Pivot Tables

help in Analyzing Large Amounts of Data

1. Source data from a worksheet 2. Source values for Qtr3 Golf summary in the PivotTable report 3. PivotTable report 4. Summary of the source values in C2 and C8 from the source data
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Each column or field in the source data becomes a PivotTable field that summarizes multiple rows of information
In the example , the Sport column becomes the Sport field, and each record for Golf is summarized in a single Golf item A value field, such as Sum of Sales, provides the values to be summarized
Cell F3 in the report contains the sum of the Sales value from every row in the source data for which the Sport column contains Golf and the Quarter column contains Qtr3

By default, data in the Values area summarize the underlying source data in the PivotChart report in the following way:
numeric values use the SUM function, and text values use the COUNT function

To create a PivotTable report

define its source data, specify a location in the workbook, and lay out the fields
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Grouping Data
According to the unique values in one or more fields
Automatically groups large amounts of data into smaller, more manageable categories
suppose you have a data source with a Region field where each cell contains one of four values: East, West, North, and South. The original data may contain thousands of records, but if you build your PivotTable using the Region field, the resulting table has just four rows - one each for the four unique Region values in your data

You can also create your own grouping after you have built your PivotTable
if your data has a Country field, you can build the PivotTable to group together all the records that have the same Country value When you have done that, you can further group the unique Country values into continents: North America, South America, Europe, and so on
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Summarizing
Along with grouping, Excel also displays summary calculations for each group
Default calculation is Sum, ie., for each group, Excel totals all the values in some specified field
if your data has a Region field and a Sales field, a PivotTable can group the unique Region values and, for each one, display the total of the Sales values. Other summary calculations include
Count, Average, Maximum, Minimum, and Standard Deviation

Even more powerful,

a PivotTable can display summaries for one grouping broken down by another.
suppose your sales data also has a Product field.
You can set up a PivotTable to show the total Sales for each Product, broken down by Region
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Filtering
Enables you to view just a subset of the data
by default the PivotTables groupings show all the unique values in the field
However, you can manipulate each grouping to hide those that you do not want to view

Each PivotTable also comes with a Report area, that enables you to apply a filter to the entire PivotTable.
suppose your sales data also includes a Customer field By placing this field in the PivotTables Report area, you can filter the PivotTable report to show just the results for a single Customer
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PivotTable and PivotChart Reports

PivotTable report used to
summarize, analyze, explore, and present summary data

PivotChart report used to

visualize that summary data in a PivotTable report, & easily see comparisons, patterns, and trends

Both enable us
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to make informed decisions about critical data in an enterprise

Data suitable for use in a Pivot Table must have these characteristics:
1. The top row of data contains column headers

2. Each row of data is a record about a particular entity or transaction

3. Each column of data holds the same kind of information 4. There are no entirely blank rows in the data

5. There are no entirely blank columns in the data

6. If a column contains numbers, use a zero instead of a blank cell when you dont have a value
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Analysis provides insight into the patterns of transaction

How much is the Company X spending? Who is spending it and with whom? What goods and services is the company X buying?

Information needed to analyze spending data can come from several sources

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Purchase Orders Invoices Requisitions Master Agreements

Analysis Reporting Concepts

Fact
basic transaction data you are investigating

Data field
numerical data value that can be measured

Dimensions
details about the fact

Fact: Purchase Order Data field: PO Spend (USD) Dimensions:

Ordered Date
Supplier
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Agency Name

Analysis Reporting Concepts

Dimensions can be further divided into levels
Hierarchies impose a structure on the levels of data within a dimension
Dimension: Ordered Date
Hierarchy 1: Calendar Level 1: Calendar Year (2006, 2007) Level 2: Calendar Quarter (Q1, Q2) Level 3: Month Level 4: Day Hierarchy 2: Fiscal Level 1: Fiscal Year (2006, 2007) Level 2: Fiscal Quarter (Q1, Q2) Level 3: Month Level 4: Day
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Example-1:
Given the data,
Which region sold the most? Which product is the bestseller? Are sales going up or down over time?

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Which region sold the most?

Which product is the bestseller?

Are sales going up or down over time?

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Suppose you work for a chain of sporting-goods stores. Every day you receive a report from each store that includes complete details on that days activities, such as
number of customers each hour, sales in each of 30 categories, items returned for refund or exchange, and number of employees on duty at different times of the day

But what good does this raw data do to you? With a PivotTable you can quickly and easily answer the following types of questions:
Which days of the week show the highest sales? Which categories of merchandise sell best at different times of the year? Are more employees scheduled to work during periods of the highest customer load? Do certain categories of merchandise suffer from unusually high rates of return or exchange?

