INFORM A TION TECHNOLOGY SERVICES MICROSOFT EXCEL 2010 Level 3 PivotTables & Charts LEARNING GUIDE
Course Overview Welcome Information Technology Services is happy to provide you with this training opportunity. We hope that you enjoy it and the time you invest in participating is valuable to your work here at Massey University. Feedback Upon course completion please fill out the online ITS Course Evaluation form. Your feedback is confidential and the information you provide allows us to deliver relevant and high quality ITS training for staff. Purpose To provide a guide to new users of Pivot Charts and Tables. Learning outcomes By the end of this course you will be able to: Create and use a Pivot Chart and Table. Work with Pivot Table data. Use Slicers and Report Filters. Consolidate data from multiple ranges. Format Pivot Tables and Charts. Apply Conditional Formatting to Pivot Tables. Format Face to Face Learning Learning guide Please return printed material to the Trainer at the end of the session. A digital copy of this document is available online. ITS thanks you for considering the environment before printing. Help & information For help or information in addition to what is provided in this training please visit: Page 2 of 41
Microsoft Excel Pivot Tables and Charts User Guide 1. Creating a PivotTable... 5 Introduction... 5 Parts of a PivotTable... 5 Creating a PivotTable... 6 Build the PivotTable... 7 Add data to the table... 7 Other customisation options... 8 2. Working with Data... 9 Data Field Summary Options... 9 Summarise by Averages... 9 Changing Displayed Values... 10 Changing Displayed Values, continued... 11 Calculated Fields... 12 3. Sorting and Filtering Data... 14 Introduction... 14 Sorting Data... 14 Using Filters... 14 Filtering by Selection... 15 Filtering by Rule... 16 Using Rule filters... 16 Search Filters... 17 Using Search Filters... 17 4. Slicers and Report Filters... 18 Slicers... 18 Using Slicers... 18 Formatting Slicers... 20 Classic PivotTable Layout... 21 Report Filters... 22 Using Report Filters... 22 5. Consolidating Data from Multiple Ranges... 23 Introduction... 23 Identical Structures... 23 PivotTable and PivotChart Wizard... 23 6. Formatting a PivotTable... 25 Page 3 of 41
Introduction... 25 Selecting a Style... 25 Changing the Layout... 25 Inserting Blank Rows... 25 Report Layouts... 26 Report Layouts, continued... 27 Changing the number format... 27 7. Applying Conditional Formatting... 28 Introduction... 28 Highlight Cells Rules... 28 Top/Bottom Rules... 29 Data Bars... 29 Color Scales... 29 Icon Sets... 30 Editing Conditional Formats... 30 Multiple Conditions... 30 Controlling Multiple Rules... 31 Deleting Conditional Formats... 32 8. Creating and Manipulating a Pivot Chart... 33 Introduction... 33 Create a PivotTabel with a PivotChart... 33 Creating a PivotChart from an Existing PivotTable... 34 Moving a PivotChart... 35 Pivoting and Filters... 36 Formatting a PivotChart... 36 PivotChart Layouts... 38 Changing the Layout... 38 PivotChart Types... 38 Changing Chart Type... 38 Changing Chart Type, continued... 39 Trend lines... 41 Creating a Trend Line... 41 Page 4 of 41
1. Creating a PivotTable Introduction The aim of a PivotTable is to create a report. A PivotTable is used as an interactive worksheet table that allows you to quickly summarise large amounts of data using the format and calculation method specified by you. The name refers to the table s ability to rotate rows and columns headings to access and present different perspectives of your data. When creating a PivotTable, you will be asked to specify the data to be used as row fields, column fields and page fields. Parts of a PivotTable The following table describes the terms used to describe different aspects of the PivotTable. Part Function Fields Categories of data such as rows or columns. Items These are sub-categories. Data area The data to be summarised. Layout The arrangement of the fields within the table. Page Fields Also known as a Report Filter field. A field that you can use to filter your PivotTable. These screenshots below show the different parts of a PivotTable. The four blue bordered fields are the different areas where you can put information. Page 5 of 41
