Creating Pivot Tables

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1 Creating Pivot Tables Example Using CIA Inspection Information This is a step by step guide of how to create pivot tables using Microsoft Excel. You can create a pivot tables from any database you have in Excel. This guide uses code enforcement data from the NST Web App as an example of how you can download data from the Web App and use pivot tables to create data reports. 1) Narrow Data as desired. You might want to only look at a subset of your data by geography. Narrow parcels down to those you want to focus on in the pivot table report. Example: CIA inspection report. For a CIA inspection report, you probably want to only examine parcels that have been inspected. To filter your dataset to include ONLY properties that have been inspected, filter by [COLUMN NAME] in the [DATA TAB NAME] to obtain all inspection information for the selected geography (note: each inspection entry should have an inspection data entered). Detailed instructions on how to filter data is available in the NST Web App user guide or training videos located on the NST Web App resources page. 2) Select Relevant Data In the Web App, only data that is displaying will be downloaded. Make sure you turn on all of the data you want to include in your download file. Example: CIA inspection report. Make sure that only the Geographies and CIA Inspection tabs are selected. This can be done by clicking on the hide all tab and then selecting the Geographies and CIA Inspection. The tabs will turn dark blue when selected (see screen shot on following page).

2 3) Download Data To download the selected data click on the Download tab in the Data operations category. The download box will appear letting you know that the data has been formatted and is ready to be downloaded. Click on Click here to download data in the Download selected data box that appears and open the file in Excel.

3 4) Select Data for Pivot Table Once the data is downloaded into Excel, it may be helpful to take a quick look through it to make sure that it includes what you intended to download. While it is best to narrow your data down in the NST web app before downloading it, if you want to narrow the data more in Excel before creating the PivotTable, now is the time to do so. Excel 2007: After checking and formatting the data open the Insert tab and click on PivotTable. When the Create PivotTable box appears, all of the data in the worksheet should automatically be selected. If Excel does not automatically select all of the data, manually select the data in the worksheet by clicking on the small chart icon next to Select a Table or Range (see screen shot on right). After selecting all of the data, click OK. Continue with section B below.

4 Excel 2003: Under the data tab select PivotTable and PivotChart Report to open up the PivotTable wizard. Select Microsoft Office Excel list or database for Where is the data that you want to analyze? Select PivotTable for What kind of report do you want to create? Click next. If Excel does not automatically select all of the data, manually select the data in the worksheet by clicking on the small chart icon next to Select a Table or Range. After selecting all of the data click next. Select New worksheet under Where do you want to put the PivotTable report? Continue with section B below. 5) Selecting Variables in Field List In the PivotTable Field List box that appears on the right, click and drag the desired geography to the Row Labels box. Example: CIA Inspection Report. A typical geography might include the concentrated inspection area, neighborhood, or zip code.

5 Click and drag desired variables from the PivotTable Field List box into the Values box. Example: CIA Inspection Report. Variables to be included in the report will likely include the information from the detailed complaint findings.

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