EXCEL 2003 Pivot Tables Page 1

Transcription

1 EXCEL 2003 Pivot Tables Page 1

2 EXCEL 2003 Pivot Tables Page 2 TABLE OF CONTENTS Page I. CREATING PIVOT TABLES AND PIVOT CHARTS Definitions Parts of a Pivot Table Creating a Pivot Table with the Wizard Rearranging Pivot Table fields Adding a field to Pivot Table Removing a field from the Pivot Table Showing/Hiding details for a field Showing details for values Filtering items in the Pivot Table Grouping items Changing the number format Changing the summarisation function Sorting Pivot Table items Removing subtotals Removing grand totals for columns/rows Calculating a percentage of total Inserting a calculated field Inserting a calculated item Refreshing Data Applying a format to the Pivot Table Creating separate Pivot Tables Creating a Pivot Table from several data ranges Creating Pivot Chart Hiding Pivot Chart field buttons Changing Pivot Chart appearance Changing Pivot Chart type Changing Pivot Chart options Changing Pivot Chart location II. INDEX... 30

3 EXCEL 2003 Pivot Tables Page 3 I. CREATING PIVOT TABLES AND PIVOT CHARTS 1. DEFINITIONS - A Pivot Table is an interactive table that you can use to quickly summarize large amounts of data - You can rotate its rows and columns to see different summaries of the source data, filter the data by displaying different pages, or display the details for areas of interest - A Pivot Table is made of fields and items - A Pivot Table field corresponds to a column in a list - A Pivot Table item corresponds to a unique value in a field - Example of a simple Pivot Table report. The source data is in the list on the left: - A Pivot Chart is the graphical representation of a Pivot Table. It is always associated with a Pivot Table - You can change chart types and apply formatting to Pivot Chart the same way you do with any Microsoft Excel chart - One Pivot Chart can be pivoted to show different ways to view the same data - Example of a simple Pivot Chart. The first view focuses on sales activity in the western region. The second view focuses on produce sales:

4 EXCEL 2003 Pivot Tables Page 4 2. PARTS OF A PIVOT TABLE - Page field: field of a table assigned to a page orientation. It allows to display summarised data for each item in the list provided when clicking on page field item drop-down arrow - Page field item: each unique entry or value from field. The Pivot Table displays data for that entry or value only - Row field: each item is displayed as a row - Column field: each item is displayed as a column - Data field: field containing data. It uses by default the sum function to summarise numeric data and count function to summarise text data. Other functions can be used 3. CREATING A PIVOT TABLE WITH THE WIZARD - Cursor anywhere in list Data/PivotTable Report and PivotChart Report on menu bar - PivotTable and PivotChart Wizard - Step1 of 3 window is displayed: - Select Microsoft Excel list or database

5 EXCEL 2003 Pivot Tables Page 5 - PivotTable and PivotChart Wizard Step 2 of 3 window is displayed: - Verify the range. If there is no range selected or if the range is incorrect, select the correct range as explained below: - To select range click on button on right of Range. Select appropriate range, as follows: click on first cell of group, press Shift key and click on last cell of group to return to Pivot Table and PivotChart Wizard Step 2 of 3 - PivotTable and PivotChart Wizard Step 3 of 3 window is displayed: - Where do you want to put the PivotTable? select - New worksheet: to put the Pivot Table on a new worksheet (new worksheet is inserted before existing worksheet) - Existing worksheet: to put the Pivot Table on an existing worksheet. Select worksheet by clicking on its tab as well as a destination cell - PivotTable and PivotChart Wizard Layout window is displayed: - Drag fields names to Page, Column, Row or Data as appropriate (see item 2. Parts of a Pivot Table on page 4) OK once finished

6 EXCEL 2003 Pivot Tables Page 6 - The Pivot Table displays as follows: Column field button Page field button Data field button Row field button Data field item - The PivotTable toolbar is displayed: - The list of fields is also displayed: - Notes: - Should the PivotTable toolbar not be displayed automatically, click on View/Toolbars/PivotTable on menu bar to display it - To show/hide the list of fields click on Hide/Show Field List button on PivotTable toolbar - You can add more than one field to each area 4. REARRANGING PIVOT TABLE FIELDS - Point any button, Page, Column, Row (see above example) - Drag and drop to appropriate Pivot Table area 5. ADDING A FIELD TO PIVOT TABLE - Point any field on Pivot Table Field List - Drag and drop it to appropriate Pivot Table area Note: the PivotTable toolbar and field list are only displayed when you select one or more cells in Pivot Table 6. REMOVING A FIELD FROM THE PIVOT TABLE - Point field button to be removed - Drag and drop it out of the Pivot Table 7. SHOWING/HIDING DETAILS FOR A FIELD - Select item for which details must be shown/hidden Show Detail / Hide Detail buttons on PivotTable toolbar

