Excel 2016 Tables & PivotTables

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1 Excel 2016 Tables & A PivotTable is a summary of data from a data source and is very useful when you have a lot of data to analyze. Excel enable one to gather and present data in a custom/dynamic display. In addition to presenting information, one can use filtering, graphing, and sorting to further customize the data display. allow data to be reorganized and redisplayed dynamically. Even though this is nice because you are able to change the way your data is displayed at any time, it is best to plan out what you are looking to display within your PivotTable before creating your PivotTable. It is best practice to format your data as a table before entering in into a PivotTable. The reason for doing this is you ever have to add or subtract any data, your table will automatically adjust for it and it will be displayed in your PivotTable, as long as you refresh your data. (We will cover Refreshing data later) Tables Tables can be very beneficial when you are working with large amounts of data and the data is being added and subtracted from. Tables will give you a nice visual layout or your data and will allow for your data to grow without effects to any formulas that are created on the data. Benefits of using tables: 1) Integrated Filter and Sort functionality 2) Header row remains visible while scrolling, if your cursor is within the Table 3) Automatic expansion of the table when new data is entered 4) Automatic reformatting of the table when new data is entered 5) Automatic adjustment of formulas, charts when new data is entered To convert your data into a Table, make sure your cursor is someplace within the data, navigate to the Insert Tab and select Table. Excel will display a Format As Table dialog box confirming your selection in which the formatting should be applied. Tip: When selecting the option for My table has headers, Excel will automatically add column filtering when applying the format as a table. Computer Applications Training 1 Excel 2016

2 You will now see that the look of the data has changed. Excel has added colored rows for easy navigation and added in filtering for each column. TIP: Any time you are working in your table your cursor must be someplace in the table itself. To verify you are adding options to the table, make sure you see the Table Tools Design Tab on the ribbon. This will indicate that the table is selected within the worksheet. On the lower right corner of the table, you will see a dark icon. This icon is the Sizing Handle. The sizing handle indicates the bottom and right sides of the table. It also you to drag the table to add in more rows and columns, but this is not advised as you may include blank data by increasing the table size this way. The formatting options should now be applied to the selected text. You can easily change the color scheme of your selected table by choosing a different color scheme from the Design Tab within Table Tools. On the right hand side, you will see Table Styles, click on the dropdown for more options. Technology Training Center 2

3 Creating a PivotTable To create a PivotTable, start by collecting data and displaying it in a tabular layout with rows and columns. Do not have any subtotals or blank rows or columns in your data. Blank data may cause issues within the PivotTable, by creating column names or cells to display as (blank). We will cover options if your data has blank cells a little later. Recommended New in Excel 2013 is a feature called Recommended. This feature will provide you with a few PivotTable options based on the data from your worksheet. To use the Recommended feature, make sure your mouse is within your data. Navigate to the Insert tab, and then select the Recommended icon. A new Recommended PivotTable window will appear showing the options that Excel is recommending. You are able to click on each option and see how they will appear. Remember, every option that is presented may not be the best option and sometimes none of the options will work. You can always select an option that is close to what you want to view and alter it after you hit OK. If none of the options are to your satisfaction, click on the Blank PivotTable button to create a blank PivotTable and start from scratch. Technology Training Center 3

4 Tip: If you created a PivotTable but you would still like to look at the options from Recommended, you can always select it from an existing PivotTable. Make sure your cursor is in your PivotTable. On the Analyze Tab, click on the Recommended icon to bring up the recommendations. Manual PivotTable Make sure your cursor is within your table, which is preferred, or within your data. Navigate to the Insert Tab, and click on the PivotTable icon. You may also select the data that you want to be in the PivotTable, then navigate to the Insert tab, and click the PivotTable icon. The Create PivotTable window appears with a couple of options to look at. Make sure the correct data range is selected. If the Range is incorrect, move your cursor into the Table/Range textbox and highlight the contents. Now, navigate with your mouse back to the worksheet containing your data. Highlight the correct data from the worksheet. This data range with automatically be put into the Table/Range textbox. You also have the option to choose where the PivotTable is placed. Typically you want to stick with the default of New Worksheet. The reason for this is you will have the entire worksheet devoted to the PivotTable this way. Technology Training Center 4