1. Creating a PivotTable, continued Parts of a PivotTable, continued The PivotTable Field List shows the available fields that you can add to the table. These are based on the column headings in your original worksheet. Creating a PivotTable The following table describes the steps to take in order to create a PivotTable. 1 Select Insert > PivotTable (from the Tables group). 2 a) Use the top set of radio buttons to choose where the data for you PivotTable will come from. Either click into the table before you start building your PivotTable, or select your data from here. b) Use the bottom radio button to place the pivot table in a new worksheet or the existing worksheet. c) Click on OK. Note: You must specify data before you can move to the next option. Page 6 of 41
1. Creating a PivotTable, continued Build the PivotTable Once you create a pivot table a new (or existing) worksheet will be displayed showing the empty table.(i.e. the template) Add data to the table Drag and drop items from the PivotTable Field List into the four areas below the list. The locations you choose to drop the items will control what information the table displays and where it is displayed. You can also select the tick box next to the field name to add it to the PivotTable. The Row Labels and Column Labels are the row and column headings. The Values area is the actual information that will be measured. (E.g. count, totals, averages etc. ). Page 7 of 41
1. Creating a PivotTable, continued Other customisation options You can remove fields from the table by dragging them out of the four areas, or un-tick them in the field list You can drag fields from one area to another if required. You can add more than one field to any area. Page 8 of 41
2.Working with Data Data Field Summary Options PivotTables allow you to perform different summary calculations. You can also choose the type of values to be shown in the data area. Summarise by Averages To change the way data is summarised in the PivotTable, right click a data cell in the table (Note: Do not select a label, total, or subtotal field). Then from the shortcut menu select a suitable option. Page 9 of 41
Working with Data, continued Changing Displayed Values In addition to be able to change how data is summarised, you can also choose how data is displayed in a PivotTable. Show Values As This feature allows you to present values in different ways. 1 Page 10 of 41
Working with Data, continued Changing Displayed Values, continued 2 Select % of. This displays values as a percentage of the value of the Base item in the Base field. 3 The options selected below will display each month as a percentage of the previous month. 4 The displayed items will look similar to the image below. 5 Select Running Total in. This displays the value for successive items in the Base field as a running total If I chose Month as my base field, this is how it would look. Page 11 of 41
Working with Data, continued Calculated Fields You can create custom fields that summarise PivotTable data using a formula. 1 Select PivotTable Tools > Options > Field, Items, & Sets (from the Calculations group) 2 From the drop down list select Calculated Field. 3 In the Name field type the name you want for your calculated field. (i.e. Average Sale.) 4 Create your calculation (i.e. revenue as a % of sales count) by clicking into the Formula field after the equals sign. Then select the appropriate field from the list of Fields by clicking the Insert Field button. 5 Now click back into the Formula field and type your mathematical operator (i.e. +, -, /, *). 6 Repeat steps 4 and 5 as appropriate. 7 Select OK when you have finished. Page 12 of 41
Working with Data, continued Refreshing data Once you have created your PivotTable and the source data changes you will need to refresh your PivotTable. Refresh Options Choose the correct refresh option from the table below. If your source data Then... is An Excel table Under PivotTable Tools > Options click Refresh. An Excel list Under PivotTable Tools > Options click Change Data Source, and ensure that the Table/Range is correct. Page 13 of 41
3.Sorting and Filtering Data Introduction Sorting allows you to change the order in which your data appears. Filters allow you to view a subset of your data. Sorting Data 1. Click any cell in the row and column of the PivotTable you want to sort. 2. Under PivotTable Tools > Options (Sort and Filter group) select a sort option. Using Filters There are 3 different ways you can use filters: Filtering by Selection. Filtering by Rule. Filtering by Search Term. Page 14 of 41
