ITC Session 6 Pivot Tables

7/28/2019 ITC Session 6 Pivot Tables

1/14

1

Pivot Tables

help in Analyzing Large

Amounts of Data

2

1. Source data from a

worksheet

2. Source values for

Qtr3 Golf summary in

the PivotTable report

3. PivotTable report

4. Summary of the

source values in C2

and C8 from the

source data


2/14

3

Each column or field in the source data becomes aPivotTable field that summarizes multiple rows ofinformation

In the example , the Sport column becomes the Sport field,and each record for Golf is summarized in a single Golf item

A value field, such as Sum of Sales, provides the values tobe summarized Cell F3 in the report contains the sum of the Sales value from every

row in the source data for which the Sport column contains Golf andthe Quarter column contains Qtr3

By default, data in the Values area summarize theunderlying source data in the PivotChart report in thefollowing way: numeric values use the SUM function, and

text values use the COUNT function

To create a PivotTable report define its source data,

specify a location in the workbook, and

lay out the fields

4


3/14

5

Grouping DataAccording to the unique values in one or more fields

Automatically groups large amounts of data into smaller,more manageable categories

suppose you have a data source with a Region field where each cellcontains one of four values: East, West, North, and South.

The original data may contain thousands of records, but if you buildyour PivotTable using the Region field, the resulting table has justfour rows - one each for the four unique Region values in your data

You can also create your own grouping after you havebuilt your PivotTable

if your data has a Country field, you can build the PivotTable

to group together all the records that have the sameCountry value

When you have done that, you can further group the uniqueCountry values into continents: North America, South

America, Europe, and so on

6

SummarizingAlong with grouping, Excel also displayssummary calculations for each group Default calculation is Sum, ie., for each group,

Excel totals all the values in some specified field if your data has a Region field and a Sales field, a

PivotTable can group the unique Region values and, foreach one, display the total of the Sales values.

Other summary calculations include Count, Average, Maximum, Minimum, and Standard Deviation

Even more powerful, a PivotTable can display summaries for one

grouping broken down by another. suppose your sales data also has a Product field.

You can set up a PivotTable to show the total Sales for eachProduct, broken down by Region


4/14

7

FilteringEnables you to view just a subset of the data

by default the PivotTables groupings show all the

unique values in the field However, you can manipulate each grouping to hide

those that you do not want to view

Each PivotTable also comes with a Reportarea, that enables you to apply a filter to theentire PivotTable.

suppose your sales data also includes a Customerfield

By placing this field in the PivotTables Report area,you can filter the PivotTable report to show just theresults for a single Customer

8

PivotTable and PivotChart Reports

PivotTable report

used to summarize,analyze,

explore, andpresent summarydata

PivotChart report

used to visualize that

summary data in a

PivotTable report, &

easily see

comparisons,patterns, and trends

Both enable us to make informed decisions about critical

data in an enterprise


5/14

9

Data suitable for use in a Pivot Table

must have these characteristics:1. The top row of data contains column headers

2. Each row of data is a record about a particularentity or transaction

3. Each column of data holds the same kind ofinformation

4. There are no entirely blank rows in the data

5. There are no entirely blank columns in the data

6. If a column contains numbers, use a zero insteadof a blank cell when you dont have a value

10

Analysis provides insight into the

patterns of transaction

How much is the Company X spending? Who is spending it and with whom?

What goods and services is the company Xbuying?

Information needed to analyze spending datacan come from several sources Purchase Orders

Invoices

Requisitions

Master Agreements


6/14

11

Analysis Reporting ConceptsFact

basic transaction data you are investigating

Data field numerical data value that can be measured

Dimensions

details about the fact

Fact: Purchase Order

Data field: PO Spend (USD)

Dimensions:

Ordered Date

Supplier

Agency Name

12

Analysis Reporting ConceptsDimensions can be further divided into levels

Hierarchies impose a structure on the levels of data within adimension

Dimension: Ordered Date

Hierarchy 1: Calendar

Level 1: Calendar Year (2006, 2007)

Level 2: Calendar Quarter (Q1, Q2)

Level 3: Month

Level 4: Day

Hierarchy 2: Fiscal

Level 1: Fiscal Year (2006, 2007)

Level 2: Fiscal Quarter (Q1, Q2)

Level 3: Month

Level 4: Day


7/14

13

Example-1:

Given the data,

Which region sold the

most? Which product is the

bestseller?

Are sales going up ordown over time?

14

Which region sold the most?

Which product is the bestseller?

Are sales going up or down over time?


8/14

15

Suppose you work for a chain of sporting-goodsstores. Every day you receive a report from each storethat includes complete details on that days activities,such as

number of customers each hour,

sales in each of 30 categories, items returned for refund or exchange, and

number of employees on duty at different times of the day

But what good does this raw data do to you?

With a PivotTable you can quickly and easily answerthe following types of questions:

Which days of the week show the highest sales? Which categories of merchandise sell best at different times

of the year?

Are more employees scheduled to work during periods ofthe highest customer load?

Do certain categories of merchandise suffer from unusuallyhigh rates of return or exchange?

16

Example-2: Sporting Goods

What are the sales for the Camping

category for each region?

In each store, which days of the week see

the most customers?

In each store, which category has the

highest sales?

Which day of the week has the lowest

total sales?

