Working with Reports in Microsoft Excel Session Version 1.0 © 2011 Aptech Limited.

2Working with Reports in Microsoft Excel 2010 / Session 12 Objectives At the end of this session, students will be able to:  Describe PivotTable  Explain the steps to create and format PivotTable  Describe PivotChart  Explain the steps to create a PivotChart  Explain the steps to change the design and layout of the PivotChart

Version 1.0 © 2011 Aptech Limited. 3Working with Reports in Microsoft Excel 2010 / Session 12 Introduction  Biggest challenge faced by Excel users is to create reports by summarizing data  Summary reports are created by rearranging data, writing complex formulas on them which are:  Tedious  Time consuming  Used to fulfill only a particular type of requirement  To simplify the task of summarizing data, Excel provides a tool called as PivotTable  PivotTable:  Is a reporting tool that summarizes large volumes of information  Generates report that can be further analyzed and present the data in an effective way

Version 1.0 © 2011 Aptech Limited. 4Working with Reports in Microsoft Excel 2010 / Session 12 Using PivotTable  Enables user to summarize the data in an interactive manner without scripting a single formula or copying a single cell  Uses of a pivot table are as follows:  Enables to query large volume of data  Enables to perform different aggregate functions  Enables to rearrange the data based on categories and sub-categories  Enables to perform user-defined calculations and formulas  Enables to expand and collapse different levels to focus on details of data presented in the summary report  Enables transformation of rows to columns or vice-versa to present different views of the summarized data  Enables to perform sorting, filtering, and formatting of the data presented in the summary report  Enables to generate comprehensive, clear, and neat reports

Version 1.0 © 2011 Aptech Limited. 5Working with Reports in Microsoft Excel 2010 / Session 12 Creating a PivotTable [1-2]  To create a pivot table, perform the following steps:  Open Microsoft Excel  Type ID number in cell F5  Type three-digit numbers from cell F6 to F10  Type Name in cell G5  Enter names of people from cell G6 to G10  Type Country in cell H5  Type names of countries from cell H6 to H10  Type Monthly Salary in cell I5  Enter three-digit numbers from cell I6 to I10  Type Annual Salary in cell J5  Type the formula for calculating the yearly salary (monthly salary * 12)  Enter the formula in cells from J6 to J10  Example - formula in J6 will be =I6*12

Version 1.0 © 2011 Aptech Limited. 6Working with Reports in Microsoft Excel 2010 / Session 12 Creating a PivotTable [2-2]  Select cells from F5 to J10  Click the Insert tab  Click PivotTable drop-down arrow in the PivotTable group  Select PivotTable  The Table/Range box displays the range of selected cells  Select Existing Worksheet under Choose where you want the PivotTable report to be placed option  Select a cell either on the existing worksheet or select a cell in the new worksheet to place the report  Click OK to display an empty PivotTable Create PivotTable Dialog Box Blank PivotTable

Version 1.0 © 2011 Aptech Limited. 7Working with Reports in Microsoft Excel 2010 / Session 12 Adding Fields to the PivotTable [1-3]  The Field List Pane is used to add fields to the PivotTable  The Field List Pane:  Is used to rearrange and remove the fields from the pivot table report  Consists of two parts:  The field section at the top (Choose fields to add to report) containing field names  The layout section at the bottom (Drag fields between areas below) containing four areas namely, Report Filter, Column Labels, Row Labels, and Values PivotTable Field List Pane

Version 1.0 © 2011 Aptech Limited. 8Working with Reports in Microsoft Excel 2010 / Session 12 Adding Fields to the PivotTable [2-3]  To add the fields to a pivot table, perform the following steps:  Select the pivot table to display the PivotTable Field List pane  Select all the check boxes next to the field names in the field section  By default, all character fields will be placed under Row Labels and numeric fields under Values Drag fields between areas below Box

Version 1.0 © 2011 Aptech Limited.  The figure displays the PivotTable with the data  The PivotTable report by default, contains the grand total for the rows and columns 9Working with Reports in Microsoft Excel 2010 / Session 12 Adding Fields to the PivotTable [3-3] Sample Pivot Table

Version 1.0 © 2011 Aptech Limited. 10Working with Reports in Microsoft Excel 2010 / Session 12 Rearrange Fields in the PivotTable  To rearrange the fields, perform the following steps:  Drag the Sum of ID Number tab from the Values group to the Row Labels group  Click Country from the Row Labels group  Select Move to Beginning from the context menu Rearranging Fields in a PivotTable

Version 1.0 © 2011 Aptech Limited.  To format a pivot table, perform the following steps:  Right-click the grand total of Sum of Monthly Salary column in the pivot table to display the context menu  Select Currency from Number Format and click OK  Right-click the grand total of Sum of Annual Salary column in the pivot table to display the context menu  Select Currency from Number Format and click OK  To change the style of a pivot table, perform the following steps:  Click the pivot chart  Click the Design tab  Select the required style from the PivotTable Styles group 11Working with Reports in Microsoft Excel 2010 / Session 12 Formatting the PivotTable Final Sample PivotTable