Sorting and Filtering Data, continued Filtering by Selection With this method you select the value you want to display. Each area of your pivot table will show a pale blue heading. These headings usually contain a drop down arrow that you can use to restrict your display to particular items. You can achieve the same result by moving your mouse cursor over the field you want to filter by in the PivotTable Field List and clicking the drop down arrow that appears, to make a selection. Note: Tick the Select All checkbox before you move this field to another location. If you move a filtered list it will remain filtered in the new location. You can filter by more than one field at a time. To clear all filters in a PivotTable, click on Options > Clear > Clear Filters. Page 15 of 41
Sorting and Filtering Data, continued Filtering by Rule If the data you want to filter by fits a rule (e.g. all values > 1000), you can create a rule to filter you data. Using Rule filters Follow the steps below to create a rule filter. 1 Click a data cell in the PivotTable. 2 Move your mouse over the field in the PivotTable Field List that you want to create a filter for and click the drop-down arrow that appears. 3 Select either a: Name Label Filter Value Filter Description Filter on the values in the label area. Filter on values in the data area. Page 16 of 41
Sorting and Filtering Data, continued Search Filters Search Filters can be used to locate a string of characters in your data. Using Search Filters Follow the steps below to use a Search Filter. 1 Move your mouse over the field in the PivotTable Field List that you want to create a filter for and click the drop-down arrow that appears. 2 In the search field type the search characters that you are looking for. 3 You can add subsequent criteria to the current search criteria by typing in the new criteria and selecting the option Add current selection to filter. Page 17 of 41
4.Slicers and Report Filters Slicers Slicers provide buttons you can click to filter PivotTable data. In addition to quick filtering, Slicers also indicate the current filtering state. Using Slicers Follow the steps below to use Slicers. 1 Click a data cell in the PivotTable. 2 Select PivotTable Tools > Options > Insert Slicer (Sort & Filter group). 3 You can use the table below to select and clear filters on your Slicer. If... Then... You want to select multiple Keep the Ctrl button down non-adjacent fields and left click non-adjacent You want to select multiple adjacent fields. You want to clear all filters. fields. Click the first field, then keeping the Shift button down, left click the last field Click the clear filter button on the top right hand corner of the Slicer. Page 18 of 41
Slicers and Report Filters, continued Using Slicers, continued 4 You can resize and reposition Slicers by dragging and dropping them. 5 You can insert Slicers for as many fields as you want to. Typically Slicers don t work well for fields that have more than 20 unique values. 6 To remove a Slicer, right click it, and from the shortcut menu select Remove Month (or whatever the field name happens to be.) Page 19 of 41
Slicers and Report Filters, continued Formatting Slicers You can format Slicers so that they are visually distinctive from the PivotTable. To format a Slicer follow the steps below: 1 Click on the Slicer to make it active. (Once active you will see a selection border around it). 2 Click on the Options contextual tab that appears. 3 Select a style form the Styles Gallery. 4 To type in a new caption for the Slicer, click on Options and under Slicer Captions, type in a new caption. Page 20 of 41
Slicers and Report Filters, continued Classic PivotTable Layout By enabling Classic PivotTable Layout you can drag fields directly onto the PivotTable. Classic Layout also allows you to drag fields off the PivotTable, and move fields from one part of the PivotTable to another. To enable Classic Layout, right click any part of the PivotTable and from the shortcut menu select PivotTable Options. Select the Display tab and tick the checkbox next to Classic PivotTable layout. Page 21 of 41
Slicers and Report Filters, continued Report Filters Report Filters allow you to filter your data without having to change the structure of your PivotTable. Using Report Filters If you have a large amount of data and would like to organise the information into multiple PivotTables, you can break the data down into pages. These pages are really nothing more than filters for the entire table. o At the top of your PivotTable should be a section labelled Drop Report Filter Field Here (Note: classic PivotTable layout is enabled). Drag the field to be used for filtering the data to this section, or drag it to the section labelled Report Filter on the task pane. o The field will have a pull-down list that can be used to show either all of the data or individual items. Simply select the item to be shown in the current table from this pull-down list. o To create a separate worksheet for each PivotTable, select PivotTable Tools > Options > Options (in the PivotTable group) > Show Report Filter Pages. o A small box will be displayed showing the field on which each PivotTable will be based. Page 22 of 41
