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20 views2 pages

excel-13-pivot-tables

Uploaded by

psingh122007
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Excel- Summarise and Analyse Data with Pivot Tables

“What’s a Pivot Table and how do I use it?”


You can use a Pivot Table to summarise and analyse data. It is particularly useful if you work with large
amounts of data and need a quick, flexible way to produce reports from it.

Make sure your data is well laid-out


In order to create a Pivot Table successfully, just follow a few golden rules:
1. Your data should be arranged in columns and
rows.

2. Each column should contain a descriptive


heading.

Although not essential, it’s good practice to apply formatting, e.g. bold to the column headings.

3. Avoid empty rows or columns within the data (an occasional empty cell is OK).
4. Turning your data into an Excel Table will make it easier to add or remove rows and columns in your
data without having to redefine the data range of the Pivot Table.
o Click a cell within your block of data.
o Press CTRL + T on the keyboard, or click the +T or
Ctrl
Insert tab on the ribbon and choose Table.

Use the Table Tools on the ribbon to apply a Table Style to your data.

Create the Pivot Table


Click Insert Pivot Table on the ribbon or press Alt + N+V
Alt +N+V
OR click Recommended Pivot Tables

Choose the information to display in the Pivot Table

− Excel creates the pivot table and places a set of Pivot table
Tools on the ribbon. Use these to work with your pivot table.
− The pivot table includes totals by default, but you can
choose whether to include these or not- use the Grand
Totals button on the Design tab of the PivotTable Tools.

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See your data in a different way
− Pivot Tables are extremely flexible so if you want to change how your data is arranged,
just click and drag the fields from one area of the field list to another. Excel will rebuild
the pivot table and rearrange the data.
− If you no longer want a field as part of the pivot table, drag it out of the field list area
until you see a cross attached to your mouse then release the mouse button.

Change the calculation used to summarise your data


1. Right-click a summarised value in the pivot table.
2. Choose Summarize Values By from the shortcut menu to display
a list of available functions.
3. Click the function you want to use to recalculate your data.
Note: by default Excel summarises numeric data in pivot tables by
Sum and text data by Count.

Refresh the pivot table


If you change any of the source data for your pivot table, the pivot table will not recalculate
automatically. To reflect any changes you have made to the source data, you must refresh the pivot
table.
1. Make changes in the source data.
2. Click into the pivot table.
3. Right-click any cell in the pivot table, and choose Refresh from
the shortcut menu.
OR
Click the Refresh button on the Analyze tab of the PivotTable
Tools on the ribbon.

Format the Pivot Table


By default, numbers (values) in the pivot table don’t have any formatting, but you can use the Number
Format command to set it.
− Right-click a value in the pivot table and
choose Number Format… from the
shortcut menu to access the Format Cells
dialog box.

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