5 When you have all of your options selected, click OK. Excel with open a new worksheet to the left you the current worksheet you were in to create your PivotTable. The new worksheet will look like this; The PivotTable consists of the PivotTable itself which is located on the left side of the screen. On the top, right side of the screen, you will find the PivotTable Fields (column headings from the original data) are displayed. Add Fields to a PivotTable The PivotTable Fields can be added to the PivotTable by clicking on the checkbox next to the name, or they can be drug into the appropriate field section. Below the PivotTable Fields, you have four separate areas for the PivotTable. Filters Top-level report filters that are displayed above the PivotTable Technology Training Center 5

6 Columns Display as column labels on the top of the PivotTable. Columns may have several fields to nest the column labels. Field names on the top will display on the top within your data. Single Field within Columns Nested fields within Columns Rows Display as row labels on the left side of the PivotTable. Rows may also have several fields to nest the row labels. Single field within Rows Nested fields with Rows Values Display as numeric values within the PivotTable To add a field into the PivotTable, you can place a checkmark next to the field, or drag and drop it to the PivotTable area on the bottom right of the screen. If you don t like the way the PivotTable looks, you are able to drag fields into one of the other field areas on the fly by clicking on a Field, holding and dragging into a new location. Technology Training Center 6

7 TIP: You don t have to use every field withing your PivotTable. Sometimes you may only want to see two or three fields in your PivotTable. Therein lies the benefit of, they are dynamic so there is no right answer, it all depends on what you want to see. Removing Fields from a PivotTable To remove an item from the PivotTable by deselecting its option from Choose fields to add to report area, or by dragging it out of the field in which it is located. TIP: Any time you are working in your PivotTable your cursor must be within the PivotTable itself to make changes to the PivotTable. To verify you are adding options to the PivotTable, make sure you see the PivotTable Tools Tab on the ribbon. This will indicate that the PivotTable is selected within the worksheet. If you do not see this tab, your cursor is not within the PivotTable. Changing the Data Source There may be times when you will want to use a different data source for the given PivotTable. From the PivotTable tab on the Ribbon, (your cursor must be within the PivotTable for this tab to appear) select the Analyze tab and then click on the Change Data Source button. From the change Data Source window, identify and select the new data range. You may also browse to another workbook or worksheet if the data is in another location. Note: You can also use the Change Data Source option to verify where the original data is located. Tip: If you need to point to an external data source, then you will have to create a new PivotTable and select the option for External Data Source in the Create PivotTable dialog box. Technology Training Center 7

8 Deleting a PivotTable from a Worksheet You can delete (or clear all of the data) from a PivotTable at any time by positioning the cursor in any cell with data. Navigate to the Analyze tab, Clear dropdown, and selecting the Clear All option. Note: If your Excel window is very narrow, you may not see the Clear button. If this is the case, the Clear button will be located under the Actions button, so the steps would be to navigate to the Analyze tab, Actions icon dropdown, Clear dropdown, and selecting the Clear All option. All the PivotTable data and formatting will clear and the PivotTable tools will be reset and ready to use for the next display of data. Tip: Another way to clear data from a PivotTable would be to deselect all of the fields in the PivotTable task pane. PivotTable Options The default settings for the PivotTable are located in the PivotTable Tools tab, Analyze Tab, under the PivotTable dropdown on the left side of the window, Options. These options are worth a look as you get used to how you want your data to appear. Typically the default settings are good, but you may want to change a few as you progress. From the PivotTable Options dialog box, view and set the settings that work best for you and your designing needs. For example, the default setting for sorting is based on the data source. If you want your PivotTable to automatically be sorted alphabetically, click on the Display Tab and change the Field List option on the bottom. Another options to look at is on the Data Tab. There is an option to Refresh data when opening the file. This may be an option you want to check. We will talk about Refreshing data later in this course. Technology Training Center 8

9 Report Layout By default, a PivotTable is shown in the Compact Form layout which looks like this. Notice the Column Labels and Row Labels are being used as names, versus Size or Region. There also is not an indication of the top line on each region being a total. While you are setting up your PivotTable, or if you are the only person using this PivotTable, this may be acceptable. If you look at the dropdowns, we are just showing Column or Row Labels versus the name of the column/row. If you want to have a more descriptive label for these pieces, we are able to change it with the Report Layout on our PivotTable Tools menu. To change the labels, make sure you click on the Design Tab. On the Right side of the Ribbon, there is a dropdown for Report Layout. There are a couple of options here, but if you choose, Show in Tabular Form, our row and cloumn labels will be updated with the name associated with them, as well as an easier to look at PivotTable providing more emphasis to Subtotals and Grand Totals. Here is the same PivotTable above shown in Tabular Form. You will notice the rows and columns have descriptive names and the subtotals are now on the bottom of each Region, as its own row versus being just a single row with the totals shown. Technology Training Center 9