5.Consolidating Data from Multiple Ranges Introduction You can create a Pivot Table, using data from different sheets in a workbook, or from different workbooks, if those ranges have identical column and row structures. Identical Structures The ranges must all contain the same row and column titles and be laid out in tabular (rectangular) format, without any blank cells.. PivotTable and PivotChart Wizard We will use the Wizard to consolidate our ranges. 1 Activate the Wizard by typing Alt + d then p. 2 The PivotTable and PivotChart wizard will appear. 3 Select the radio button for Multiple consolidation ranges. Click Next. Page 23 of 41
Consolidating Data from Multiple Ranges, continued PivotTable and PivotChart Wizard, continued 1 Select the option I will create the page fields. Click Next 2 Using your mouse, select the first range and then click on the Add button. 3 Repeat the above step for each subsequent range you wish to add, and then click on Next. 4 Select New Worksheet, then click on Finish. Page 24 of 41
6.Formatting a PivotTable Introduction Once the PivotTable has been created, you can change the look of the table just as you would any other cells within your worksheet. Selecting a Style Follow the steps below to change the style. 1 Click into the PivotTable so that it is selected. 2 Under the PivotTable Tools contextual tab select the Design tab and then the drop down arrow to the right of PivotTable Styles. 3 From the list select the desired style for your table. Changing the Layout You are able to change PivotTable layouts by inserting blank rows and choosing from three report layouts. Inserting Blank Rows Select PivotTable Tools > Design > Blank Rows (in the Layout group), and choose an option. Page 25 of 41
Formatting a PivotTable, continued Report Layouts Select PivotTable Tools > Design > Report Layout (in the Layout group), and choose an option. Page 26 of 41
Formatting a PivotTable, continued Report Layouts, continued Changing the number format Select a data cell in the PivotTable, right click and from the shortcut menu select Number Format. Under Number > Category you are able to choose whether to use a 1000 separator and the number of decimal places you want to display. Page 27 of 41
7.Applying Conditional Formatting Introduction Formats that change the appearance of a cell s contents by applying rules are called conditional formats. This makes it easy to find a cell as its appearance is based on its value. The formats will change position when you alter the PivotTable. Highlight Cells Rules You can use the steps below to apply conditional formatting rules. 1 Click a data cell in the PivotTable that you want to apply a rule to. 2 Select Home > Conditional Formatting (from the Styles group), > Highlight Cells Rules. 3 Once you have created a rule you can choose how the rule will be applied. Click the options button to the right of the cell and this will allow you to choose which cells you want to apply the rule to. The options radio button works as follows: Part Function Selected cells Only the cell that you highlighted. Sum of Revenue This includes all data in the main data values. area, as well as totals and subtotals. Sum of Revenue This includes all data in the main data values for Month area, but excludes totals and subtotals. and Company Page 28 of 41
Applying Conditional Formatting, continued Top/Bottom Rules This type of conditional formatting allows you to identify the top or bottom values in a PivotTable. Select Home > Conditional Formatting (from the Styles group), > Top/Bottom Rules. You can create 2 types of conditional formats: 1. Formats that identify a certain number of top and bottom values. 2. Formats that identify top and bottom values based on a percentage. Data Bars To get an idea of how 2 or more numbers compare you can use data bars. This adds colour bars to a cell s background, where the length of the bar reflects the relative value in the cell. Select Home > Conditional Formatting (from the Styles group), > Data bars. You can choose between: 1. Gradient Fill tapers off to the right, so it s a bit harder to tell what their value is. 2. Solid Fill doesn t taper off and is the recommended option. Note: Because data bars fill a % of cells interior and don t have a fixed length, two cells with the same value can have data bars of different lengths. In this case choose Outline Form as your report layout so that columns have the same widths, (Design (Contextual Tab) > Report Layout > Show in Outline Form). Color Scales This uses the concept of a Heatmap, which uses a cell s value to determine which fill colour to assign to the cell. A Heatmap uses a two or three colour gradient. Select Home > Conditional Formatting (from the Styles group), > Color Scales. You can select from a two or three colour scale. Page 29 of 41
