Bill Burton. Albert Einstein College of Medicine

Transcription

1 Bill Burton Albert Einstein College of Medicine

2 Creating basic pivot tables Customizing the format and appearance of pivot tables Grouping, sorting, and filtering data (including the use of slicers ) Performing calculations within pivot tables Drilling down into the underlying data Creating and customizing pivot charts

3 A pivot table allows you to quickly summarize and manipulate the data in Excel without changing the original worksheet These summary results are displayed in a new table called a pivot table A user sets up and can easily modify the pivot table s structure by dragging and dropping fields into four drop boxes You can also create a pivot chart, which graphically represents data summarized in the pivot table

4 Find relationships and groupings within your data Find a list of unique values for specific fields in your data Find data trends using various time periods Respond to frequent requests for changes to your data analysis Create subtotals that often include new additions Organize your data in a way that is easy to chart

5 Each column should be a separate variable or field Each row should be a separate record or transaction The top row of the data set should include descriptive field names (e.g., Age, not Q13 ) Any empty rows or columns should be removed Avoid repeating or breaking out groups (e.g., you should create a single Month field rather than creating a separate column for each one)

6 Click on any cell in the source dataset Click the Insert tab and then click the Pivot Table icon (located at the far left of the Insert ribbon) Make sure the data range is correct and click OK A new worksheet appears, with a blank pivot table on the left and a Pivot Table Field List task pane on the right The pivot table is created when you start dragging fields into the four drop boxes located below the task pane

7 The field names in the PivotTable Field List task pane are taken from the top row of the source database Drag the fields you want included in the pivot table into the four drop boxes of the task pane: 1. Values (the table presents calculations of data placed in this drop box) 2. Column Labels (called Legend Fields when a pivot chart is selected) 3. Row Labels (called Axis Fields when a pivot chart is selected) 4. Report Filter (allows you to produce a separate pivot table report for every value of the field you drop into this box)

8 Values area: the area located below and to the right of the headings (shows calculations) Row area: consists of headings that go down the left side of the pivot table Column area: consists of headings that go across the top of the pivot table Report Filter area: an optional set of drop-downs located at the top of the pivot table

9 If you drop a numeric field (e.g., Age) into the Values area of the task pane, you can choose a variety of ways to display it, including sum, count, average, SD Click the drop-down for the field you placed in the Values area, select Value Field Settings, and then choose the specific calculation you want to display You can drop more than one field into the Values area If you drop a text field (e.g., Gender) into the Values area of the task pane, it will display count information

10 If you double click on a number in the Values area of the pivot table, a new worksheet opens up that displays all the records included in the calculation of that number This is useful when you are cleaning your data, prior to data analysis In this way, you can check for outliers, data entry errors, and coding errors (e.g., if the mean of a 1-5 scale is 5.23, perhaps you forgot to filter out records that were coded as 9 for not applicable )

11 Options under the Design tab allow you to.. Turn subtotals and grand totals on or off and change their position Repeat or not repeat item labels Insert or remove blank lines after each category item Bold or unbold column and row headers Create banded or unbanded columns and rows Quickly apply a new PivotTable Style

12 Click on a category header of the field you want to sort by, then click one of the Sort buttons on the Options tab (i.e., AZ, ZA, or the Sort icon) You can manually move individual field categories by hovering over them until a four-sided arrow appears, and then dragging that category to its new location Or you can right-click a category, select Move, and then shift that category up or down in the list To sort a field in the values area of the pivot table, click one of the numbers and then click the ascending or descending sort buttons on the Options tab

13 To group by date, select any date heading in the pivot table, then click Group Field on the Options tab In the Grouping dialog box that appears, specify the range of dates you want to include in the report, and then choose the time interval you want to group by To group by weeks, choose to sort by days, set Number of Days at 7, and then specify the starting date (which should fall on a Sunday or Monday) To ungroup, simply click Ungroup on the Options tab

14 Select the categories from the field that you want to include in the first group, and then click Group Selection on the Options tab This new group is named Group1 (click in the cell containing that name and type the name you want) Repeat steps 1 & 2 for additional groups you would like to create from that same text field Excel adds a new field whose name is identical to the original, but which ends in the number 2

15 Click the drop-down next to a row or column label in the pivot table A dialog box opens that displays each value in that field along with an associated check box The Select All button toggles all the values on and off Click the check box beside a value to select it If you want to remove a filter that you ve applied, click the drop-down for that field and click Select All The drop-downs also provide access to a list of logical arguments for filtering date and values fields

16 When you place a field in the report filter area, the drop-down starts with (All) To filter based on one value, click the drop-down for the field of interest and then select the value To filter based on two or more values, click the Select Multiple Items box, and then select the values You can place several fields into the report filter area CAUTION: Selecting multiple items or multiple fields can lead to situations in which you forget what items are included in the pivot table report

17 Drop the field you want to base the separate reports on into the Report Filter drop zone The name of this field will appear at the top left of the pivot table, followed by the word All and a dropdown arrow Click the Options drop down on the left side of the Options tab and then click Show Report Filter Pages This produces a pivot table for each value of that field, each located on a separate worksheet

18 Slicers are graphical versions of Report Filter fields To add slicers, click the Insert Slicer icon on the Options tab, and then select the fields you want to filter by from the Insert Slicer dialog box Each slicer you select appears as an array of buttons on the pivot table worksheet To filter a field, click on the button(s) of the value(s) you want to include in the pivot table To clear a slicer, click the icon at the top right of the array; to delete it, right-click and select Remove

19 A calculated field is a data field you create by performing a calculation using existing fields in a pivot table Click the Fields, Items & Sets drop-down on the Options tab and select Calculated Field A dialog box opens up that has Name and Formula input boxes Give the new field a name, and then build a formula by selecting a combination of data fields and math operators (e.g., +, -, *, /)

20 Click anywhere in the pivot table, click the Pivot Chart icon on the Options tab, and then select the type of chart you want Note that the names of the drop boxes change depending on whether you have selected the pivot table or the pivot chart Fields placed into the Axis Fields drop box will be placed along the chart s horizontal axis Fields placed into the Legend Fields drop box will be placed into the chart s legend

21 You can select any of Excel s 11 chart types, with the exception of scatter, bubble, and stock charts By using the Design, Layout, and Format tabs, you can make the same formatting, style, and layout changes to pivot charts that you can make to regular charts in Excel A new Analysis tab is also available, which allows you to add Slicers, refresh the data, and hide or show field buttons Keep in mind that the most effective pivot chart may not be the most effective pivot table (and vice versa)

22 With the pivot chart selected, drag the field of interest into the Axis Fields (Categories) area Click the field of interest again and drag it into the Values area Make sure that the values field is set to display Count information Right-click on any cell in the pivot table that contains a row label, and then choose Group Set the Starting at, Ending at, and By values accordingly