USING PIVOTTABLE
TO PREPARE
SUMMARY REPORTS.
PivotTable
A PivotTable is a powerful tool to
calculate, summarize, and analyze data
that lets you see comparisons, patterns,
and trends in your data. PivotTables work
a bit differently depending on what
platform you are using to Excel.
CREATE A PIVOTTABLE IN
EXCEL FOR WINDOWS
1. Select the cells you want to create a PivotTable from.
2. Select Insert > PivotTables.
3. This creates a PivotTable based on an existing table or
range.
4. Choose were you want the PivotTable report to be
placed. Select New Worksheet to place the PivotTable
in a new worksheet or Existing Worksheet and select
where you want the new PivotTable to appear.
5. Select OK.
PIVOTTABLES FROM OTHER
SOURCES
By clicking down the arrow on
the button, you can select from
other possible sources for your
PivotTable. In addition to using
an existing table or range, there
are three other sources you can
select from to populate your
PivotTable.
1. GET FROM EXTERNAL DATA
SOURCE
2. GET FROM DATA MODEL
Use this option if your workbook
contains a Data Model, and you
want to create a PivotTable with
custom measures, or are working
with very large datasets.
3. GET FROM POWER BI
Use this option if your
organization uses POWER BI and
you want to discover and
connect to endorsed cloud
datasets you have access to.
BUILDING OUT YOUR
PIVOTTABLES
1. To add a field to your PivotTable,
select the field name checkbox in
the PivotTables Fields pane.
2. To move a field from one area to
another, drag the field to the
target area.
REFRESHING PIVOTTABLES
If you add new data to your PivotTable data
source, any PivotTables that were built on that
data source need to be refreshed. To refresh
just one PivotTable, you can right-click
anywhere in the PivotTable range, and then
select Refresh. If you have multiple
PivotTables, then on the ribbon go to
PivotTable Analyze > select the arrow under
the Refresh button, and then select Refresh
All.
WORKING WITH
PIVOTTABLE VALUES
Summarize Values By
By default, PivotTable fields field placed in
the Values area are displayed as a SUM. If
Excel interprets your data as text, the data is
displayed as a COUNT. This is why it’s so
important to make sure you don’t mix data
types for value fields. You an change the
default calculation by first selecting the
arrow to the right of the field name, and
then select the Value Field Settings option.
Next, change the calculation in the
Summarize Values By section. Note that
when you change the calculation method,
Excel automatically appends it in the Custom
Name section, like “ Sum of Field Name”,
but you can change it . If you select Number
Format, you can change the Number Format
for the entire field.
SHOW VALUES AS
Instead of using a calculation to
summarize the data, you can also
display it as a percentage of a field.
In the following example, we
changed our household expense
amounts to display as a % of Grand
Total instead of the sum of the
values.
Once you’ve opened the Value Field
Setting dialog box, you can make
your selections from the Show Value
As tab.
DISPLAY A VALUE AS BOTH A
CALCULATION AND
PERCENTAGE
Simply drag the item into the Values section twice,
and then set the Summarize Values By and Show
Values As options for each one.
DATA FORMAT TIPS AND
TRICKS
Use Clean, tabular data for best results.
Organize your data in columns, not rows.
Make sure all the columns have headers, with a single row of
unique, non-blank labels for each column. Avoid double rows of
headers and merged cells.
Format your data as an Excel table (select anywhere in
your data, and then select Insert > Table from the
ribbon).
If you have complicated or nested data, use Power
Query to transform it (for example, to un pivot your
data ) so it’s organized in columns with a single header
row.
