PADMAVANI ARTS AND SCIENCE COLLEGE FOR WOMEN (AUTONOMOUS)-SALEM-11

UNIT-III

Pivot Tables
What is a Pivot Table?

A pivot table is a tool that is part of Microsoft Excel (and other spreadsheet applications, like
Google Sheets) that helps users not only to quickly view and analyze data in a more visual way, but
also to just as easily change the arrangement of the data so that it can be seen from multiple
perspectives.

One of the most feared features of Excel, but as you’ll quickly discover, pivot tables are easy to
make, fun to use, and extremely helpful and informative.

Originally, if you wanted to take a collection of data and make an attractive and useful
presentation out of it, you needed to spend a lot of time copying, pasting, writing formulas, and
formatting the result. Pivot tables help you to accomplish this in just a few clicks.

Create a PivotTable
1. Open the data which will be displayed in the PivotTable.
2. Click a cell within the data.
3. Choose the Insert tab.
4. Click the PivotTable button in the Tables group.
5. Verify the data source is correct in the Table/Range field.
6. Make sure New Worksheet is chosen.
7. Click OK.
8. Drag the fields to the correct location.
 When a PivotTable is created, put it into a new worksheet so that the data and the PivotTable do
not collide.
 After a PivotTable is created, it can be renamed using the Options contextual tab and typing a
new name in the PivotTable Name box.
 If the data is already in a table format before creating the PivotTable, any future updates to the
table of data will be reflected in the PivotTable.
 Also note if the data is in a table format, a PivotTable can be created by clicking the Design tab
from the Table Tools context tab and choosing Summarize with PivotTable from the Tools
group.
 When adding data to the table, make sure to use the Refresh button to refresh the PivotTable.

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 Click a check box next to a field name to have it show on the PivotTable. Excel 2007
automatically assigns it to an area.
 When dragging a field to an area, a blue positioning line will appear to show where to drop the
field.
 Fields can be placed within the Report Filter, Column Labels, Row Labels, or Values area.
 Depending on what fields are put where, determines how the data is displayed in the
PivotTable.
 Data remains the same information only the perspective changes when it is pivoted.
 If the PivotTable Field List task pane is not displayed, click in any of the cells of the PivotTable
and it will pop up.
 Another way to redisplay the PivotTable Field List task pane is to click on the Options tab from
the PivotTable Tools context tab and click PivotTable Field List from the Show/Hide group.
PivotTable Layout Options
There are three layout types to choose from after a PivotTable is created. The first layout is the
Compact Layout and it is used to minimize the amount of space needed to display the PivotTable. The
second is the Outline Layout and it is reminiscent of the classic PivotTable style in versions prior to
Office 2007. The last layout is the Tabular Layout which displays a traditional table format.
Formatting a PivotTable and PivotTable Styles

Like other tables you have worked with, you can apply various formats and styles to a
PivotTable. Formats can range anywhere from changing the font style to applying conditional formats.

Conditional Formatting is applied to data based on what the range is of the data in the selected
cells. Based on the data varying colors or icons are displayed in the cells.

Apply a Number Format

1. Select the cell(s) in the PivotTable.
2. Click the Home tab.
3. Click the dialog box launcher from the Number group.

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4. Select the format to use.

5. Click OK
Apply a Conditional Format
1. Select the cell(s) in the PivotTable.
2. Click the Home tab.
3. Choose Conditional Formatting from the Styles group.
4.Use the desired conditional format.
PivotTable Style Options group
1. Select the cell(s) in the PivotTable.
2. Click the Design tab.
3. Check the boxes next to the options in the PivotTable Style Options group which apply.
 Row Headers
 Column Headers
 Banded Rows
 Banded Columns
Change the PivotTable Style
1. Select the cell(s) in the PivotTable.
2. Click the Design tab.
3. Choose a style from the PivotTable Styles group.
Using Filter and Sort

Another feature of a PivotTable is the ability to manipulate the data to show the information
exactly the way it needs to be presented. Using the filter or sort options are a couple of ways to do this.

