Introduction to Computer Applications West Virginia University Excel: PivotTables Introduction to Computer Applications West Virginia University

Topics Covered Create a PivotTable Group PivotTable data Create a PivotChart and PivotTable Update the PivotTable data

About PivotTables Interactive way to quickly summarize data One of Excel’s most powerful features Allows you to extract the significance from a large and detailed data table A PivotTable is especially designed for Subtotaling data Pivoting (Moving rows to columns or columns to rows) Filtering, grouping, …. Presenting concise and attractive table

About PivotTable

Create a PivotTable (1) Select the range of cells according to the instructions View the Insert ribbon. In Tables section, click the PivotTable to open Create PivotTable dialog box. In Create PivotTable dialog box, keep New Worksheet checked to place the PivotTable on a new sheet. Click OK.

Create a PivotTable (2) Click in the white space to display the PivotTable Fields on the right hand side. From PivotTable Fields, drag the fields to the bottom four quadrants: Filters, Columns, Rows, and Values according to the instructions. After drag the data fields as directed to add fields as Filters, Columns, Rows, and Values, you will see the PivotTable created on the sheet.

Modify calculation to summarize data Right-click in the column where you want to modify the calculation to summarize data. Click Value Field Settings to open Value Field Settings dialog box. In the Value Field Settings dialog box, choose the type of calculation that you want to summarize the data for this column (Average in this example). Click OK.

Format cell values for PivotTable columns Right-click in the column where you want to format the cell values. Click Value Field Settings to open Value Field Settings dialog box. In the Value Field Settings dialog box, click Number Format to open Format Cells dialog box. In Format Cells dialog box, apply the number format as required in the instructions. Click OK.

Group PivotTable Right-click in the column where you want to group the values. Click Group to open Grouping dialog box. In the Grouping dialog box, enter the numbers in Starting at and By according to the instructions (0 and 1000000 in this example). Click OK.

Create a PivotTable & PivotChart (1) Select the range of cells according to the instructions View the Insert ribbon. In Charts section, click the PivotTable & PivotChart to open Create PivotTable dialog box. In Create PivotTable dialog box, keep New Worksheet checked to place the PivotTable & PivotChart on a new sheet. Click OK.

Create a PivotTable & PivotChart (2) Right-click on the PivotChart in white space, and click Move Chart to move the PivotChart into a new sheet. In Move Chart dialog box, check New sheet, and enter the sheet name. Click OK, and then the chart will be moved to a new sheet.

Create a PivotTable & PivotChart (3) On PivotTable sheet, from PivotTable Fields, drag the fields to the bottom four quadrants: Filters, Columns, Rows, and Values according to the instructions (See slide 6). After you create the PivotTable, the PivotChart will be created automatically. If you want to format the PivotChart, or add chart elements, please check “Charts” slides for details.