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1 Excel Pivot Tables

2 1

3 Table of Contents Pivot Tables... 3 Preparing Data for a Pivot Table... 3 Creating a Dynamic Range for a Pivot Table... 3 Creating a Pivot Table... 4 Removing a Field... 5 Change the Position of a Field... 6 Format the Value Field... 6 Change the Calculation Performed on the Value Field... 6 Perform Show Value As Calculations... 6 Group Values such as Dates... 7 Show Report Filter Pages... 8 Display Records for Value Field Values... 8 Pivot Charts... 8 Refreshing Pivot Data... 9 Applying an AutoFilter to a Pivot Table... 9 Slicers (Excel 2010 only)... 9 Creating Slicers Formatting Slicers Connecting Slicers to Multiple Pivot Tables Creating Multiple Pivot Tables from the Same Data Replacing Blank Cells with Zero Values

4 Pivot Tables Preparing Data for a Pivot Table Ideally, when you prepare data for a Pivot Table the data should be in tabular layout. This means that there should not be any empty rows or columns and that every column has a column heading. You should ideally also enter data in each field for each record in your table. If you leave blank cells in a numeric field, Excel assumes the data in that field is text which can cause problems if you intend to use that field in the values area of the Pivot Table it will by default count rather than sum the data. Do not use sub-headings in your table to indicate that records belong to a group always enter values in each field to complete a record. Creating a Dynamic Range for a Pivot Table One of the problems you may encounter with a Pivot Table is when you want to add more records to the underlying data. Data that is added outside the original range gets ignored when you refresh the Pivot Table. One way around this is to create a named range that uses the OFFSET function, in later versions of Excel you can use Excel Tables. Please see our video tutorials at Using the OFFSET Function Using Excel Tables 3

5 Creating a Pivot Table 1. During the course we created a simple Pivot Table based on the table below. Note that the table has columns headings and does not have blank rows or columns. This would be the ideal way to set up a database for Pivot Table analysis. 2. To create a Pivot Table, click anywhere in the table you want analyse. 3. Excel 2003 users i. Click Data PivotTable and PivotChart Report ii. Click Finish 3. Excel 2007/10 users 1 i. Click Insert [tab] PivotTable ii. Click OK 4. An empty Pivot Table will appear on a separate sheet 2 1 To use the Pivot Chart Wizard that was available in Excel 2003, use ALT D P to access it. This is particularly relevant if you want to Pivot on multiple ranges as this is an option in the Wizard. 2 Excel 2007/10 users may get a slightly different layout for the empty PivotTable. If this is the case click Options [tab] Options Options Display [tab] Classic PivotTable layout 4

6 5. Drag the fields in the field list into the appropriate part of the Pivot Table. If you drop a field into the: Row fields area - the Pivot Table will vertically list all unique values in that field. In the example below, the Location field has been placed here Column fields area - the Pivot Table will horizontally list all unique values in that field. In the example below, the Role field has been placed here Value fields area - the Pivot Table will perform a calculation on the field based on the categories you have set out in the row and column fields. In the example below, the Annual Salary field has been placed here Filter Fields area - the Pivot Table will filter on any unique value or combination of unique values 1 in that field. In the example below, the Weekend field has been placed here. Removing a Field 1. Drag the field label out of the Pivot Table 1 Excel 2003 users can only filter on one value at a time. 5

7 Change the Position of a Field 1. Drag the field label to its new position within the Pivot Table Format the Value Field 1. Double-click on the Value Field label. In our example this appears as Sum of Actual Salary in our Pivot table 2. Click on the Number Format and select the format you require. Change the Calculation Performed on the Value Field 1. Double-click on the Value Field label. In our example this appears as Sum of Actual Salary in our Pivot table 2. Choose the type of calculation you want to perform from the list Perform Show Value As Calculations To see what other types of calculations Pivot Tables can peform see our video at 6

8 Group Values such as Dates 1. In the example below, we need to group dates into months. 2. Click anywhere in the field you want to group. In this example we would click anywhere in the Date field. 3. Excel 2003 users - on the Pivot Table toolbar click PivotTable Group and Show Detail Group 3. Excel 2007/2010 users click Options [tab] Group Selection 4. Select the appropriate group option, in our example this would be Month NB If you are grouping dates and want to group by weeks, you will notice that there is not an option for this. However if you group by days and then set the number of days to 7 you will effectively group by weeks. Make sure your starting at date is set to the beginning of the first week ie the first Monday. 7