Using the Filter or Sort option

1. Click the field’s header in the PivotTable Field List task pane.
2. Click the down arrow that appears.
3. Choose the Sorting or Filtering options.
Sort Options Filter Options
. Sort A to Z Label Filters
. Sort Z to A Values Filters
. More Sort Options Select All
4. Click OK.
Using the Report Filter Area
1. From the PivotTable Field List task pane, drag a field to the Report Filter area.
A new area is added above the body of the PivotTable.
2. Click the down arrow next to the area which was added to the PivotTable.
Click the check box next to Select Multiple Items to enable the ability to choose more than one item
from the list.
3. Select the item(s).
4. Click OK.
Group Items
As a PivotTable is created, Excel 2007 automatically groups the various pieces together based
on field selection and placement. If items need to be grouped further with totals, it takes only a few
easy steps to accomplish the task at hand.
Group Items
1. Select the items to group.
2. Click the Options tab from the PivotTable Tools context tab.
3. Choose Group Selection from the Group group.
Group Items on Date or Time Range

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1. Select the items to group.

2. Click the Options tab from the PivotTable Tools context tab.
3. Choose Group Field from the Group group.
4. Choose the By options using the ctrl key to select more than one.
PivotTable Controls
When a PivotTable has many levels to its outline, a minus sign or a plus sign will appear next to
the row or column fields. Click the minus sign to hide the detail of that particular piece of the
PivotTable. Click the plus sign to show the detail of that particular piece of the PivotTable
Hiding Outline Controls
1. Select a cell in the PivotTable.
2. Click the Options tab under PivotTable Tools.
3. Choose the +/- Buttons in the Show/Hide group.
Hiding Row Labels and Column Labels
1. Select a cell in the PivotTable.
2. Click the Options tab under PivotTable Tools.
3. Click Field Headers in the Show/Hide group.
Removing these also removes the associated filter controls.
Summarizing Data
When a field is chosen and it is numeric in nature, then Excel 2007 assumes it needs to be
calculated in some way. This assumption is not always correct or the wrong function is used. Keep in
mind that nothing is set in stone so changes can be made.
Change Summary of Data
1. Click the down arrow by the value field.
2. Choose Value Field Settings.
3. Select a calculation to summarize by.
4. Select a calculation from the Show values as tab.
5. Click OK.
• A grand total will automatically be given for each calculated row or column, by clicking the Grand
Totals button from the Layout group under the Design tab, you can choose which grand totals will be
displayed.
• To use a second or subsequent function with a field that’s already in the values area of your
PivotTable, drag another copy of the field from the PivotTable Field List window into the Values box.
Make sure to change the summary option.
• The name of a values field can be changed by clicking the down arrow, choosing Value Field Settings
and typing a name in the Custom Name box.
• A calculated field is a new field created from calculations performed on existing fields.
Create a calculated field
1. Select a cell in the PivotTable.
2. Click the Options tab under the PivotTable Tools context tab.
3. Choose Formulas in the Tools group.
4. Select Calculated Field.
5. Type a name for the field in the Name box.
6. Type a Formula in the Formula box.
7. Click Add.
8. Click OK.

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Display List of calculated Fields

1. Click the Options tab from the PivotTable Tools context tab.
2. From the Tools group choose Formulas.
3. Select List Formulas.

How to Display Empty or Error Cells

1. Right-click any cell in the PivotTable.
2. Click PivotTable Options.
3. Choose the Layout & Format tab.
4. Select the For empty cells show or For error values show check box.
5. Type the text or value in the text box which will be displayed in the cell.
Linking to a PivotTable
Equations can be created to reference data in a PivotTable.
=GETPIVOTDATA
Create a link to a cell in the PivotTable
1. Click the cell where the result will go.
2. Type an = sign.
3. Click the cell in the PivotTable with the data you want linked.
PivotCharts
A PivotChart is a graphical representation of a PivotTable and can be created from a PivotTable
or from a list of data. When a PivotChart is created from a list of data, the system automatically
produces a PivotTable first and then creates the PivotChart. The axes on the PivotChart can switch
places like the rows and columns of a PivotTable.
Pivot Charts are like Charts and displays data from your PivotTable. Like Charts, you can
select a chart type, layout, and style that best represents your data.
In this exercise, you will change the PivotTable data to show each Salesperson's total sales by Term.

