ac.uk/isd/common/resources

-e also o.er a range o( *T training (or both sta. an stuents in"luings"heule "ourses% one/to/one support an a wie range o( sel(/stu!

materials online& Please visit www.ucl.ac.uk/is/training/ (or more etails&

0o"ument o& *+/2 v3 +eptember 22



PivotTables PivotTable organises an then summarises large amounts o( ata (rom an!range that has labelle "olumns& n! number o( "olumn heaings "an a"t as"ategor! items& 'ou "an alternativel! "hoose to "reate a PivotChart whi"h will

summarise the ata in "hart (ormat rather than as a table& 0etails on "reatinga PivotChart are set out later in this se"tion&

*t is "alle a PivotTable be"ause the heaings "an be rotate aroun the atato view or summarise it in i.erent wa!s& 'ou "an )lter the ata to ispla! ust the etails (or areas o( interest&

The source data can be:

• n 8$"el worksheet atabase9list or an! range that has labelle"olumns&

• "olle"tion o( ranges to be "onsoliate& The ranges must "ontain both

labelle rows an "olumns&• atabase )le "reate in an e$ternal appli"ation su"h as ""ess or

0base&

The ata in a PivotTable "annot be "hange as the! are the summar! o( otherata& The ata itsel( "an be "hange an the PivotTable re"al"ulatetherea(ter& :owever% (ormatting "hanges su"h as bol% number (ormats% et"&"an be mae ire"tl! to the PivotTable ata&

Creating a PivotTable

1& +ele"t a "ell within !our list&

& From the Data menu sele"tPivotTable and PivotChartReport&

3& Choose Microsot !"cellist or database&

4& Choose PivotTable as the

kin o( report to be "reate&

5& Cli"k the Next button to go tostep o( the wi;ar&

6& This step veri)es where !ourlist ata are& Provie thea"tive "ell was within !our list when !ou laun"he the PivotTable wi;ar%the worksheet range will be !our list&

7& Cli"k Next&

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& +tep 3 is where !ou nee to e"ie whether !ou want to "onstru"t thePivotTable on theworksheet or as parto( the wi;ar pro"ess&-henever possible%la! out the PivotTable

or PivotChart ire"tl!on the worksheet sothat !ou "an easil! view the ata while !ou arrange the )els&

Laying out a new PivotTable on the worksheet (preferred method)

1& t +tep 3 o( the -i;ar% sele"t whether !ou want to put the PivotTable in anew worksheet or on the e"isting worksheet&

& *( !ou "hoose to put the PivotTable into the e$isting worksheet% !ou nee tomake sure !ou tell the wi;ar where to pla"e it& The easiest wa! to o thisis to "li"k into an area in the e$isting spreasheet& The "ell re(eren"e willappear in the Cell Reference bo$&

3& Cli"k on the #inish button&

4& The PivotTable la!out% PivotTable toolbar an PivotTable Fiel =ist will beispla!e&

Arranging and filtering your data

1& The PivotTable la!out allows !ou to arrange an )lter !our ata (oranal!sis&

& From the PivotTable Fiel =ist% rag the )els with the ata !ou want toispla! in rows to the area on the PivotTable iagram labelle $rop Row#ields %ere& 'ou will have a )lter button as part o( the row heaing toispla! ust the ata !ou want to see&

3& 0rag the )els with the ata !ou want to ispla! in "olumns to the arealabelle $rop Column #ields %ere& 'ou will also have a )lter button aspart o( the "olumn heaing to ispla! ust the ata !ou want to&

4& 0rag the )els that "ontain the ata !ou want to summarise to the arealabelle $rop $ata &tems %ere& 8$"el assumes '(M as the "al"ulationmetho (or numeri" )els an C)(*T (or non/numeri" )els& 'ou "an

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PivotTableFiel% &ist

PivotTable toolba'

PivotTable la(out



"hange the "al"ulation metho b! ouble/"li"king the )el in the 0Tarea&

5& *( !ou rag more than one ata )el% set the orer b! right/"li"king a ata)el an then point to )rder on the short"ut menu& <se the "ommans onthe )rder menu to move ea"h )el to the position !ou want&

6& 0rag the )els that !ou want to use as page )els to the area labelle$rop Page #ields %ere& Page )els allow !ou to ispla! one ata item ata time using a rop/own list&

7& To rearrange the )els at an! time% simpl! rag them (rom one area toanother&

& To remove a )el% rag it out o( the PivotTable report& Fiels that !ouremove remain available in the )el list on the PivotTable toolbar&