9 Show Report Filter Pages 1. Place the field that you want to show Report Filter Pages for in the Filter Fields area of your Pivot Table 2. Excel 2003 users - on the Pivot Table toolbar click PivotTable Show Pages 2. Excel 2007/2010 users click Options [tab] Options Show Report Filter Pages 3. Select the field you want to show pages for 4. A sheet will be created for each unique value for that field Display Records for Value Field Values 1. Double-click on any value in the Value Fields area. 2. A separate sheet will display records relevant to that value Pivot Charts 1. Once you have created your Pivot Table it is possible to create a Pivot Chart based on it. 2. Excel 2003 users - on the Pivot Table toolbar click the Chart Wizard button 2. Excel 2007/10 users i. Click Options [tab] Pivot Chart ii. Select the chart type you want The x-axis of your chart will correspond to the row area of your Pivot table and the y-axis will correspond to the column area. You cannot use XY scatter, bubble or stock charts when creating a Pivot chart. To get around this you could convert your Pivot table into hard values by performing a copy and paste values you can then create a standard chart using this data. If you want to keep the Pivot table, then create an additional table that links back to the values in the Pivot table. You will need to turn the Generate GetPivotData option off to achieve this. 8

10 Refreshing Pivot Data 1. To refresh data in your Pivot Table: Excel 2003 users On the Pivot Table toolbar click Refresh Data (red exclamation) Excel 2007/10 users Click Options [tab] Refresh Applying an AutoFilter to a Pivot Table If you try and apply an AutoFilter to a Pivot Table you will find that the option is greyed out. There is a way around this! Select the cell immediately to the right of the last title in your Pivot Table as shown below. Now the option to apply an AutoFilter will be available for you to use. Slicers (Excel 2010 only) Excel 2010 includes a new feature which Microsoft have called Slicers. Slicers essentially perform the same functionality as the filters that are already available in fields within the Pivot Table (as shown below). 9

11 Slicers provide a better interface for filtering and allow you to perform the same filter across multiple Pivot Tables. Creating Slicers To create a Slicer, click anywhere in your Pivot Table and on the Ribbon select the Options tab, then click the Insert Slicer 1 button. 1 If the Insert Slicer button is greyed out then you are probably using a Excel file. You will need to convert the file to the new file type to use the Slicer functionality. 10

12 Excel may prompt you to refresh your Pivot Table before proceeding. The Insert Slicers dialog box allows you to select which fields you want to use Slicers to filter on. Each tick will create a separate Slicer. The resulting slicers can be repositioned anywhere in your worksheet. To filter your Pivot Table using the slicers, select the values you want to filter on within the Slicers. To select multiple values hold down the CTRL button. 11

13 To clear a filter click on the clear filter button as shown below. 12

14 Formatting Slicers To change the appearance of a slicer, first of all select it (easiest way to do this would be to click somewhere on its border or near the top where the field name is) and then click on the Slicer Tools Option tab on the Ribbon. To change the colour of your Slicer, use one of the slicer styles. You can display values within columns within your slicer which is useful when there are a lot of values to display. Use the column setting as shown below to achieve this. The department Slicer is shown using two columns. 13

15 Connecting Slicers to Multiple Pivot Tables You can use a Slicer to filter several Pivot Tables at the same time. To achieve this right-click a Slicer and select PivotTable Connections from the menu. You can then select the Pivot Tables you want to connect to. Creating Multiple Pivot Tables from the Same Data If you create multiple Pivot Tables from the same data you will bloat the file size considerably if you do not share the pivot cache. When you create a Pivot Table, Excel stores a snapshot of the data in the pivot cache which is why a Pivot Table must be refreshed. If you share the cache amongst your Pivot Tables you make a considerable saving on resources. In Excel versions previous to Excel 2010, Excel gives you the option to share the cache, but Excel 2010 does not. The only way around this in Excel 2010 is to copy and paste a Pivot Table to another location: the copied version of the Pivot Table shares the cache of the original. Pivot Tables that share the same cache also share the following: Calculated fields Calculated items Grouping settings If you refresh a Pivot Table all other Pivot Tables that share the cache are also refreshed. 14

16 Replacing Blank Cells with Zero Values To replace blank cells with Zero Values, do the following: Excel 2007/10 1. Select any cell within your Pivot Table 2. Click the Options tab on the Ribbon 3. Click the Options button as shown below 4. On the Layout & Format tab, enter 0 for the For empty cells show: option 5. Click OK to confirm. 15

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