Version 1.0 © 2011 Aptech Limited.  To update a pivot table, perform the following steps:  Right-click the PivotTable to display the context menu  Select Refresh – Excel updates the new data in the PivotTable report  Excel also updates the file when the user exits and opens the file again 12Working with Reports in Microsoft Excel 2010 / Session 12 Updating PivotTable

Version 1.0 © 2011 Aptech Limited. 13Working with Reports in Microsoft Excel 2010 / Session 12 Using Pivot Chart  It is the graphical representation based on the data summarized in the pivot table report  It displays the categories, data series, axes, and so forth  Users can change the chart type by including legends, data labels, title, and so forth  When users edit the source of data, and refresh the pivot table, Excel automatically updates the pivot chart

Version 1.0 © 2011 Aptech Limited. 14Working with Reports in Microsoft Excel 2010 / Session 12 Creating a PivotChart [1-2]  To create a pivot chart, perform the following steps:  Open Microsoft Excel  Type ID number in cell F5  Enter three-digit numbers from cell F6 to F10  Type Name in cell G5  Enter names of people from cell G6 to G10  Type Country in cell H5  Enter names of countries from cell H6 to H10  Type Monthly Salary in cell I5  Enter three-digit numbers from cell I6 to I10  Type Annual Salary in cell J5  Enter the formula for calculating the yearly salary (monthly salary * 12) and enter it from cell J6 to J10. For example, for I6, formula in J6 will be = I6*12

Version 1.0 © 2011 Aptech Limited. 15Working with Reports in Microsoft Excel 2010 / Session 12 Creating a PivotChart [2-2]  Select the cells from F5 to J10  Click PivotTable drop-down arrow from the PivotTable group of the Insert tab  Select PivotChart  Select Existing Worksheet under Choose where you want the PivotTable and PivotChart to be paced section  Select a cell either in the existing sheet or in the new work sheet to place the pivot table and pivot chart in the worksheet  Click OK Create PivotTable with PivotChart Dialog Box Blank PivotChart

Version 1.0 © 2011 Aptech Limited.  The Field List pane:  Displays the options related to chart such as Field axes, Legend axes and so forth  Creates the report and the corresponding chart on dragging fields in the respective labels  To add the fields, perform the following steps:  Select the pivot table or the pivot table chart  Select all the check boxes next to the field names in Choose fields to add to report section 16Working with Reports in Microsoft Excel 2010 / Session 12 Adding Fields to a PivotChart Sample Pivot Chart

Version 1.0 © 2011 Aptech Limited. 17Working with Reports in Microsoft Excel 2010 / Session 12 Formatting the PivotChart  Users can edit chart titles, legends, number formats, and so forth to customize the chart  When users select the pivot chart, Excel displays the following new contextual tabs in PivotChart Tools group  PivotChart group contains the following tabs:  Design Tab - Allows users to transform the chart type, chart layout, and chart styles  Layout Tab - Allows users to customize chart labels and axes of the chart  Format Tab - Allows users to make changes in the fill style, outline style, size, and so forth

Version 1.0 © 2011 Aptech Limited. 18Working with Reports in Microsoft Excel 2010 / Session 12 Formatting the PivotChart  To format a pivot chart, perform the following steps:  Drag the Sum of ID Number tab from Values to the Axis Fields (Categories)  Click Country in the Axis Fields (Categories) to display the context menu  Select Move to Beginning  Right-click the grand total of Sum of Monthly Salary column  Select Currency from Number Format and click OK  Right-click grand total of Sum of Annual Salary column  Select Currency from Number Format and click OK Final Sample Pivot Chart

Version 1.0 © 2011 Aptech Limited.  To move the pivot chart, perform the following steps:  Select the pivot chart  Click Move Chart from the Location group of the Design tab displayed under PivotChart Tools  Type the name of the sheet in the New sheet box  To copy to the existing sheet, select the sheet name from the Object in drop-down list  Click OK 19Working with Reports in Microsoft Excel 2010 / Session 12 Moving the PivotChart Move Chart

Version 1.0 © 2011 Aptech Limited. 20Working with Reports in Microsoft Excel 2010 / Session 12  To simplify the task of summarizing the data based on different queries and rearranging it dynamically, Excel provides a tool, known as pivot table.  Users can use a pivot table report to sum up, evaluate, determine, and present an outline data.  The most remarkable feature of pivot tables is that the users can arrange them dynamically for analysis.  Excel updates the pivot table in the file when the user exits and opens the file again.  Pivot chart is the graphical representation of the pivot table.  When users make changes in the source and refresh the pivot table, Excel automatically updates the pivot chart. Summary