Laying out a PivotTable using the wiard

1& t +tep 3 o( the wi;ar% "li"k on the +a,out button&

& list o( "olumn labels (rom !our list will appear to the right o( the ialogbo$&

3& 0rag an rop the )el buttons (or the >?-% C?=<M an PG8 labels&8a"h row% "olumn or page "an have more than one label@sA& This "an beomitte (or that imension provie at least one imension has one&

4& The PG8 area allows !ou to ispla! one ata item at a time using a rop/own list&

5& 0rag "olumn labels to the 0T area (or the )els to summarise& 8$"elassumes '(M as the "al"ulation metho (or numeri" )els an C)(*T (ornon/numeri" )els& 'ou "an "hange the "al"ulation metho b! ouble/"li"king the )el in the 0T area&

6& Format !our summar! )el in the 0T area b! ouble/"li"king it an"hoosing the appropriate option& Cli"k )- &

7& Choose Next to move to the last step o( the PivotTable wi;ar& +ele"t aestination (or !our PivotTable& *( !ou o not ke! in a estination "ell% theresult will be pla"e on a new -orksheet&

& Cli"k Finish.

& Whichever method you have used, the PivotTable Report will be displayed.

Pivot Table toolbar

When you create or work with a PivotTable a PivotTable toolbar automatically displays.

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Fo'at 'e)o't C*a't +i,a'%Re-'es* %ata



!anaging PivotTables

-hen ata is "hange in the PivotTable sour"e list% the PivotTable oes notautomati"all! re"al"ulate&

"efreshing a PivotTable1& +ele"t an! "ell in the PivotTable to be re(reshe&

& From the Data menu% sele"t Reresh $ata or "li"k the re(resh buttonon the PivotTable toolbar&

!odifying a PivotTable

PivotTable "an be moi)e b! aing or eleting )els& Fiels "an be aean remove (rom the PivotTable in the worksheet or in Layout view&

&n the PivotTable report in the worksheet:

1& +ele"t an! "ell in the PivotTable to be moi)e&

& To a a )el simpl! rag the reBuire )el@sA (rom the PivotTable #ield+ist into position on the PivotTable report&

3& To remove a )el% sele"t the )el name an rag it awa! (rom thePivotTable report&

&n +a,out view:

1& Make sure the worksheet with the PivotTable is in view&

& From the Data menu sele"t PivotTable an PivotChart Report&

3& Cli"k on the +a,out option in the ialog bo$&

4& To a a )el simpl! rag the reBuire )el@sA (rom the list o( )els on theright into position on the iagram on the le(t o( the s"reen&

5& To remove a )el% sele"t the )el name an rag it awa! (rom thePivotTable iagram&

#wapping PivotTable row and column headings

*n the PivotTable rag the row heaing to the "olumn heaing an vi"e versa&

$ormatting cells in the data area

1& To (ormat the "ells in a PivotTable !ou nee to "li"k in the area in thePivotTable to be (ormatte an then on the PivotTable button on thePivotTable toolbar an sele"t #ield 'ettings&

& Cli"k on the *umber button&

3& +ele"t the umber (ormat !ouwant an "li"k )-.

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4& Cli"k )- again an !our PivotTable will be re/(ormatte&




PivotTable options

1& Cli"king on the PivotTable buttonon the PivotTable toolbar% thensele"ting Table )ptions opens thePivotTable ?ptions ialog bo$&

& 'ou "an set PivotTable print optionsto set page breaks an repeat rowsan "olumns labels (or PivotTablereports that appear in an inente(ormat&

%rouping PivotTable items

0ata "an be summarise into higher level "ategories b! grouping items withinPivotTable )els& 0epening on the ata in the )el there are three wa!s togroup items,

• Group sele"te items into spe"i)e "ategories&

• utomati"all! group numeri" items&

• utomati"all! group ates an times&

%rouping selected items

1& +ele"t the items !ou wish to group& +ele"t aa"ent items b! "li"king anragging% or non/aa"ent items b! sele"ting ea"h item whilst holing ownthe Ctrl ke!&

& From the Data menu% sele"t roup and )utline% an then roup&

%rouping numeric items into ranges

1& +ele"t a single )el item in the PivotTable&

& From the Data menu% sele"t roup and )utline% an then roup.

3& 8$"el ispla!s a ialog bo$ in whi"h it automati"all! enters a start an enate& *t also lists a number o( intervals to group b!&

4& +ele"t an appropriate interval an "li"k OK &

%rouping a date or time in a range

1& +ele"t a single )el item in the PivotTable&

& From the Data menu% sele"t roup and )utline% anthen roup.




