# Chapter 6: Pivot Tables Spreadsheet-Based Decision Support Systems Prof. Name Position (123) 456-7890 University Name.

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Chapter 6: Pivot Tables Spreadsheet-Based Decision Support Systems Prof. Name name@email.com Position (123) 456-7890 University Name

2 Overview  6.1 Introduction  6.2 Pivot Tables  6.3 Further Modifications  6.4 Pivot Charts  6.5 Summary

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

4 Pivot Tables  Terminology  Creating a Pivot Table

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.

26 Figures 6.27 and 6.28

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.

28 Figure 6.30

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.

30 Figure 6.31

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

32 Figure 6.32  Initial Pivot Chart

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.