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Create a PivotChart
A Pivot Chart will help you see your information more concise.

Select any cell in your PivotTable.

1. Select any cell in your PivotTable.

2. Click on the Insert tab, and then click on the PivotChart button.
3. The Insert Chart dialog box will appear.

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4. Select your desired chart type and layout. For this exercise, select the default Column chart
type.
5. Click on the OK button.
6. The PivotChart will appear next to your PivotTable

Preparing Your Data:

File: 001TableData.xlsx

Before you can make a pivot table, you need data. Your data needs to be arranged in a list or
table format. Each column of your data will have a column header or title. So, if your data is a list of
how many customers buy products that your company sells to over time, you might have a column for
year, quarter, product, and customers (see figure 1).

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In order for this data to work for a pivot table, you should have:

 No blank rows or columns,

 No data outside of the list (in other rows or columns), and
 Each column should have a header.

Finally, it is best if your list of data is actually formatted as a table. By formatting your data as a
table, you will be able to add to the data and have it easily incorporated into the pivot table. Without
formatting as a table, you would need to redefine your pivot table every time you add new data. 4

If your data is not already formatted as a table, simply click on a cell inside of your data and
then choose Table from the Insert tab in the ribbon (see figure 2).

Figure 2: Format as a Table

Creating Your First Pivot Table:

To make a pivot table:

1. click on a cell in your table of data,

2. Choose “PivotTable” from the Insert tab on the ribbon (see figure 2).

Figure 3: Create PivotTable Dialogue Box

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Excel will give you a dialogue box (see figure 3) asking you to define your source data and
where you want the pivot table to appear in your workbook. Because you clicked inside of your data
table first, Excel should already correctly list your source data as the name of your data table (i.e.,
“Table1”). You can also choose 5

Which worksheet the table will be placed into. In this case, we will leave it as “New
Worksheet.” After making these 2 selections, click “OK” and your pivot table will be created (see
figure 4).

Figure 4: Empty Pivot Table

What you’re looking at now is a pivot table that is displaying no data. To add data, click on the
pivot table and the Pivot Table Fields Pane will appear on the right side of your Excel Window (see
figure 5).

Figure 5: Pivot Table Fields Pane (right)

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The Pivot Table Fields Pane appears when you click on the pivot table. It has a listing of each of
your data fields (columns from your table) at the top. At the bottom of the pane are the areas into which
you will place the data fields. We will skip “Filter” for now and focus on “Rows,” “Columns,” and
“Values.”

You can place the data fields into the rows, columns, and values either by dragging them into
the area or by clicking the checkbox next to the data field. If you click the checkbox, Excel will choose
into which area the data field will be placed.

For now, we will drag the data field, “Year,” to the “Rows” area, “Quarter” to “Rows” as well,
“Product” to the “Columns” area and “Customers” to the 7

“Values” area. This results in the table you see in figure 6. Note that you can drag any of those
fields to any of the areas and get a table with a different appearance. Also note that if you drag
“Quarter” above “Year” in the rows area, it also impacts the arrangement of the table.

Figure 6: Pivot Table Created and Filled

Recommended Pivot Tables:

File: 001TableData.xlsx

Since you are new to pivot tables, you might find it informative and useful to try the
“Recommended PivotTables” button on the Insert ribbon (figure 7). This feature allows you to see
many of the possible pivot tables your data can 8

generate. Make sure to click in your original table of data before clicking the “Recommend
PivotTables” button.

Figure 7: Recommended Pivot Tables Button

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Exploring Pivot Tables:

File: 002FirstPivotTable.xlsx

To begin with, in order to access the menus and commands associated with a pivot table, you
have to click somewhere inside of the pivot table. Once you do that, you will see the pivot tables field
pane appear on the right and the pivot table tabs appear on the top of the ribbon (see figure 8). You
always need to have selected a cell inside of your pivot table to access these features. You’ll notice that
the two pivot table tabs on the ribbon are called Analyze and Design. The Analyze tab has commands
relating to the content and arrangement of the table and the commands in the Design tab relate to
formatting the pivot table.