10 Displaying Subtotals and Grand Totals Subtotals and Grand Totals can easily be added or removed from any PivotTable display. By default, the Subtotals and Grand Totals are on within PivotTable options. The Subtotal and Grand Total tools are located on the PivotTable Design tab of the Ribbon. Click on the appropriate icon and either show or not show the totals. You are able to show the Subtotals at the top of the group, or at the bottom if you would like. Grand totals are also located on the PivotTable Design tab. There are also a couple of options with displaying Grand Totals which you can see by clicking on the Grand Totals icon, but Grand Totals will only display at the bottom of the PivotTable. If you don t want Grand Totals to display by default, you can change the PivotTable options settings by right clicking in your PivotTable and selecting PivotTable options. On the PivotTable options window, click on the Totals & Filters tab and uncheck the option(s) for Grand Totals. Technology Training Center 10

11 Blank Cells Blank cells can cause problems within a PivotTable if the data ends up being a row or column heading. Sometimes, blank data is significant to the data displayed in the PivotTable. By default, all blank cells within a PivotTable will display as blank. If your data is showing Sales for example, you may want to display the blank data as a zero. To change the way blanks data displays, go to PivotTable options as stated about, or right click within the PivotTable and select PivotTable Options. Make sure you are on the Layout & Format Tab. Within the Format section, make sure there is a check in the For empty cells show: option and enter in a zero, then click the OK button on the bottom of the window. Now all blank cells in your PivotTable display a zero, instead of being blank. Refreshing Data in a PivotTable The data within a PivotTable is not automatically updated when you change the source data. Anytime you change any of the data, you have to Refresh the PivotTable in order for your data to be updated. From the PivotTable Analyze tab, select the Refresh icon and choose Refresh All. There are two options, Refresh and Refresh All. Refresh will just update the data in the cell that the cursor is located in. Refresh All will refresh all sources within the current workbook. Tip: The shortcut to Refresh All is Ctrl-Alt-F5. The Refresh data can also be turned on to refresh any time the file is opened from the PivotTable Options tab. On the PivotTable Tools, Analyze Tab, then select Options, which will be located under the PivotTable Name text box. Depending on how wide your Excel window is, you may not see options immediately. If you don t see Options, you will have to click on the PivotTable icon. You will then see Options. Technology Training Center 11

12 From the PivotTable Options dialog box, select the Data tab. On the Data tab, select the Refresh data when opening the file check box. Note: This will only refresh the data when the file is reopened. There is no option to automatically refresh the data any time there is a change. Formatting Data in the PivotTable When you create a PivotTable, any formatting that was in the source data is not transferred over to the PivotTable. If you want your data to be formatted as currency, for example, you will have to do that within the PivotTable. To set the formatting for a field or selected fields in a PivotTable, right click on any cell within the column that you want to format, and select Number Format. From the Format Cells dialog box, select the appropriate data type and click the OK button. You will now be brought back to the Value Field Settings window. Make sure you hit OK on this window as well Technology Training Center 12

13 You may also select the Field Settings drop down menu from the PivotTable Analyze tab. 1. Make sure your cursor is in a cell in the column that you want to change the Number format. 2. Click on the Analyze Tab in the PivotTable Tools Tab. 3. Click on Field Settings on the left side of the screen. 4. On the Value Field Settings Dialog box, select the Number Format button in the lower left side of the dialog box. 5. On the Format Cells window, select the format for your cell(s) 6. Click OK when you have finished. Technology Training Center 13

14 Sorting a PivotTable Data in a PivotTable can be sorted by using the Ascending or Descending sort options from the either Data tab, or by selecting the Sort icon from the Home tab, editing section. To sort your data, position the cursor in the field to be sorted by and select either the Ascending or Descending Sort icon. Sorting is done based on the location of your cursor within your PivotTable. If you want to do a multilevel sort, you will have to sort each field within a field section individually. For example, if we have our Department and Name in our Rows areas, we can click on a department name to sort in ascending order. This will only sort the Department. We will not have to sort by employee names. To sort by individual names, we will have to click on a Name under the Department to sort in Ascending or Descending order. Your data will now show Departments in Ascending order, and the names, under each Department, in Descending Order. Result: Technology Training Center 14

