Training Exercise for Microsoft Excel- Version 2007 PIVOT TABLES

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1 Training Exercise for Microsoft Excel- Version 2007 PIVOT TABLES Prepared by Brenda Hartley, Omeresa Student Services (Some screen shots and content have been borrowed from documentation for DASL retreat Advanced Excel Training and presentation by Michaelene Vincent.)

2 Pivot Tables PivotTable reports can help to analyze numerical data and answer questions about it. With PivotTable reports, you can look at the same information in different ways with just a few mouse clicks. Data swings into place, answering questions, telling you what the data means. From the EZ Query Download Student Address data extracted into Excel, you can see that students live in various cities. You have their grade levels too. Using this Pivot Table you can see how many students, by grade, live in each of the cities. Pivot Table Prep The top 3 things that will cause problems Before you start to work with a PivotTable report, take a look at your Excel worksheet to make sure it is well prepared for the report. 1. When you create a PivotTable report, each column of the source data becomes a field that you can use in the report. Fields summarize multiple rows of information from the source data. The names of the fields for the report come from the column titles in the source data. Be sure that each column has names across the first row of the worksheet in the source data. EZ Query data comes with column titles already. In the picture above, the column titles City and Grade will become field names you will use. When you create a report you will know that the City field represents the City data from the worksheet. 2. The rows below the headings should contain similar items in the same column. For example, text should be in one column, numbers in another column, and dates in another column. You would find this with a Grade column in an elementary school, since it would contain KG (alpha) as well as numeric data (1, 2, etc.) We chose the High School data so we don t have this problem. (There are two ways to correct this problem. You could choose Find & Select from the Editing Group, Highlight the Grade column then choose Replace to change KG to 0 and PS with another unique number. Or select and highlight the column and format the cells as text. 3. There should be no empty columns within the data that you are using for the PivotTable report. It is also recommended that there be no empty rows; for example, blank rows that are used to separate one block of data from another should be removed. 4. If you didn t save your EZ Query you will get the Data source reference is not valid, error message. You need to save the document again as an Excel document. (After saving the EZQuery document to your desktop, open up Excel, click on open a document, locate your Pivot Table from EZQuery and open it up inside Excel. Save the table so that it is saved in Excel format.)

3 Let s make a Pivot Table! When the data is ready, click on any cell within the spreadsheet. That will include all the worksheet data in the report. Or you can select just the data you want to use in the report. Then, on the Insert tab, in the Tables group, click PivotTable. The Create PivotTable dialog box opens. Select a table or range is already selected for you. The Table/Range box shows the range of the selected data. New Worksheet is also selected as the place where the report will be placed. Click OK. Tip: We could click Existing Worksheet if we want the report placed in the same worksheet. If we do so, we have to choose a particular cell to place it in. We won t do that today. This is what we see in the new worksheet after we click OK on the Create PivotTable dialog box.

4 On the left side is the layout area where the PivotTable report will show and on the right side is the PivotTable Field List. This list shows the column titles from the source data. As mentioned earlier, each title is a field: Status, City, Grade, etc. We create a PivotTable report by moving any of the fields to the layout area for the PivotTable report. First let s do this by selecting the check box next to the field name. You can also drag fields to build a report but that will be covered later. If you click outside of the layout area (of a PivotTable report), the PivotTable Field List goes away. To get the field list back, click inside the PivotTable layout area. Pivot Table Practice First start with finding out how many students live in each city. To get the answer, you need data about the City and one other field. We will use grade. Select the check box in the PivotTable Field List next to the Grade field. When you select a field, Excel places it in a default area of the layout. Notice that Excel immediately gives a sum because the data in that column is numeric. Now click the City field. The data in the City field is automatically displayed as rows on the left side of the report. Fields without numbers will land on the left Fields with numbers will land on the right regardless of the order in which we select them.

5 Excel breaks down each city and gives you the total, but not by Grade. Click and Drag the Grade field to the Row Labels box. Yes, you can use it twice! Now you get a break down by City, by Grade and the sum of each. Report Filter The Report Filter enables you to filter the data within the Pivot Table. Try adding Status to the Filter Area. It adds a new option at the top of the page. By clicking the filter(down arrow next to All), you can look at just Active (A) students or Inactive (I) students or any combination by toggling on the Select Multiple Items box.