Figure 8: Pivot Tables Field Pane (right) and Pivot Tables Analyze and Design Tabs (top) 10

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Figure 9: Pivot Table Parts

Subtotals and Grand Totals:

By default each pivot table has both subtotals and grand totals. In the case of Figure 9, grand
total rows and columns are labeled and subtotal rows are in line with the years.

Collapsing Rows:

If you look at the rows in the pivot table in Figure 9, you see the “-“ icon next to both 2013 and
2014. You can click the “-“ icon and it will collapse all of the quarters under that year. Figure 10 shows
what happens after clicking both of the “-“ icons.

Figure 10: Collapsed Rows

Once you’ve collapsed the rows, the “-“ icon changes to a “+.” If you click the “+” icon then the
rows expand back to normal like in Figure 9.

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Sorting and Filtering:

Also in your pivot table (see Figure 9), you find the pulldown icon () next to “Row Labels” and
“Column Labels.” Clicking the pulldown icon will bring up several options for sorting and filtering the
pivot table. We will cover these later in the course.

Cleaning Up Clutter:

Because the +/- buttons, the row and column labels, the pulldown icons and the PivotTable
Fields Pane do to some degree clutter up the screen and the table, all of these can be easily turned on
and off from the Analyze Tab (see Figure 11).

Figure 11: Buttons to add/remove some of the clutter

Adding New Data:

Data can be added to the pivot table by simply going to the original data table and either
amending the data you wish to amend or adding new rows or columns. The changes will not be
immediately incorporated into the pivot table until you use the “Refresh” button under the Analyze tab
(see Figure 12).

Figure 12: Refresh Button

Renaming Pivot Tables and Fields:

You can easily rename both the pivot table and the fields by giving them a new name in the
“PivotTable Name” and “Active Field” entry boxes on the ribbon under the Analyze tab (see Figure
13). Rename your pivot table by typing a new name in the PivotTable Name box. To rename fields,
click on the field that you want to rename and then type the name you wish to use in the Active Fields
box.

Figure 13: Renaming Pivot Tables and Fields

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Selecting, Copying, Pasting, and Deleting Pivot Tables:

In order to copy or delete a pivot table, you need to first select it. To select a pivot table, simply
click in the pivot table and then choose Select Entire PivotTable from the ribbon under the Analyze
tab (see Figure 14).

Figure 14: Select Entire PivotTable

Once you’ve selected the entire pivot table, you can then copy and paste it anywhere you like in
the same way that you’d cut and paste anything in Excel. Keep in mind that each copy of a pivot table
is independent of the original. 13

To delete a pivot table, simply select the entire table as described above and then hit the delete
button.

Clear Pivot Table:

You may, for whatever reason, want to clear the pivot table back to the original empty state.
This is easily done by clicking on the pivot table and then choosing “Clear Clear All” from the ribbon
under the Design tab (see Figure 15)

Figure 15: Clear Pivot Table

Using an External Data Source:

File: New Blank Workbook plus 001TableData.xlsx

The source data for a pivot table can come from outside the Excel workbook. Your data source
is chosen from the Create PivotTable Dialogue box which was shown earlier in Figure 3. At that time
we created the pivot table in a new worksheet but within the same workbook. This time we will pull
data from a different Excel file. To do this, we’ll start from a new, empty Excel workbook. Then we
will choose the “PivotTable” button on the ribbon under the Insert tab. This brings up the Create
PivotTable Dialogue box. Instead of “Select a table or range” we will choose “Use an external data
source” and click on the “Choose Connection” button. In the “Existing Connections” dialogue box

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choose the “Browse for More” button from the bottom. Then browse and choose the file that
contains the data. Finally, select the table that contains the data. You will then be presented with an
empty pivot table for your external data source.