SportingGoodsRawData.xlsx


9/14

17

Example-3: BankingThis table comprises a month's worth of new account information fora three-branch bank. The table contains 712 rows, and each rowrepresents a new account. The table has the following columns:

The date when the account was opened

The opening amount The account type: CD, checking, savings, or IRA (Individual Retirement Account)

Who opened the account: a teller or a new-account representative

The branch at which it was opened: Central, Westside, or North County

The type of customer: An existing customer or a new customer

18

Example-3: Banking

What is the daily total new deposit amount foreach branch?

How many accounts were opened at eachbranch, broken down by account type?

What's the dollar distribution of the differentaccount types?

What types of accounts do tellers open mostoften?

How does the Central branch compare to theother two branches?

In which branch do tellers open the mostchecking accounts for new customers?

bank accounts.xlsx


10/14

19

Example-4: Grocery

Amount spent per year in each store on

each product

Total spending at each store

Total spending for each year

Groceriespt.xlsx

20

Benefits of PivotTableConformance to

most of the formatting options that are applied toregular Excel ranges and cells

Customizable

build each report the way you want

Dynamic

components can be easily moved, filtered, & added

Easy

Build, maintain & update

Performance

amazingly fast


11/14

21

Tasks that can be performedExplore the data:

Expand/ collapse data, showing the underlying details

Sort, filter, and group fields and items.

Change summary functions, and add custom calculations/formulas

Change the form layout and field arrangement: Add, rearrange, and remove fields.

Change the order of fields or items

Change the layout of columns, rows, and subtotals: Turn column and row field headers on or off, or display or hide

blank lines. Display subtotals above or below their rows.

Adjust column widths on refresh. Move a column field to the row area or a row field to the column

area. Merge or unmerge cells for outer row and column items

22

Tasks that can be performed

Change the display of blanks and errors:

Change how errors and empty cells aredisplayed.

Change how items and labels without dataare shown.

Display or hide blank lines

Change the format: Manually and conditionally format cells and

ranges.

Change the overall PivotTable format style.

Change the number format for fields.


12/14

23

Limitations and RestrictionsMaximum number of row fields

1,048,576 If you are using a version of Excel prior to 2007, the maximum number is 65,536

Maximum number of column fields

16,384 If you are using a version of Excel prior to 2007, the maximum number is 256

Maximum number of page fields 256

Maximum number of data fields 256

Maximum number of unique items that can appear in a row, column, or pagefield

1,048,576 If you are using Excel 2003, the maximum number is 32,500;

if you are using a version of Excel prior to 2003, the maximum number is 8,000

Size/ number of PivotTables is limited by system memory

24

PivotChart vs. Standard chartsRow/Column orientation

Unlike a standard chart, you cannot switch the row/column orientation of aPivotChart report by using the Select Data Source dialog box

However, you can pivot the Row and Column labels of the associated PivotTablereport to achieve the same effect

Chart types You can change a PivotChart report to any chart type

except an xy (scatter), stock, or bubble chart

Source data Standard charts are linked directly to worksheet cells.

PivotChart reports are based on the data source of the associated PivotTablereport

Unlike a standard chart, you cannot change the chart data range in the SelectData Source dialog box of a PivotChart report

Formatting Most formatting - including chart elements that you add, layout, and style - is

preserved when you refresh a PivotChart report

However, trend lines, data labels, error bars, and other changes to data sets arenot preserved

Standard charts do not lose this formatting once it is applied

Although you cannot directly resize the data labels in a PivotChart report,

you can increase the font size of the text to effectively resize the labels


13/14

25

Summary

26

PivotTable is interactive/ designed for:Querying large amounts of data in many user-friendly ways.

Subtotaling and aggregating numeric data, summarizing data by

categories and subcategories, and creating custom calculations andformulas.

Expanding and collapsing levels of data to focus your results, anddrilling down to details from the summary data for areas of interest toyou.

Moving rows to columns or columns to rows (or "pivoting") to seedifferent summaries of the source data.

Filtering, sorting, grouping, and conditionally formatting the mostuseful and interesting subset of data to enable you to focus on theinformation that you want.

Presenting concise, attractive, and annotated online or printedreports

Use a PivotTable when you want to analyze related totals,

especially when you have a long list of figures to sum and you want tocompare several facts about each figure


14/14

27

Pivot Table: The most Technologically

Sophisticated Component in Excel

Does its job without using formulas

Essentially a dynamic summary report

generated from a database.

The database can reside in a worksheet or in

an external file.

A pivot table can help transform endless

rows and columns of numbers into a

meaningful presentation of the data

The most innovative aspect of a pivot

table lies in its interactivityAfter you create a pivot table, you can rearrange theinformation in almost any way imaginable, and even insertspecial formulas that perform new calculations.

You even can create post-hoc groupings of summaryitems (for example, you can combine Northern Regiontotals with Western Region totals).

The name stems from the fact that you can rotate (that is,

pivot) the tables row and column headings around thecore data area to give you different views of yoursummarized data.

One minor drawback to using a pivot table is: unlike a formula-based summary report, a pivot table does

not update automatically when you change the source data. However, a single click of the Refresh toolbar button forces a pivot

table to use the latest data.

ITC Session 6 Pivot Tables

Documents

Transcript of ITC Session 6 Pivot Tables