Applying Conditional Formatting, continued Icon Sets Icon Sets can provide useful information about large datasets, but they come into their own when you use them to summarise a small amount of data. If you setup your workbook as a dashboard that summarises performance then you can use indicators such as red, orange and green to indicate acceptable, unacceptable and excellent results. Select Home > Conditional Formatting (from the Styles group), > Icon Sets. Editing Conditional Formats To change the format rules, follow the steps below. 1 Click on any cell in the PivotTable that has conditional formatting applied. 2 Click Home > Conditional Formatting > Manage Rules. 3 Click on the rule that you want to edit and then click onto the Edit Rule button. 4 In this dialogue box you can change anything about the rule including the type of rule, the cells to which it is applied, and the rule s conditions. Multiple Conditions In Excel 2010 there is no limit to the number of conditional formatting rules you can apply. It is also possible for more than one conditional formatting rule to be applied at the same time. Page 30 of 41
Applying Conditional Formatting, continued Controlling Multiple Rules To manage a number of conditional formatting rules: 1 Click Home > Conditional Formatting > Manage Rules. 2 In the Rules Manager make sure that This PivotTable is selected. 3 Excel 2010 does not stop checking conditions unless you tell it to, by clicking the Stop If True checkbox. 4 You can change the order in which Excel applies these rules. Select the rule you want to move, and then click the move up or down arrow. Page 31 of 41
Applying Conditional Formatting, continued Deleting Conditional Formats You can delete conditional formats in two ways: When... Then... You want to delete individual rules. You want to remove a particular set of conditional formats. Use the rule manager, (Home > Conditional Formatting > Manage Rules) to select the rule, and then press the Delete Rule button. Select Home > Conditional Formatting > Clear Rules. Page 32 of 41
8.Creating and Manipulating a Pivot Chart Introduction Charts summarise data visually. Pivot Charts are linked to a PivotTable. By using a PivotTable as the basis for your chart, you can quickly rearrange the data that is displayed in the chart. There are two ways to create a PivotChart: 3. Creating a PivotTable and PivotChart at the same time. 4. Creating a PivotChart from an existing PivotTable. Create a PivotTabel with a PivotChart Follow the steps below to create both at the same time. 1 Make sure your data is laid out as a list or table. 2 Click a cell in the list. 3 Select Insert > PivotTable (Tables Group) > PivotChart. 4 Make sure the table/range is correct and whether to create the PivotTable in a new or existing worksheet. 5 You can now use the controls in the PivotChart task pane just as you would when creating a PivotTable. Page 33 of 41
Creating and Manipulating a Pivot Chart, continued Create a PivotTabel with a PivotChart, continued 1 For example to create a column chart of yearly revenues: 1 Drag the Revenue field to the Values area. 2 Drag the Year field to the Legend Fields area. 3 Note: Legend Fields (Series) = Column Area (PivotTable) Axis Fields (Categories) = Row Area (PivotTable). Every unique value in any field within the Legend Fields area will have a separate line or bar or column on the body of the chart.. Creating a PivotChart from an Existing PivotTable Follow the steps outlined below. 1 Select the PivotTable by clicking into it. 2 As an example select > Insert > Column (Charts group) > 2- D Column > Clustered Column. Page 34 of 41