Drilling Into Your Data:

File: 002FirstPivotTable.xlsx

Sometimes it is helpful to look at the data that produced a number in your table. Doing this is
easy. Simply double-click on any cell and a new worksheet is created with all of the source data that
relates to that cell.

This feature is especially useful if you’re working with external data. If you turn off all of the
data fields in the rows and the columns, leaving only the sum values, then you can double-click on the
single cell that is left and see all of the source data.

Modifying Subtotals and Grand Totals:

File: File: 002FirstPivotTable.xlsx

As mentioned earlier, pivot tables have subtotals and grand totals by default. You have some
control over their appearance as demonstrated in Figure 16. You can choose whether to show subtotals
or not and whether they display above or below the data they are totaling. For grand totals you can
control whether they are on or off for both rows and columns.

Figure 16: Subtotals (left) and Grand Totals (right)

File: File: 002FirstPivotTable.xlsx

The type of number shown in the subtotals and grand totals can also be modified. You can
control whether it is a sum, an average, a product, etc. by clicking on one of the sums in your pivot
table and modifying the “Field Settings” under the Analyze Tab.

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Figure 17 “Show Values As…”

File: File: 002FirstPivotTable.xlsx

You can also change how the data is displayed. Ways you can show data include without any
calculation, as a percent of a total or other data, as a running total, as a rank, etc. This change can be
made in the “Value Field Settings” window (Figure 17, above) using the “Show Values As” tab. 17

Number Format:

You will also notice in Figure 17 the “Number Format” button on the bottom of the “Value
Field Settings.” This allows you to display data as currency, percentage, etc.

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Summarize More Than One Piece of Data:

File: 003MultipleData.xlsx

So far we’ve only been summarizing customers, but it is easy enough to use an additional
column of data in your pivot table. Figure 18, below, is the same data as was in Figure 1, except Sales
data has been added.

Figure 18: Multiple Data Pieces

The pivot table for the data in Figure 18 is shown in Figure 19.

Figure 19: Pivot for Customers and Sales

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Calculated Fields:

File: 003MultipleData.xlsx

Instead of adding data to the original table, you can calculate new fields from the original data.
In Figure 20, we have created a calculated field that displays the average sales per customer using the
data from the table in Figure 18.

Figure 20: Calculated Field Sales / Cust

Calculated fields are easily made by choosing “Calculated Field…” from “Fields, Items & Sets”
under the Analyze Tab (Figure 21).

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Figure 21: Calculated Field Creation

Then give your calculated field a name and fill in the formula. The formula used in Figure 20 is
“Sales / Customers.”

Referencing Data from Outside of a PivotTable:

File: 002FirstPivotTable.xlsx

Referencing data from outside of the pivot table works similarly to referencing data elsewhere
in Excel. The difference is that normally Excel uses a cell reference (e.g. A3, B7, D13, etc.), but when
you reference data from a pivot table, Excel uses the “GETPIVOTDATA” function to pull the data.

The GETPIVOTDATA function is relatively straightforward. We’ll use figure 22 to illustrate.

Figure 22: GETPIVOTDATA Sample

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GETPIVOTDATA(data_field, pivot_table, [field1, item1], …)

“data_field” is the name of the data field you want the data from. In our case it would likely be
“Customers” because that data field contains the total customers.

“pivot_table” is a cell reference to the top left corner of the pivot table. So, in the case of our
table, that would be A3 (see figure 22).

So, based on pivot table in figure 22, the formula, GETPIVOTDATA(“Customers”,A3) results
in the total number of customers which is 10298.

GETPIVOTDATA(“Customers”,A3,”Product”,”Copier B”,”Year”,2013, “Quarter”, 2)

equals 328.

GETPIVOTDATA(“Customers”,A3,”Product”,”Copier D”,”Year”,2014, “Quarter”, 3)

equals 142.

The one limitation to be aware of when referencing pivot table data is that changes to the pivot
table can impact the reference. For instance, if you are referencing a total but turn the totals off, then
you break the reference.

