3 Introduction Creating a pivot table Filtering for data using pivot table features Customizing a pivot table using several structural and formatting options Performing advance filters using grouping, calculated fields, and the GETPIVOTDATA function Transforming a pivot table into a pivot chart Filtering data using a pivot chart
5 Pivot Tables Transform large amounts of data from a table or database into an organized summary report Ability to rotate and reorganize the row and column headings from your original database into this new table Ability to filter and sort data as desired Allows for easy searching of data
6 Terminology Fields are categories of data (these may usually be row or column headings in a table) Row Fields show each value, or item, in the field as a row Column Fields show each value as a column heading
7 Terminology (cont) Data Area is the main area of the table where comparative values are shown Grand Totals and Subtotals are sum calculations that appear at the end of relative rows or columns Page Field is a larger category which can group all of the data in the table
8 Creating a Pivot Table Data > Pivot Table and Pivot Chart Report Three simple steps: –Step 1: Data Location Where is the data to analyze? Pivot table or pivot chart? –Step 2: Data Source Select range of cells Select file using Browse –Step 3: Creating the Pivot Table Location Layout Options
9 Figure 6.1 The table contains the “Costs” for varying “Maximum Weights” and the number of “Days to Arrive” for two different “Shipping Companies.”
10 Step 1 The data is in a Microsoft Excel list We choose to create a Pivot Table
11 Step 2 We select our data from the spreadsheet
12 Step 3 The location will be as a new worksheet Must now organize Layout
13 Figure 6.7(a) Field buttons are the column titles from the data table Each field button should be dragged to one of the fields: –Row –Column –Data area –Page
14 Figure 6.7(b) Row Fields = Number of Workers, Machine Number Column Fields = Shift Data Area = Units Produced Page Field = none
15 Figure 6.8 The pivot table is then created
16 Further Modifications An Example Pivot Table Toolbar and Options Grouping Calculated Fields and Items GETPIVOTDATA Function
17 An Example (Figure 6.9) Consider a data table used for Quality Control The number of operators, machine number, and number of units produced are recorded for three shifts
18 Calculated Fields Pivot Table Toolbar > Pivot Table > Formulas > Calculated Field to create a new field Pivot Table Toolbar > Field Settings to use an Excel-defined calculated field
19 Pivot Table Fields List The Pivot Table Fields List can be used to further modify the pivot table layout after the pivot table has been created.
20 Field Settings The default field setting is Sum; this affects the Grand Total and Sub Total fields
21 Field Settings (cont) These field settings can be changed For example, changing the setting to Max will yield different values for the Grand Total and Sub Total fields
22 Field Settings (cont) These field settings can be applied to Sub Totals by selecting a particular row or column first
23 Pivot Table Toolbar With the Pivot Table Toolbar, we can easily modify the pivot table after it has been created.
24 Pivot Table Options Choose Options from Step 3 or right-click on completed Pivot Table and choose Table Options Name Format Options –Grand Totals: columns or rows –Page Layout –Formatting –Error Values and Empty Cells Data Options –Save data
25 Grouping Grouping Items in a Row or Column Field allows you to further manipulate how you view or search for data in your pivot table. To group field values, select the field and choose Group and Show Detail from the Pivot Table drop-down options, or right-click on the table.
27 Calculated Fields and Items To create a Calculated Field or Calculated Item, click on Pivot Table > Formulas > Calculated Field (or Calculated Item) from the toolbar drop-down options. You can define a formula associated with the creation of a new field or item.
29 GETPIVOTDATA The GETPIVOTDATA function extracts a particular set of data based values specified for each Row and Column Field. –=GETPIVOTDATA(desired_field, range_of_desired_data, field1, item1, …) The desired_field is the field which contains the value you are searching for. The range_of_desired_data is the range in the pivot table which contains this field. The remaining field and item values allow you to refine your search if desired.
31 Pivot Charts Pivot Table Toolbar > Pivot Charts icon –Chart is created from Pivot Table instead of initial data table Data > Pivot Table and Pivot Chart Report –Step 1: Pivot Chart –Pivot Chart created from data table Right-click on current Pivot Table and select Pivot Chart from list of options Pivot Chart has same filtering options as Pivot Table
33 Figures 6.33 and 6.34 Filtered Pivot Chart
34 Summary Pivot tables transform large amounts of data from a table or database into an organized summary report. The three steps to create a pivot table are: Specify Location, Select Data, and Create Table Layout with specified options. Use Grouping to create intervals in field values. You can create Calculated Fields or Calculated Items to further analyze the data in your table. GETPIVOTDATA searches for data in a pivot table using field value criteria. Pivot Charts use pivot tables as their Source Data so that filtering options are transferred to the chart as well.