Pivot Table User Guide

Transcription

1 Pivt Table User Guide

2 Cntents Pivt Table User Guide... 1 Pivt Tables... 3 Abut this guide... 3 Prerequisites... 3 Using pivt tables in Excel... 3 Structure f a pivt table... 3 Using Fields t summarise data... 4 Cpying data frm pivt tables... 6

3 Pivt tables Abut this guide The Department f Immigratin and Brder Prtectin (DIBP) is nw publishing a range f data in pivt table frmat. The purpse f this guide is t assist users t understand hw t make the mst f this data. Prerequisites A wrking knwledge f Micrsft Office Excel is required t use the DIBP pivt tables. These pivt tables are created in Micrsft Excel Fr mre infrmatin n hw t use Micrsft Excel see Micrsft Supprt. Using pivt tables in Micrsft Excel Pivt tables are a pwerful, easy t use data analysis tl that enables yu t rerganise, filter, grup and summarise data by dragging and drpping variables int and ut f a table. Structure f a pivt table The fllwing diagram shws the basic structure f a pivt table. This picture specifically relates t the subclass 457 pivt table, but the principles are the same fr all the DIBP pivt tables. Figure 1: Structure f a pivt table

4 Using fields t summarise data What is a field? Fields are als knwn as data items r variables. They are what enable us t specify the data t be displayed in the pivt table. Specifically, the pivt fields may include applicant type, age grup, gender, citizenship cuntry and client lcatin. Within each field there are items. Fr example, the items in the field applicant type are primary and secndary. Fields enable the data t be either summarised r filtered. All f the fields can be mved with the muse t different areas in the pivt table t give different summaries f the data. Clicking the dwn arrw at the right f the field name will reveal the item selectr f the field, shwing the items that make up that field. Mving fields Fields can be mved t any part f the pivt table. 1. T mve a field simply select the field name with the muse, drag & drp the field in the new lcatin. The table will then be updated with the revised table layut and the data will update autmatically. 2. When yu mve fields arund, yu will see the cursr change shape indicating the area int which the field is t be drpped. 3. If a field is placed in the wrng psitin, it is easy enugh t pick up and mve. Stacking fields Fields can be stacked in the rw r clumn areas, enabling mre cmplex tables t be created frm the data. 1. T stack fields, select the fields and drag & drp them in the apprpriate area (ne field at a time). 2. Yu can stack several fields in a rw and/r clumn, but stacking t many fields can make the data difficult t read. 3. Fr example, in Figure 2, gender and selected age grups have been stacked in the rw area, enabling the cmparisn f subclass 457 visa grants by gender and selected age grups acrss a range f financial years (clumns).

5 Figure 2: Example f stacked fields Filtering data Fields can als be used t filter the data. Fr example in Figure 2 abve, nly the age ranges f 20 t 39 years were selected in the age grup field. Similarly this can be dne fr ther fields that may nt specifically be in the table, fr example cuntry f citizenship. T apply a filter, d the fllwing: 1. Click the dwn arrw at the right f the field bx. This will reveal the items f the field. 2. Click the item(s) t be filtered n, and click OK. Nte: if mre than ne item is required t be selected, please select the select multiple items tick bx at the bttm left hand side f the expanded filter bx, if it hasn t already been selected. 3. The table will then be updated with the updated data. 4. If nly ne item is included in the field filter, it will be displayed next t the name f the field. If multiple items have been selected, it will display multiple items, if n filtering is applied t a field, it will display all. 5. T remve the filter, fllw the same prcedure, but select all. Srting items and data It is ften cnvenient t srt items in different ways. Fr example yu may want t srt the citizenship cuntries in yur table int alphabetical rder, r by the number f visa grants. T srt items by name: Lcate the field t be srted in the rw r clumn. Click the dwn arrw at the right f the field bx. Click the srt buttns in the menu at the tp f the drp dwn screen t srt the items based n their name.

6 T srt items by data values: Lcate the field t be srted in the rw r clumn. Click the dwn arrw at the right f the field bx. Click the mre srt ptins frm the menu. The srt menu will appear, select ascending r descending, and then select the variable by which t srt the data. This menu als enables yu t manually srt data int an rder that yu wish. Once the srt rder has been defined, select OK. T srt nn-selected items t make it easier t find the filter yu want: Right click the name f the item and select srt Select srt A-Z frm the extended drp-dwn menu. This will enable yu t easily select multiple cuntries fr example frm the cuntry f citizenship list. Cpying data frm pivt tables It is ften useful t cpy summarised data frm a pivt table t anther excel file fr archiving, presentatin r further analysis. The data in the DIBP pivt tables has been lcked t prtect privacy, and therefre it is nt an easy matter f selecting the cells t be cpied and pasting the data elsewhere. Hwever the data can be exprted frm the DIBP pivt table, t enable further analysis. T exprt the data frm the pivt table: 1. Set up the table in the frmat yu wish t exprt, including any filtering f the data. 2. Frm the menu tabs select file/save as 3. Enter the file name and lcatin where yu wish t save the file, but change the file frmat t csv (cmma delimited) (*.csv). This will enable yu t pen the saved file in excel (r a large range f ther prgrams), while preserving the privacy restrictins placed n the file. 4. Select OK.