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Example-2: Sporting Goods SportingGoodsRawData.xlsx

What are the sales for the Camping category for each region? In each store, which days of the week see the most customers? In each store, which category has the highest sales? Which day of the week has the lowest total sales?
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Example-3: Banking
This table comprises a month's worth of new account information for a three-branch bank. The table contains 712 rows, and each row represents a new account. The table has the following columns:
The date when the account was opened The opening amount The account type:
CD, checking, savings, or IRA (Individual Retirement Account)

Who opened the account:

a teller or a new-account representative

The branch at which it was opened:

Central, Westside, or North County

The type of customer:

An existing customer or a new customer

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Example-3: Banking bank accounts.xlsx What is the daily total new deposit amount for each branch?
How many accounts were opened at each branch, broken down by account type? What's the dollar distribution of the different account types?

What types of accounts do tellers open most often? How does the Central branch compare to the other two branches?
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In which branch do tellers open the most checking accounts for new customers?

Example-4: Grocery

Groceriespt.xlsx

Amount spent per year in each store on each product Total spending at each store
Total spending for each year

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Benefits of PivotTable
Conformance to
most of the formatting options that are applied to regular Excel ranges and cells

Customizable
build each report the way you want

Dynamic
components can be easily moved, filtered, & added

Easy
Build, maintain & update

Performance
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amazingly fast

Tasks that can be performed

Explore the data:
Expand/ collapse data, showing the underlying details Sort, filter, and group fields and items. Change summary functions, and add custom calculations/ formulas

Change the form layout and field arrangement:

Add, rearrange, and remove fields. Change the order of fields or items

Change the layout of columns, rows, and subtotals:

Turn column and row field headers on or off, or display or hide blank lines. Display subtotals above or below their rows. Adjust column widths on refresh. Move a column field to the row area or a row field to the column area. Merge or unmerge cells for outer row and column items
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Tasks that can be performed

Change the display of blanks and errors:
Change how errors and empty cells are displayed. Change how items and labels without data are shown. Display or hide blank lines

Change the format:

Manually and conditionally format cells and ranges. Change the overall PivotTable format style. Change the number format for fields.

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Limitations and Restrictions

Maximum number of row fields
1,048,576
If you are using a version of Excel prior to 2007, the maximum number is 65,536

Maximum number of column fields

16,384
If you are using a version of Excel prior to 2007, the maximum number is 256

Maximum number of page fields

256

Maximum number of data fields

256

Maximum number of unique items that can appear in a row, column, or page field
1,048,576
If you are using Excel 2003, the maximum number is 32,500; if you are using a version of Excel prior to 2003, the maximum number is 8,000

Size/ number of PivotTables is limited by

system memory

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PivotChart vs. Standard charts

Row/Column orientation
Unlike a standard chart, you cannot switch the row/column orientation of a PivotChart report by using the Select Data Source dialog box
However, you can pivot the Row and Column labels of the associated PivotTable report to achieve the same effect

Chart types
You can change a PivotChart report to any chart type
except an xy (scatter), stock, or bubble chart

Source data
Standard charts are linked directly to worksheet cells. PivotChart reports are based on the data source of the associated PivotTable report Unlike a standard chart, you cannot change the chart data range in the Select Data Source dialog box of a PivotChart report

Formatting
Most formatting - including chart elements that you add, layout, and style - is preserved when you refresh a PivotChart report However, trend lines, data labels, error bars, and other changes to data sets are not preserved Standard charts do not lose this formatting once it is applied
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Although you cannot directly resize the data labels in a PivotChart report, can increase the font size of the text to effectively resize the labels

Summary

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PivotTable is interactive/ designed for:

Querying large amounts of data in many user-friendly ways. Subtotaling and aggregating numeric data, summarizing data by categories and subcategories, and creating custom calculations and formulas. Expanding and collapsing levels of data to focus your results, and drilling down to details from the summary data for areas of interest to you. Moving rows to columns or columns to rows (or "pivoting") to see different summaries of the source data. Filtering, sorting, grouping, and conditionally formatting the most useful and interesting subset of data to enable you to focus on the information that you want. Presenting concise, attractive, and annotated online or printed reports Use a PivotTable when
you want to analyze related totals,
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especially when you have a long list of figures to sum and you want to compare several facts about each figure

Pivot Table: The most Technologically Sophisticated Component in Excel Does its job without using formulas

Essentially a dynamic summary report generated from a database.

The database can reside in a worksheet or in an external file.

A pivot table can help transform endless rows and columns of numbers into a meaningful presentation of the data
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The most innovative aspect of a pivot table lies in its interactivity

After you create a pivot table, you can rearrange the information in almost any way imaginable, and even insert special formulas that perform new calculations.
You even can create post-hoc groupings of summary items (for example, you can combine Northern Region totals with Western Region totals). The name stems from the fact that you can rotate (that is, pivot) the tables row and column headings around the core data area to give you different views of your summarized data. One minor drawback to using a pivot table is:
unlike a formula-based summary report, a pivot table does not update automatically when you change the source data.
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However, a single click of the Refresh toolbar button forces a pivot table to use the latest data.