6 Or you can use the filters on fields that are already in your Pivot Table, just like any Excel table! Why do they call it a Pivot Table? Click and drag the City field from Row Labels to Column Labels to change to the table view below. It Pivoted from vertical to horizontal.

7 Values If the data does not give you the Totals you expect to see, look at the definition in the Values area. You may prefer a count rather than a sum, or even an average. Click the down arrow (to the right of Sum of grade) and choose Value Field Settings at the bottom of the list. Then choose count. You now have a count of Grade Level rather than a sum. Starting Over To remove all the fields from the report so that we can start over, on the Ribbon at the top, on the Options tab, in the Actions group, click the arrow on the Clear button, and then select Clear All. (If you decide you want to undo this move click the UNDO button at the top of your page.) For this exercise Do Not Clear this pivot table and if you did, click the UNDO button at this time.

8 Additional notes regarding Click and Drag Options: As mentioned earlier in the lesson, if you prefer to build a PivotTable report by using the drag-and-drop method, there is still a way to do that. There are four boxes at the bottom of the PivotTable Field List. The boxes are called: Report Filter Row Labels Column Labels Values You can drag fields to this area or instead of selecting check boxes next to the field names, you can also right-click the field and select a location from a menu. As you do so, the fields are automatically placed in the layout, and they are simultaneously placed in the appropriate box at the bottom of the list. Making the Pivot Table more Presentable Let s start by moving the City Field back into the Row Labels box. To do this, in the Column Labels box click, hold and drag the City Field over to the Row Labels box and drop City so that it is above Grade. Your Pivot Table now looks like this: Each City is broken down by Grade Level giving a count of the number of students in each grade from that city.

9 Now drag the Grade field from the Row Labels box to the Column Labels box. We now have each row showing a city broken down by grade levels. Name the Pivot Table Sheet At the bottom of the sheet you will see this sheet is titled Sheet1. Double click on the word Sheet1 and while it is highlighted type in CityGr and press enter. Drilling Down into the Date: Looking at the pivot table you can see that you have 5 students in grade 10 that live in the city of Boston. How do you find out who these 5 students are? This can be done by drilling down into the table. Double click on the number 5 located in row 5 column E.

10 The Pivot Table opens up a new sheet (naming it sheet1 ) displaying all of the data from the original worksheet relating to those 5 students in grade 10 living in the city Boston. If this is information you will need later on you can rename this sheet 10thBoston. If you have no need to keep this sheet of information you can right click on the name on the tab and select delete to delete this sheet. It will not delete information on the original spreadsheet. Selecting a Design for the Pivot Table: To help make rows of data on the table stand out more you can highlight every other row by placing a check in the box next to Banded Rows. Begin by clicking on the CityGr tab at the bottom of the work sheet. In the menu Ribbon at the top select Design. In the box labeled PivotTable Style Options click on the box next to Banded Rows. Or you could select Banded Columns instead.

11 Another option for making your data stand out better would be to select from one of the many options available in the PivotTable Styles box. Ex. Pivot Style Light 22. You can also change the names of your row and column headings by clicking in the cell that say Row Labels and changing the name to City and click in the cell Column Labels and change that name to Grades. Create a Chart: First make sure you have clicked on a cell within your pivot table. Up on the menu Ribbon click on Insert. In the Charts box click on the type of chart you want to create. For this exercise we will create a Pie Chart.

12 Click on the Pie Chart and then on the second symbol Exploded Pie Chart. The Pie chart will be created on the Pivot Table screen. You can click on the chart and place it where you want. In the Pivot Table Filter Pane you can select different filters for your data or keep your current selections and close out the window. For this exercise we will leave our Filters as they currently are and click the small x in the corner of the pane to close it. Now let s name the Chart. Double click on the 7 that is at the top of the chart. Name this chart 7 th Graders by City. Click inside one of the slices of the pie to select all slices (shows as selection dots on each point of the slices). If you right click inside one of the slices with all of the slices selected you can apply any changes you make to all pieces of the pie. Play around with the options found by clicking on Format Data Labels or Format Data Series. More information on formatting charts can be found by accessing Microsoft Excel on line.

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