Sorting PivotTables:

File: 002FirstPivotTable.xlsx

You can sort pivot tables by most any part of the table. This can be done by:

 right-clicking the element by which you wish to sort,

 choosing “sort” from the pull-down menus () in the pivot table, or choosing “sort” from
the pull-down menus in the Pivot Table Fields Pane.

Filtering PivotTables:

File: 002FirstPivotTable.xlsx

Pivot tables can be filtered in many ways, including:

Selection

Rule

Search

Slicers

Report Filters

Report Filter Pages

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Selection:

As illustrated in Figure 23, to filter by selection, simply check or uncheck the data you wish to
show. In this case 2013 or 2014. On the top of the pull-down menu is the selection for year, but you can
change it to Quarter and then filter by quarter.

Figure 23: Filter by Selection

Rule:
To filter by rule, choose a rule from “Label Filters” or “Value Filters.” This is shown in figure 24,
below.

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Figure 24: Filter by Rule

Search:

To filter by search, you type your filtering criteria into the search box near the bottom of the
pull-down menu. This is illustrated in figure 25.

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Figure 25: Filter by Search

Slicers:

Slicers are filters that come with a visual piece. Figure 26 shows how to insert a slicer, but figure 27
shows what a slicer looks like. You can use slicers for any piece of data that you want to filter by.
Slicers also get their own tab on the ribbon so that you can change their style and appearance.

Figure 26: Insert a Slicer

Figure 27: Slicers

Report Filters:

Report filters can be added by dragging one of your pivot table fields into the filters box (see
figure 28).

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Figure 28: Filter with Report Filters

Report Filter Pages:

A useful feature of report filters is that they can be used to generate a separate table for each
filtered component. So, in the case of Figures 29 and 30, below, there would be a new worksheet for
each of the 4 quarters. Each worksheet would contain only that quarter’s data.

Figure 29: Show Report Filter Pages

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Figure 30: Report Filter Pages for Quarters

Formatting PivotTables:

File: 002FirstPivotTable.xlsx

Excel offers many ways to enhance the look of your pivot table to make it look visually
pleasing, increase readability and highlight specific data. Below, we will discuss the following
functions:

pivot table styles

banding and headers

report layout and blank lines

conditional formatting

Pivot Table Styles:

If you want to change the look of your pivot table, the first thing you might try is looking at the
pivot table styles (see figure 31) that are selectable under the Design Tab of the PivotTable Tools.

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Figure 31: PivotTable Styles

You can also create your own pivot table style when you choose “New Pivot Table Style…”

Banding and Headers:

Whether you choose to display banding and highlighting, headers impact the readability of your
table. Try checking and unchecking “Row Headers,” “Column Headers,” “Banded Rows,” and
“Banded Columns” to the left of the PivotTable Styles as shown in Figure 31.

Report Layout and Blank Lines:

To the left of the options for headers and banding are the “Report Layout” and “Blank Lines”
buttons (again, see figure 31). Try these out to see the subtle ways they change the look of the table.

Conditional Formatting:

File: 002FirstPivotTable.xlsx

Found on the Home tab of the ribbon, the “Conditional Formatting” button allows you to format
an individual cell or group of cells based on conditions that you define. You can apply highlighting,
gradients, symbols, and more. Figure 32 demonstrates how to apply conditional formatting.

Figure 32: Conditional Formatting

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Printing PivotTables:

File: 004PrintPivotTable.xlsx

You can print pivot tables much like you’d print any other worksheet in Excel. However, there
are some features that may make printing easier.

Print Area:

Using the “Print Area” features, you can tell Excel to focus on printing only a specific area.
This is helpful if you only want to focus on the pivot table and ignore anything else that is in your
worksheet. Figure 33 demonstrates this feature.

Figure 33: Set Print Area

Headers:

With large tables, you can force the headers to repeat on each page.

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Figure 34: Repeating Rows and Columns 34

Page Breaks for Fields:

You can also (as demonstrated in Figure 35, below) cause each field to print on a separate page
by automatically inserting page breaks.

Figure 35: Page Breaks to Print Fields Separately.

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