Creating and Manipulating a Pivot Chart, continued PivotCharts vs. Ordinary Charts The following table explains the differences between PivotCharts and ordinary charts. 1 With PivotCharts you can t switch the row and column orientation by using the Select Data Source dialog box. You can however overcome this by pivoting the PivotChart. 2 You can t create xy scatter charts, stock charts or bubble charts. 3 Refreshing a PivotChart removes trend lines, data labels, error bars, and a few other settings. Moving a PivotChart It s often easier to view and manipulate a PivotChart if it s on a separate worksheet. To move the PivotChart to a new worksheet you can: 1 Click on the PivotChart to select it. 2 Select PivotChart Tools > Design > Move Chart. (under Location). 3 Select the New Sheet radio button. Page 35 of 41
Creating and Manipulating a Pivot Chart, continued Pivoting and Filters You can click onto either the PivotTable or the PivotChart to manipulate the PivotChart data. PivotChart filters are created and used in the same way as PivotTable filters. Formatting a PivotChart First click onto the PivotChart, then you can format it in a number of ways: Part To Select PivotChart Tools > Design > more arrow to the right change of chart styles. This will open the Styles Gallery from which the you can select a style. style. Page 36 of 41
Creating and Manipulating a Pivot Chart, continued Formatting a PivotChart, continued Formatting individual elements. 1 First select the element you want to apply the formatting to. You can select an element in one of two ways: 1. Move your mouse over that element. (You will see a screen tip pop up) then left click to select the chart element. 2. Use the Chart Elements list to select an element by selecting PivotChart Tools > Format > and the elements drop down arrow (in the Current Selection group) 2 Once the element has been selected, click on the Format contextual tab to change the formatting of the particular item. 3 To format a single data point in a data series, click the series once to select all the elements in the series. Then click the element a second time to select that single element. Page 37 of 41
Creating and Manipulating a Pivot Chart, continued PivotChart Layouts When creating a PivotChart, Excel uses a basic layout to determine what elements of the chart to display and where those elements will be displayed on the chart. An element could be a chart title, a legend, or axis titles and labels. Changing the Layout To change a chart s layout you can: Select a chart from the Chart Layouts gallery by selecting PivotChart Tools > Design and then the more button at the bottom of the Chart Layouts gallery. Change individual layout options by clicking on the chart and then selecting PivotChart Tools > Layout. PivotChart Types Your data could be presented by more than one chart type. You can t create an XY scatter chart, a stock chart or a bubble chart using PivotTable data. Changing Chart Type Click onto the PivotChart to activate it. Select PivotChart Tools > Design > Change Chart Type. A Change Chart Type dialogue box will be displayed, allowing you to select a particular chart type. Page 38 of 41
Creating and Manipulating a Pivot Chart, continued Changing Chart Type, continued Chart Type Line Chart Pie Chart Bar Chart Used for Displaying continuous data over time. Good for showing trends in data as long as the data was captured in equal intervals. Showing the share of a total contributed to by the individual data values in a single data series. Summarising data when the axis labels are long and the values shown are durations. Area Chart Same as the line chart but the entire area under the line is filled in. The chart emphasises the magnitude of change over time and also how much each data element contributes to the total for a given measurement. Page 39 of 41
Creating and Manipulating a Pivot Chart, continued Changing Chart Type, continuedcontin ued Surface Charts Mainly used for scientific data (e.g. to find the optimal combination of two datasets such as rainfall and crop production). Radar Charts Used for determining the aggregate values of several data series. Page 40 of 41
Creating and Manipulating a Pivot Chart, continued Trend lines Trend lines help you visualise/predict future trends in your data. Creating a Trend Line Follow the steps below to create a PivotChart trend line. 1 Click the PivotChart. 2 Select PivotChart Tools > Layout >Trendline. 3 Select Linear Trendline (unless you know you should be using another type, which are mostly used for scientific and engineering work). 4 For more control of your trend line, make sure the chart is selected and select PivotChart Tools > Layout >Trendline > More TrendLine Options. 5 You can forecast by entering a value into the Forecast > Forward field. (This will extend the length of the TrendLine). Note: Use Trend Lines with caution, as it is very easy to over extrapolate. Page 41 of 41