1. Excel 2016 Pivot Tables Lab Webinar
Welcome!
Excel 2016 Pivot Tables Lab Webinar
with Cindy Kredo
Creating / editing
Filters / Drill downs / Slicers
Formatting
Totals
Grouping / Sorting
Adding Pivot Charts
© 2017 Cindy Kredo
Updated:

2. How will this session work?
You should have the file “Data File Pivot Tables.xlsx” open and the Lab Sessions (Word document) printed
Most new topics discussed are followed by a hands-on lab which you will do independently.

3. Quick Learner? Experienced User?
Just a heads up that making changes to labs outside of the order they are presented in this webinar will likely change the step-by-step instructions.
Actions in one pivot table can impact existing pivot tables: actions when creating pivot tables can impact future pivot table creation.

4. PIVOT TABLES What are they? Why would you use them? Quick summaries
Pivoting / analysis options
Drill down capability
Chart options
Pivot Table Labs.xlsx Date Pivot Data tab 4

5. How to create pivot Select one cell below column headings
On Insert Ribbon select Pivot Table 5

6. Pivot Wizard 6

7. The Pivot table stage Left side: Right side:7
Plus the Pivot Table Tools Ribbon is Activated!

8. Selecting field positions: drag and drop8

9. If you have many columns – side by side view will work best9

10. Purpose: Pivot Table Field Positions
Column Labels: The values in this field will appear horizontally across the top of the pivot table
Row Labels: The values in this field will appear vertically down the left side of the pivot table
Report filter: Add a filter dropdown in upper left corner of pivot table for this field (or fields). Data for the field will NOT appear in the body of the Pivot Table.
We will come back to these in more detail later.
Values: The values in this field will be subtotaled, or, if non-numeric data, can be counted. Subtotals include sums, averages, counts and more.

11. Report filter / page filter
Report Filters can be set for all the data by using the drop-down next to any field / fields in the Report Filter Section
Check the box marked “Select Multiple Items” to select more than one item at a time 11

12. Group Date Fields
NEW! As of Excel 2013, Date Grouping in Pivots is automatic
How? Right mouse click on ANY date in Column A OR the date label Tip: Data MUST be formatted as a date for this to work! 12

13. Changing the layout
Go to Design Ribbon
Select Report Layout 13

14. Layout Options: Your choice!
Compact: All row headers (including date grouping) are in the first column in “indent” style
Outline: Each row header (including date grouping) appears on a separate row and column
Using Lab One exercise, demo the different layout options
Tabular: Each row header (including date grouping) appears in its own column with first level grouping on same row 14

15. Compact Form - hide headers
Select cell with the word “Column Labels”
Go to the Analyze ribbon
Click Field Headers 15

16. Pivot Formatting
Hover mouse over Style Options for description – i.e. banded rows 16

17. Pivot layouts – Design Ribbon
Wide variety to choose from. If you want to change the default style: select any cell in your pivot table; go to design ribbon; right click the layout you want; select Set as Default 17

18. Cell Formatting
Change number formats by right clicking the field, select Value Field Settings, and then open the Number Format dialog
Do NOT use the Home ribbon or the format popup to change field formats.
Explain that the home ribbon and/or the format popup will change the spreadsheet cell and not necessarily all items in the grouping. This behavior is inconsistent: sometimes changes made from the home ribbon and/or format popup WILL carry across all fields, but it cannot be depended upon. Therefore use the Field Settings to be safe!

19. Hide Row subtotals (specific row item)
Right mouse click one of the total cells (to be hidden)
Select Field Settings
Select None in subtotal options
Add subtotals to Years. Demo that common options are in the Design Ribbon, Subtotal icon (hide/show and displaying at top/bottom). (Image in next slide.) 19

20. Changing ALL Subtotals and Grand totals using the ribbon20

21. Displaying Items with No Data
For the year 2011, there were no meetings held in Quarters 2 and 4.
To show all quarters regardless of whether there is data, change field settings for the Date field.
When the “Show Items with no Data” is set on a date field, by default a range before and after your data range will also appear. This can be suppressed by adding a date filter. 21

22. Collapse and expand
Use the Years to Collapse and Expand
Collapse or expand using the + / - signs to view a specific subset; OR
Use right mouse option Expand/Collapse to change the view of an entire column
Collapse a single field by right clicking the column heading/collapse. 22

23. Collapse and expand continued
Tips – example where column header = Month
“Collapse To Month”
This will close out groupings to the right of the month column
“Expand to month”
This will open all groupings from the month column and to the left of the month column
Hide Collapse/Expand buttons by clicking the second button from the end on the Option ribbon
In the lab file, collapse the years to demo this. 23

24. Renaming a row or column
Select the cell containing the name you wish to rename
Position cursor in the formula bar
Type the new name
End result:
Retype here
TIP: You cannot rename a field with one of the column headings in your source data. If you need to name the column the same, add a space to the end of the name: excel will be “fooled” into thinking the title is different. 24

25. Controlling zeroes Right click any field in pivot table
Select Pivot Table Options
Set this option to zero 25

26. Slicers Introduced to Excel in Version 2010
“Slice” data by creating visible filters with a mouse click!
Analyze Ribbon, Sort and Filter Group, Insert Slicer
Hold the control key down to make multiple selections – OR toggle the multi-select button to change selection behavior
Data that is not represented due to Pivot Filtering appears greyed out
Explain that this gets around the earlier limitation of seeing “multiple filters” in the Report Filter dropdown.