15 Changing the Value Settings By default, Excel will use the Value of sum when a field is added the Value field of the PivotTable. The Value options can easily be changed to average, maximum, minimum, and/or count. From the PivotTable task pane, click on the Value drop-down arrow and select the Value Field Settings option. From the Value Settings dialog box, select the appropriate option and hit the OK button. The data on the PivotTable will update. Show Totals as a percentage There may be a time in a PivotTable that you'll want to show a percentage as well as a sum for the same value field. For example, perhaps you want to show a breakdown of salary by department as well as the percentage of the total salary for the entire company. If your PivotTable has Sum of Salary within the Values area, it will look like this; Technology Training Center 15

16 We will want to add the Salary field one more time into the Values area, and then we will change the display to display as a % of the Grand Total. To do this, click, hold, and drag salary from the PivotTable Fields section, into the values area. The PivotTable now has two columns with a Sum of Salary. We now need to change the display as to percentage. Right click on a cell in the Sum of Salary2 column, choose Show Values As, then choose % of Grant Total. The PivotTable will now display the Departments, with the Total Salary per department, as well as the percentage of the total salary per department. Technology Training Center 16

17 Renaming Field Names When looking at this data, the column headings need a more descriptive name, especially the Sum of Salary2 column. Any time you need to change the column name, you may click on the cell and type in a new name. Note: This can be done on any field name within your PivotTable (column headings from the original data), but they columns cannot have the same name as a filed name. For example, if we were to change the Sum of Salary name to just Salary, Excel would produce an error saying this field name already exists. An easy workaround for this is to add a space after the name. The extra space won t be noticeable, and Excel will accept the new name. Technology Training Center 17

18 Drill Down Drill down will allow you to see what is making up a part of a total within a PivotTable, without having to add in new Fields to your existing PivotTable. For example. If you have a list of departments with the total salaries within that department and you want to know the salaries of all individuals. You could add the employee name to the rows under the department, or you can use the drill down feature. To use the drill down feature, simply double click on one of the total salaries cells. Excel will now create a new sheet to the right of the sheet that you were currently in, showing the data that makes up the total of the cell that you clicked on. Note: If your data does change, the drill down sheets will not update. Even if you refresh the data, the drill down sheets will not be updated. Technology Training Center 18

19 Expand/Collapse Data If the date within your has multiple fields with a Row area, you may see small + or - boxes next to the top Level fields. Example of Expanded: Example of Collapsed: There are several ways to change the expand/collapse level. Within your PivotTable, if there is data to expand or collapse, you will have either a Plus or a Minus sign. Clicking on these buttons, you will expand or collapse your data. From the PivotTable Analyze tab, select the Expand/Collapse icons. Note: The cursor must be in the area where multi levels of text exist. Technology Training Center 19

20 Grouping Data by date/time A useful feature in a PivotTable is the ability to Group Selections by date and time. Start by positioning the cursor in a column containing a date or time. From the Design tab, select Group Field. Verify that the Start and End dates are correct in the Grouping window. Select the date items you want to use in the grouping. In the example above, I am grouping months, and years. To select two options, as in the example above, left click on the first item and then press and hold the Ctrl key while left clicking on any other items you would like to Group on. Click on the OK button when you have made your selection. This is a great tool to use to compare year by year, month by month, etc. You are able to Expand and Collapse the data by clicking on the plus/minus signs. Select the Ungroup Data icon in the Ribbon to turn off the Grouping. Tip: the Grouping options are also located in the context sensitive menu when you right click your mouse on the date data. Technology Training Center 20

21 PivotTable Timeline The Timeline feature, which is new in Office 2013, allows you to filter a PivotTable by using a Timeline. In order to use the Timeline feature, you have to have data that has dates in it. First you will want to create your PivotTable and make sure there are dates in your PivotTable. Make sure your cursor is within your PivotTable, on the PivotTable Analyze Tab, click on the Insert Timeline icon. Excel will show all timelines that are available. Make sure you place a checkmark in the box of the Timeline you want to appear, and then click OK. You timeline will appear and based on the type of data, you will see options for how to display your data. In this example, we only have sales for the Month of January, so we will want to click on January, and then change the timeline view from Months to Days. The timeline should now just show the days in January. You are now able to filter by clicking on single days, or click hold and drag to select a range of days to see how your PivotTable changes to reflect the sales from the dates selected on the timeline. Technology Training Center 21

22 Creating a Calculated Field A calculated field is a new field created from other fields and used as formulas to preform calculations. The calculated field must reside in the data area. The formulas used are stored in a dialog box and stored within the PivotTable data. Make sure your cursor is within the PivotTable. From the PivotTable Analyze tab, click on the Fields, Items & Sets drop-menu and select Calculated Fields. From the Calculated Field dialog box, name the unique field you are creating for the calculation. Now click on the Formula textbox. If there are any values in the textbox, delete everything except the equals = sign. Now, double click on the fields that you want included in the formula. Make sure you include an addition, subtraction, etc. sign between each field so Excel knows what you would like to do to the fields. Click on the OK button Result: a new column will be added with the calculated display. Technology Training Center 22