7 EXCEL 2003 Pivot Tables Page 7 Note: you can also double-click item to show/hide details 8. SHOWING DETAILS FOR VALUES - This option displays rows that contributed to the value calculation - Double-click cell concerned - A new worksheet appears displaying the rows that contributed to the value calculation, as per example below: Notes: - To delete this new worksheet, right-click worksheet tab, select Delete from menu - Should you be unable to display details when you double-click a cell with a value, proceed as follows: point cell with value, right-click, select Tables Options, Options window is displayed, click in Enable drilldown check box in Data Options part OK once finished 9. FILTERING ITEMS IN THE PIVOT TABLE - Click the filter drop-down arrow on the appropriate field button for the field you want to filter - Uncheck the items you want to hide OK once finished 10. GROUPING ITEMS Grouping combines items and is usually used for date fields to combine them into months or years (for numeric fields as well) - Point field button to group - Right-click and select Group and Show Detail/Group from menu - Grouping window is displayed: - Select as appropriate Note: To Ungroup, right click appropriate field button and select Group and Show Detail/Ungroup from menu

8 EXCEL 2003 Pivot Tables Page CHANGING THE NUMBER FORMAT - Double-click appropriate data field button - PivotTable field window is displayed: - Format Cells window is displayed: - Select Number, Currency or Accounting, as appropriate OK once finished 12. CHANGING THE SUMMARISATION FUNCTION - Double-click appropriate data field button - PivotTable field window is displayed: - Summarize by: select as appropriate OK once finished 13. SORTING PIVOT TABLE ITEMS - Double-click appropriate field button

9 EXCEL 2003 Pivot Tables Page 9 - PivotTable field window is displayed: - PivotTable Field Advanced Options window is displayed: - In AutoSort options part, select Ascending or Descending, as appropriate OK once finished 14. REMOVING SUBTOTALS - Double-click appropriate data field button - PivotTable field window is displayed: None in Subtotals 15. REMOVING GRAND TOTALS FOR COLUMNS/ROWS - Cursor anywhere in Pivot Table

10 EXCEL 2003 Pivot Tables Page 10 on PivotTable toolbar - Select Table Options - Table Options window is displayed: - In Format options part, click in Grand totals for columns and/or Grand totals for rows, as appropriate OK once finished 16. CALCULATING A PERCENTAGE OF TOTAL Displays each data item as a percentage of the grand total of all the data in the Pivot Table - Double-click appropriate data field button

11 EXCEL 2003 Pivot Tables Page 11 - PivotTable field window is displayed, click on Options button: - In field Show data as, click drop-down arrow: - Select % of total OK once finished Note: Select Normal in the Show data as part to turn off % 17. INSERTING A CALCULATED FIELD A calculated field is a field in a Pivot Table report or PivotChart report that uses a formula you create. Calculated fields can perform calculations by using the contents of other fields in the Pivot Table report or PivotChart report. - Select any cell in the Pivot Table on PivotTable toolbar - Select Formulas/Calculated Field from menu

12 EXCEL 2003 Pivot Tables Page 12 - Insert Calculated Field window is displayed: - Name: enter a name for the calculated field - Formula: enter formula as appropriate. Double-click fields in the Fields box to include them in the Formula field to add calculated field to list of fields OK once finished Note: To change the order of fields in the Pivot Table, right-click the field to be moved, select Order from the menu and select as appropriate Following restrictions apply to calculated fields: they cannot incorporate cell addresses, defined names or array functions

13 EXCEL 2003 Pivot Tables Page 13 Example: - The following Pivot Table displays the total amount of contributions in USD from private donors (i.e. Georges Jefferson, Peter Adams, Rita Hanson, Paul Smith) and corporate donors (Amica, Smith & Sons, Peterson & Co.) by region - You want to produce a Pivot Table showing the total amount of contributions in USD and CHF - Create the calculated field, as follows: on PivotTable toolbar - Select Formulas/Calculated Field from menu - Insert Calculated Field window is displayed - Enter formula as per example below: to add the calculated field to the list of fields