27. Powerful filtering
Slicers can be created for ANY column heading: the column does not have to be displayed in the pivot table
In the following example – Department is not a field that is included in the pivot display!

28. Changing the Math Option 1
Sums / Counts / Averages ??
Select Value Field Settings from the Pivot Table Field List
Select math option here 28

29. Changing the Math Option 2
Right click the field inside the pivot table data and select Summarize Values By as shown

30. VALUES: Not Limited to One Total
More than one field can be dragged into any of the Pivot Table Positions, including the Value position
To obtain a sum and an average on the same field, drag the field into the Values position twice. Change the summary type on the field settings dialog box.

31. Cell Formatting (multiple values)
Change the font options for different parts of your pivot table without having to manually select each item
In the Pivot Table Tools Ribbon, Analyze, make sure Enable Selection is turned on
Position cursor to the left of the row item you want to modify until you get a small black arrow as shown – then click to select those items
Use worksheet tab Format Tips Multiple Values
Tip: When necessary, use the Analyze Ribbon, Select Option to control whether just labels or labels and values are selected.

32. Cell Formatting (continued)
After selecting the cells, another right click on any of the selected cells will pop up the small formatting ribbon.
Selections made will impact all highlighted cells.
Earlier students may have been warned to not use the formatting pop up. That advice is still sound – but there is no choice for something like this. Students just need to be aware that the formatting may be lost when other changes are made to the pivot table. Always format for presentation last!

33. Topic Outline Pages via Report Filter option
Setting and Clearing Filters
Value vs. Label Filters

34. Using Report Filter to generate Pages
1., Select Options from the Analyze Ribbon (first category)
2. Select Show Report Filter Pages
A separate worksheet tab will be created for each value in the Report Filter column! 34

35. Column and row Filters
New to 2007: filter on any row or column heading by selecting the arrow to the right of the field in the field list.
Value filters look at row/column totals; label filters are the column headers.
Dropdowns inside the pivot table allow the same filtering choices but it is typically “cleaner” to use the Pivot Table field list – especially if your pivot table is in Compact Layout view. 35

36. Understanding Value Filters
Value filters are set at the group level
In this example, the filter is set at the School Level
There are two subtotals (sum and average) done at the School level
The filter is applied at the SUBTOTAL level; not at the individual entry under each county

37. Value Filters Continued
In this example, the filter is set at the County Level
There are two subtotals (sum and average) done at the County level
The filter is applied at the county subtotal level; not at the individual entry under each school! This can be very confusing: remember that row/column filters work at the subtotal level.

38. Row Filter – Example equal to 19
Filter indicator
More Filter Indicators –
detail level
Stress that this will filter based on what is in the Grand Total column; not the county columns. 38

39. Label Filter Option Non-date fields include a “Label Filter” option
Date fields include a “Date Filter” option
Label filters work with letters or numbers. For example, the following limits the pivot data to customers who have a ‘W” in the customer number

40. Label Filters, continued
The greater than, less than options refer to dictionary sorts (letters and/or numbers treated as text)
Label filters for text are applied at the row or column heading level

41. Label Filter Example
The Services row will be filtered by those containing “401”

42. Clearing row/column filters
Right click the field being filtered (funnel icon will appear) from the Pivot Table Field List
Select Clear Filter From…
OR do the same from the row/column dropdown inside the pivot table! 42

43. Tech tip – Filter Dropdown
You may see data listed in the filter dropdown that is not contained in your data
This is caused by Excel “remembering” old data.
Remove this by setting “Number of items to retain per field” to none in the Pivot Table Options  Data tab

44. Multiple filters per field
By default, Excel is set to only allow one filter per field.
Example: If you apply a value filter to the Customer and then add a label filter to the Customer, the value filter will disappear
Change this using the Pivot Table Options, Totals and Filters tab

45. Drill Down
Double click ANY aggregate number in a pivot table to create a worksheet tab displaying the data that makes up that number! 45

46. Moving totals: Column  ROW
Drag and Drop
Explain that this only comes into play when you have more than one field in the Values box. 46
See next slide for output

47. Column vs. Row Totals
Same data: different layout How? Swap Totals from Column to Row box (see previous slide) 47

48. Topic Outline Change Data Source Move Pivot Tables
Refresh Pivot Table Data
Changing Column/Row Sort Order
Grouping

49. Miscellaneous options
Change Data Source: Use to point to different data source
Clear: Use to remove all filters, OR all fields from the Pivot Table Field List to start over
Select: Use to quickly select portions of a pivot table – typically for formatting purposes (or to select entire pivot for copying)
Move Pivot Table: Point to new location to move your pivot table 49