23 Editing a Calculated Field To edit a calculated field that you created, make sure your cursor is within the PivotTable. From the PivotTable Analyze tab, click on the Fields, Items & Sets drop-menu and select Calculated Fields. From the Insert Calculated Field window, you can select any calculated field that is within the PivotTable. Click on the dropdown in the Name field and select the calculated field that you want to edit. Your Formula will appear in the Formula text box where you are able to edit the pieces of the formula. Tip: You are able to add in numbers into the formula as well. If for example we want to add $10,000 to each Total, we can add a to the formula. Technology Training Center 23

24 Insert a Page Break after a Row Label If you have more than one row label, then you can specify a page break at each row label. For example, if I have data displayed by department, I might want each new department to print on its own page. Right click the mouse on the column label and select Field settings from the Context Sensitive Menu. Tip: The Field Settings tool is also location on the PivotTable Design tab. From the Field Settings dialog box, select the Print and Layout tab. Select the check box to insert a page break after each item. Print Preview the PivotTable to view the new display. Tip: This will not display the 1 st row labels on each separate page, to have the first row labels appear, we have to set the Print Titles. Technology Training Center 24

25 Print Titles in a Report The data displayed in a report will make more sense if it is printed using column titles. Sometimes printed data will carry over multiple pages. Turn on the Print Titles tools so that the column titles print on every page of the report. Position the cursor in the data and right click the mouse to display the context sensitive menu. Select PivotTable Options from the Menu. Tip: PivotTable Options is also located on the PivotTable Design tab, PivotTable Options drop-down menu. From the Options dialog box, select the Print tab. Select the check box to print titles and then Click OK. This will make the first row repeat on each page that is printed. Technology Training Center 25

26 Insert the PivotTable Chart Data in a PivotTable can easily be converted to a chart for a better visual display. Make sure your cursor in the PivotTable data and select the PivotTable icon from the PivotTable Options tab. The Insert Chart window appears giving you multiple options on how you want your chart to display. You are able to choose from multiple chart options and get a preview before deciding on what chart you would like to use. Click OK to add the chart to your worksheet. Technology Training Center 26

27 Editing a PivotChart Now that you have a PivotChart on your worksheet, you are able to change the Style, Color, layout, etc. by clicking on the options to the right of the chart. The plus icon will have options for the Chart Elements, Chart Title, Data Labels, etc. The paintbrush icon, will include options for the Chart Styles. There are a few options with different layouts that are provided for your chart. Remember to use the scrollbar to see all options. If you aren t satisfied with the colors of your chart, click on the Color tab to select a new color scheme. Technology Training Center 27

28 Using the Slicer Tool with the PivotTable The Slicer tool is used in conjunction with the PivotTable/PivotChart. The Slicer tool offers more of a visual display as to how the data is grouped in the PivotTable/PivotChart. To insert a Slicer, make sure your cursor is within your PivotTable. Navigate to the Insert Slicer tool on the PivotTable Analyze tab. Tip: Think of the Slicer Tool as a way to make a Dashboard From the Insert Slicers window, select the categories that you would like to use. The slicer tool behaves as a filter, but in a visual way. In a PivotTable, when a filter applied to data using more than one category, the display on the shows multiple items. Visually, a person viewing the data can t see which items are being using in the filter. Place a checkmark in the boxes of the categories that you would like to have on your screen. Note: If you want to delete a slicer after it is on your worksheet, just select it and hit the delete key. If you need to add a new slicer, go back to the Insert Slicer icon and add in a new category. The slicer tool displays each category used in the PivotTable as individual boxes. The items being displayed in the slicer are color coded for easy visual identification. Just like the PivotTable, one can select a different item or category and the PivotTable will update along with the boxes to show information displayed. Technology Training Center 28

29 With the slicers, you are able to change the display of your PivotTable & PivotChart just by clicking on the categories that you want to see. If you want to look at two Regions for example, click on the first Region and then, while holding down the Ctrl key, click on the next Region that you would like to see. To remove a slicer filter, click on the Clear Filter icon in the upper right of the slicer to reset the filter. To change the color of the slicers, make sure the slicer is selected. From the Slicer Tools, Options tab, you are able to select different color options for your slicer. Technology Training Center 29