3& 8$"el ispla!s a ialog bo$ in whi"h it automati"all! enters a start an enate& *t also lists a number o( intervals to group b!&

4& +ele"t an appropriate interval an "li"k OK &

$ormatting PivotTable reports

There are two t!pes o( (ormatting that "an be use when ispla!ing PivotTablereports # indented (ormats or nonindented (ormats& *nente (ormats aresimilar to traitional bane or (ormatte atabase reports whi"h make alarge or "omple$ PivotTable report easier to rea&

The PivotTable wi;ar initiall! (ormats all PivotTable reports with a non/inente la!out i&e&% Table (ormat& To "hange the la!out,

1& Cli"k the #ormat reportbutton on the PivotTabletoolbar&

& For indented ormats "hooseone o( the (ormats labelleReport 1 to Report 10&

3& Choosing one o( these utoFormats "hanges thereport to inente (ormat%"hanges the la!out an applies"hara"ter an "ell (ormats&

4& ll "olumn )els in thePivotTable report are move so

that the! be"ome row )els&Column )els also move to the le(t o( e$isting row )els so that the "olumn)els be"ome outer row )els&

5& 0ata )els move to the right o( row )els&

6& *( the name o( the ata )el ienti)es the (un"tion (or the )el% the name"hanges so that the (un"tion name is omitte& For e$ample Sum of Sales be"omes Sales&

7& For nonindented (ormats "hoose one o( the (ormats labelle Table 1 toTable 10 or the PivotTable Classic (ormat&

& Choosing one o( these utoFormats "hanges the names o( ata )els sothat the (un"tion name is omitte&




PivotChart reports-hen !ou "reate a PivotChart report% 8$"el automati"all! "reates anasso"iate PivotTable report& *( !ou have an e$isting PivotTable report !ou"an use it at an! time to "reate a PivotChart >eport whi"h will ree"t the viewo( that table&

Creating a PivotChart

1& +ele"t a "ell within !our list& Then(rom the Data menu sele"tPivotTable an PivotChartReport&

& Choose Microsot !"cel list or database&

3& Choose PivotChart @ withPivotTableA as the kin o( reportto be "reate&

4& Cli"k the Next button to go to step o( the wi;ar&

5& This step veri)es where !our list ata is& Provie the a"tive "ell waswithin !our list when !ou laun"he the PivotTable wi;ar% the worksheetrange will be !our list&

6& Cli"k Next&

7& *( !ou have alrea! "reate a PivotTable report (rom !our "urrent ata% !ouwill be aske i( !ou want to base !our ne$t PivotTable report on the e$istingreport& Cli"k es i( !ou want to save spa"e or *o i( !ou want to "reate a

separate PivotTable report&

& +tep 3 is where !ou nee to e"ie whether !ou want to "onstru"t theasso"iate PivotTable on the worksheet or as part o( the wi;ar pro"ess&-henever possible la! out the PivotTable ire"tl! on the worksheet so that !ou "an view the ata while !ou arrange the )els& The PivotChart willautomati"all! be "reate on a separate worksheet&

& Choose whether !ou want to put the PivotTable asso"iate with this "harton a new worksheet or on the e$isting worksheet&

12& Cli"k on the #inish button&

PivotTables <C= *n(ormation +!stems



Layout a new PivotChart on the chart sheet1& The outline o( the PivotChart as well as the PivotTable toolbar will now be

ispla!e&

& From the group o( buttons on the toolbar% rag the )els with the ata !ouwant to ispla! in "ategories i&e&% on the "ategor! a$is to the area on thePivotChart iagram labelle $rop Categor, #ields %ere& *n the sample"hart the $ate )el was sele"te&

3& 0rag the )els that "ontain the ata !ou want to "ompare or measure tothe area labelle $rop $ata &tems %ere& The value a$is will automati"all!be "reate an will be base on this ata& *n the sample "hart the 'ales )el was sele"te&

4& 0rag the )els that !ou want to use as page )els to the area labelle$rop Page #ields %ere& Page )els allow !ou to ispla! one ata item ata time using a rop/own list& *n the sample "hart the 'ales Rep )el wassele"te&

5& 0rag the )el that !ou want use as series )els to the area labelle $rop'eries #ields here. *n the sample "hart the Customer )el was sele"te&

6& To rearrange the )els at an! time% simpl! rag them (rom one area toanother& To remove a )el% rag it out o( the PivotChart report& Fiels that !ou remove remain available in the )el list on the PivotTable toolbar&

7& The resulting PivotChart report will then be ispla!e on s"reen an the

asso"iate PivotTable will be "reate in the lo"ation !ou spe"i)e&

& 8a"h )el onthePivotChartwill have a)lter buttonso that !ou"an ispla! ust the ata !ou want to

see&

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Excel Pivot Tables Manual

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