50. Refreshing Pivot Data
By default, as data is changed, a pivot table does not update until it is manually refreshed
How? Right click, Refresh OR use Ribbon Refresh
Right click, Pivot Table options to change the refresh setting 50

51. Changing Column OR row Sort order
Right click any column/row header in pivot table
Select Sort (3 choices appear)
When Manual Setting is selected, move columns by selecting column label in pivot table; then use four headed move pointer to manually drag and drop column to new location. 51

52. Manual Grouping Select Column Labels to be Grouped
Right Mouse Click, Group
Change name of group in Formula bar
Repeat steps: only difference is that mouse position has to be moved to the group header field before typing name of group in Formula bar
Example below shows manual grouping by Region (we have no ‘Region’ field: this was created by grouping 52

53. Advantage of grouping Collapse / expand by new groups
Subtotal by new groups 53

54. Remove grouping Select group field(s) on Pivot Table
Right mouse click, select Ungroup (or use Ungroup button on Analyze Ribbon) 54

55. Topic Outline
Pivot Charts
Pivot Caches
Compatibility Notes

56. Charting your data is a click away
Position cursor in pivot table
On Analyze Ribbon, select Pivot Chart 56

57. Pivot Chart features Chart data filters along with a pivot table!
2-way communication; pivot to chart; chart to pivot
Use analysis ribbon option to filter inside chart
ALL data in the pivot table is charted
As fields are added or removed from a pivot table, the chart is updated accordingly
Refreshing a pivot table refreshes the chart
Standard chart formatting options apply: ribbon tools are the same! 57

58. Pivot Chart limitations
Most chart formatting options apply to pivot charts, but there are a few exceptions:
Data labels aren’t sizeable except via a change in font size
Trend lines are ‘buggy’: they might disappear when changes are made to the pivot
Scatter charts and bubble charts are not available
(In version 2007 Rows/Columns couldn’t be swapped but this is now available in 2010) 58

59. Understanding pivot table caches
Beginning with Excel 2007, new pivot tables based on the same data will SHARE the same pivot cache
changes to grouping in one pivot table will impact ALL other pivot tables!!
Calculated fields created in one appear in all
Refreshing one refreshes all
Class discussion – is this good? Pros and cons. 59

60. Create Pivot with Different Cache
Position cursor in one cell below column headings (source data)
On the keyboard press Alt, D, P (one key at a time)
When prompted, select NO to base the pivot table on a new cache
Class discussion – is this good? Pros and cons. 60

61. What if the Pivot Table was already created and you need to break the relationship so it is using a different cache?
Option 1 - Delete and Recreate (ALT D P or add the Pivot Table Wizard to the QAT toolbar)
Option 2 – Modify the Data Source (does not always work but worth a try because it’s quick!) Position cursor in the Pivot Table ALT, D, P and click the back button Change the range – i.e. one row less Click Finish, then repeat steps but correct the range
Option 3 – Cut / Paste / Regroup / RePaste Select Entire Table and CTRL X to cut it Paste it in new workbook Make a change in the grouping, then copy and paste that table into the original location After pasting, correct the grouping.

62. Lab One Your turn! Use the handout to complete Lab 1
Read through the Key Points at the end of the Lab
Want More? Do the Optional Lab 1 on Page 3. (Answers are on Page 4)
Suggestions for a better looking pivot table (group discussion):
Show which schools are in the filter (vs. “Multiple items”)
Display zeroes in empty cells
Remove the “Row Labels” / “Column Labels”
Change the “Sum of Attendance” label
Add gridlines – add horizontal spacing
Layouts won’t impact this simple pivot table except Compact narrows the columns/ Outline widens them
Subtotal Years
Always show all four quarters, even if no data exists

63. Lab Two Complete Lab 2, beginning on Page 4 of the handout
Want more? Do the Optional Lab 2 that begins on Page 7

64. Lab Three Complete Lab 3 beginning on Page 10 of the handout
Want more? Do the Optional Lab 3 covering slicer properties that begins on Page 11

65. Lab Four
Follow the instructions in your handout for Lab 4 (Date Grouping), beginning on Pg 13.
Want more? Check out the Optional Lab 4 on Pg. 15 for more on grouping and understanding Pivot Caches

66. Lab Five
Follow the instructions in your handout for Lab 5 beginning on Pg. 19 (Math / Row Group Formatting)
Want more? Check out the Optional Labs at the end of the handout beginning on Page 26!

67. Lab Six
Follow the instructions in your handout for Lab 6 (Drill Downs / Expand-Collapse)
Want more? Check out the Optional Labs at the end of the handout beginning on Page 26!

68. Lab Seven Follow the instructions in your handout for Lab 7.
Want more? Check out the Optional Labs at the end of the handout beginning on Page 26!

69. Topics Covered 
 Create Pivot Table  Modify Pivot Table  Pivot Table Layouts / Styles  Value Field Settings / Subtotals  Report Filter Pages / Slicers  Filters – Row and Column  Sorting and Grouping  Drill downs  Pivot Charts  Pivot Caches