14 EXCEL 2003 Pivot Tables Page 14 OK once finished - The Pivot Table looks like the one below: - To display Contributions of in USD and Contributions in CHF side by side, simply point the Data label, drag and drop it over total - Your Pivot Table looks like the one below: 18. INSERTING A CALCULATED ITEM A calculated item is an item within a Pivot Table report or PivotChart report that uses a formula you create. Calculated items can perform calculations by using the contents of other items within the same field of the Pivot Table report or PivotChart report. Unlike calculated fields, calculated items work with the individual items belonging to a field. - Select the appropriate field button (the field containing the items to be used for the calculation) on PivotTable toolbar - Select Formulas/Calculated Item from menu

15 EXCEL 2003 Pivot Tables Page 15 - Insert Calculated Item window is displayed: - Name: enter a name for the calculated item - Formula: enter formula as appropriate. Double-click fields in the Fields box to include them in the Formula part to save OK once finished Following restrictions apply to calculated items: they cannot incorporate cell addresses, defined names or array functions

16 EXCEL 2003 Pivot Tables Page 16 Example: - The following Pivot Table displays the total amount of contributions from private donors (i.e. Georges Jefferson, Peter Adams, Rita Hanson, Paul Smith) and corporate donors (Amica, Smith & Sons, Peterson & Co.) by region - You want to produce a Pivot Table showing the total amount of contributions grouped by Private Donors and Corporate Donors - Create the calculated items, as follows: - Select the Donor label on PivotTable toolbar - Select Formulas/Calculated Item from menu - Insert Calculated Item window is displayed (see above) - Enter Private Donors formula as per example below:

17 EXCEL 2003 Pivot Tables Page 17 to save - Enter Corporate Donors formula as per example below: to save OK once finished

18 EXCEL 2003 Pivot Tables Page 18 - The Pivot Table looks like the one below, with Private and Corporate Donors items added to the list of donors: drop-down arrow by Donor label uncheck all the items except Private Donors and Corporate Donors - Your Pivot Table looks like the one below:

19 EXCEL 2003 Pivot Tables Page REFRESHING DATA - Should you make a modification in the list on which Pivot Table is based it does not reflect on the Pivot Table - To reflect changes that have been made in the list, follow next steps: - Cursor anywhere in Pivot Table Refresh Data button on PivotTable toolbar Notes: - Should you add data outside the range on which Pivot Table is based it will not show on Pivot Table, even if you refresh data - To show added data in Pivot Table, follow next steps: - Cursor on Pivot Table PivotTable Wizard button on PivotTable toolbar - PivotTable Wizard - Step 3 of 3 window is displayed: - PivotTable Wizard - Step 2 of 3 window is displayed: - Range: click on button on right of Range, select appropriate range, as follows: click on first cell of group, press Shift key and click on last cell of group to return to PivotTable and PivotChart Wizard Step 2 of APPLYING A FORMAT TO THE PIVOT TABLE - Cursor anywhere in Pivot Table Format Report button on PivotTable toolbar

20 EXCEL 2003 Pivot Tables Page 20 - AutoFormat window is displayed: - Select as appropriate OK once finished 21. CREATING SEPARATE PIVOT TABLES - Arrange the layout so that the field that you want to use to separate the tables is in the Page area (see 2. Parts of a Pivot Table, page 4) PivotTable button on Pivot Table toolbar - Select Show Pages option from menu - Show Pages window is displayed: - Show all pages of: select field as appropriate OK 22. CREATING A PIVOT TABLE FROM SEVERAL DATA RANGES - Cursor anywhere in first data range Data/PivotTable Report and PivotChart Report on menu bar

21 EXCEL 2003 Pivot Tables Page 21 - PivotTable and PivotChart Wizard - Step1 of 3 window is displayed: - Select Multiple consolidation ranges - PivotTable and PivotChart Wizard Step 2a of 3 window is displayed: - How many page fields do you want? Select I will create the page fields

22 EXCEL 2003 Pivot Tables Page 22 - Range: select the range as explained below: - To select range click on button on right of Range. Select appropriate range, as follows: click on worksheet tab, click on first cell of group, press Shift key and click on last cell of group to return to Pivot Table and PivotChart Wizard Step 2b of 3 - Follow the same steps for each range to add to the Pivot Table - How many page fields do you want? Select 1, 2, 3 or 4, as appropriate - All ranges: select range to name and type in a name in Field one - Follow the same steps for each range to name - PivotTable and PivotChart Wizard Step 3 of 3 window is displayed:

23 EXCEL 2003 Pivot Tables Page 23 Example: - In the following workbook you keep track of contributions from donors to projects in regions (Africa, Americas, Asia and Europe). You use a worksheet per month, i.e. January, February and March. - You want to produce the following Pivot Table in order to display the total amount of contributions by region for the three months (January, February, March): - To do so, proceed as follows: - Cursor anywhere in first data range Data/PivotTable Report and PivotChart Report on menu bar

24 EXCEL 2003 Pivot Tables Page 24 - PivotTable and PivotChart Wizard - Step1 of 3 window is displayed: - Select Multiple consolidation ranges - PivotTable and PivotChart Wizard Step 2a of 3 window is displayed: - How many page fields do you want? Select I will create the page fields - PivotTable and PivotChart Wizard Step 2b of 3 displays - Range: select the range as appropriate - Follow the same steps for each range to add to the Pivot Table - How many page fields do you want? Select 1 - All ranges: select range to name and type in a name in Field one - Follow the same steps for each range to name

25 EXCEL 2003 Pivot Tables Page 25 - PivotTable and PivotChart Wizard Step 2b of 3 should look as follows: - PivotTable and PivotChart Wizard Step 3 of 3 window is displayed: - Your Pivot Table looks like the one below: - Double click and rename it to Months

26 EXCEL 2003 Pivot Tables Page 26 - Double click and rename it to Regions - Double click and rename it to Contributions in USD - Double click and change the summarisation function to Sum, as follows: - Click the drop-down arrow by and remove the check marks in Donor and Project Code

27 EXCEL 2003 Pivot Tables Page 27 - Click the PivotTable button on the PivotTable toolbar and select Table Options from the menu - PivotTable Options window is displayed: - Remove the check mark in Grand totals for rows 23. CREATING PIVOT CHART - Cursor anywhere in Pivot Table Chart Wizard button on PivotTable toolbar - The Pivot Chart is created on a new worksheet, before the worksheet with the Pivot Table

28 EXCEL 2003 Pivot Tables Page 28 Notes: - The Pivot Chart fields have the same properties as the Pivot Table fields - Use the drop-down lists to filter chart items - Double-click any button to display the Pivot Table field window where you can change the field name, sort Pivot Table items (see item 13. Sorting Pivot Table items, p. 8), the summarisation function (see item 12. Changing the summarisation function, p. 8) and number formatting (see item 11. Changing the number format, p. 8) 24. HIDING PIVOT CHART FIELD BUTTONS on Pivot Table toolbar - Select Hide PivotChart Field Buttons option from menu Note: Should you need to display Pivot Chart field buttons again, click PivotChart button and click Hide PivotChart Field Buttons 25. CHANGING PIVOT CHART APPEARANCE - Point Pivot Chart, click on mouse right button - Select Format Chart Area from menu - Format Chart Area screen appears: Patterns tab to add a border, if need be, and to change background color Font tab to change font style, size and appearance Properties tab to control chart position, to print it or not, to lock it or not OK once finished 26. CHANGING PIVOT CHART TYPE - Point chart, click on mouse right button - Select Chart Type from menu - Select as appropriate OK once finished 27. CHANGING PIVOT CHART OPTIONS - Point Pivot Chart, click on mouse right button - Select Chart Options from menu

29 EXCEL 2003 Pivot Tables Page 29 - Chart Options screen appears: - Enter as appropriate OK once finished 28. CHANGING PIVOT CHART LOCATION - Point chart, click on mouse right button - Select Location from menu - Location screen appears: - Select as appropriate OK once finished

30 EXCEL 2003 Pivot Tables Page 30 II. INDEX C Calculated item Inserting Calculating Percentage of total G Grand totals Removing... 9 I Inserting Calculated item P Percentage of total Calculating Pivot Chart Changing appearance Changing location Changing options Changing type Creating Definition... 3 Example... 3 Pivot Table Adding a field... 6 R Applying a format Calculated field Changing number format... 8 Changing summarisation function... 8 Creating... 4 Creating from several data ranges Creating separate Definition... 3 Example... 3 Filtering items... 7 Hiding details for a field... 6 Parts of a... 4 Rearranging fields... 6 Refreshing data Removing a field... 6 Showing details for a field... 6 Showing details for values... 7 Sorting items... 8 Removing Grand totals... 9 Subtotals... 9 S Subtotals Removing