Scribd
Upload
18 views8 pages

Excel Pivot Tables Post Course Reference

The document provides a comprehensive guide on Excel Pivot Tables, detailing their anatomy, preparation of source data, and methods for creating calculated columns and conditional formatting. It also covers techniques for grouping data, consolidating datasets, and automating tasks using macros. Key tips for refreshing Pivot Tables and creating dynamic reports are included to enhance data analysis efficiency.

Uploaded by

goutam.kumar12217
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
18 views8 pages

Excel Pivot Tables Post Course Reference

The document provides a comprehensive guide on Excel Pivot Tables, detailing their anatomy, preparation of source data, and methods for creating calculated columns and conditional formatting. It also covers techniques for grouping data, consolidating datasets, and automating tasks using macros. Key tips for refreshing Pivot Tables and creating dynamic reports are included to enhance data analysis efficiency.

Uploaded by

goutam.kumar12217
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 8

Excel Pivot Tables

Anatomy of a Pivot Table


The Pivot Table below contains 4 elements of a basic Pivot structure: Rows,
Columns, Values and Filter.
Column Labels
These are the categories
Filter
that will be displayed across
This allows you to
the top of the table. Each
include or exclude
unique item in the column
specific data from the
field will create a new
Pivot Table
column

Row Labels Values


These are the categories These are the data points
you want to analyze. Each you want to summarize. You
unique item in the row field can perform various
will be listed down the left calculations like sum,
side of the table average, count, etc., on
these values
Excel Pivot Tables
Preparing source data for Pivot Table creation
- DOs and DON’Ts

Use Column
Structure with a
text field in
every header

No blank rows
Preparing
No merged cells or columns to
data for
in source data ensure all
Pivot
headers source data is
conversion included

Data Type for


each header
column is
consistently
formatted
Excel Pivot Tables
Merged cells
1. Unmerge cells (see right)
2. Select column with unmerged cells
3. Go to HOME > FIND & SELECT > GO TO
SPECIAL. Tick Blanks
4. Type = and press up arrow to create link
5. Press Ctrl ENTER to populate other blank
cells
6. Now create Pivot Table

Blank Rows and Columns


1. Select blank column and delete (see left)
2. Select all affected columns
3. Go to HOME > FIND & SELECT > GO TO
SPECIAL. Tick Blanks
4. Right click selection and DELETE > ENTIRE
ROW

Filling in blanks in a Pivot Table


1. To populate blanks in a Pivot, right click and
go to PIVOT TABLE OPTIONS
2. Select the LAYOUT & FORMAT tab
3. Under the FORMAT section enter ‘0’ in the
‘For empty cells show’ box

Refreshing Pivot Tables (TOP TIPS)


1. Make your source data into a Table (Ctrl T) so any changes or additions to the source will be
updated when refreshing the Pivot (Alt F5)
2. To set up automatic refresh, right click on Pivot > PIVOT TABLE OPTIONS > DATA > tick REFRESH
DATA WHEN OPENING THE FILE. Now save, close and re-open to refresh
Excel Pivot Tables
CALCULATED COLUMNS
Pivot Tables allow you to create extra information in the form of calculated
columns. Method 1 shows a summary Pivot with 3 calculated columns based on
original ‘Quantity’ data (see below)

METHOD 1
1. Create a Pivot based on a breakdown of Quantity by Salesperson
2. Drag the Quantity field into the ‘Values’ box (again)
3. Right click on the 2nd Quantity field and go to SHOW VALUES AS > % OF
GRAND TOTAL
4. Create 2 more Quantity field columns and apply % DIFFERENCE FROM and
RUNNING TOTAL to each of the columns (see above

METHOD 2
1. In Pivot go to PIVOT TABLE ANALYSE > FIELDS, ITEMS & SETS > CALCULATED
FIELD
2. Enter 'Extended Price' in the Name field
3. Enter Quantity*Unit Price in the Formula field and click OK
Excel Pivot Tables
CONDITIONAL FORMATTING
Set Conditional Formatting rules on Pivot Tables to change colour dynamically

1. Select all ‘value’ cells (e.g. Extended Price) with the down arrow (see
above)
2. Go to CONDITIONAL FORMATTING > NEW RULE > ALL CELLS
SHOWING “Sum of Extended Price” values for “” > FORMAT ONLY
CELLS THAT CONTAIN
3. Set 1st rule: ‘Greater than 35,000 then Format colour to Green
4. Repeat step 2 then set 2nd rule: ‘Between 20,000 and 35,000’ then
Format colour to Yellow
5. Repeat step 2 then set 3rd rule: ‘Between 0 and 19,999’ then Format
colour to Red
6. Now change data source, refresh Pivot and see the colours change
dynamically (see below)
Excel Pivot Tables
Creating Bins and Grouping Dates
Bins are used to group numeric data into intervals, making it easier to analyze
and visualize the distribution of data. This is particularly useful for creating
histograms or summarizing data in a more meaningful way.

Creating Bins
1. Drag the numeric field you want to group into the Rows or Columns area.
2. Right-click on any value in the numeric field within the Pivot Table.
3. Select Group from the context menu.
4. In the Grouping dialog box, specify the Starting at, Ending at, and By values to
define the bin intervals.
5. Click OK.

Grouping Dates
1. Drag Order Date to Columns and with any date selected go to UNGROUP
2. Select GROUP FIELD and choose YEARS and MONTHS
3. Drag ‘ Months’ from Columns to Rows
4. Drag ‘Sales’ to VALUES
Excel Pivot Tables
Consolidating separate datasets
to create summary reports:

1. Use a LOOKUP function to match ID no. from Fact table to Lookup


2. Populate Salespersons’ names in Fact Table
3. Create Pivot Table to summarise Salespersons’ Total Sales

New way: Create DATA MODEL as an alternative

1. Go to POWER PIVOT > MANAGE


2. ‘Get Data’ to import Excel tables into Power Pivot
3. Create Relationships in DIAGRAM VIEW
4. Output data model to a Pivot Table
Excel Pivot Tables

CREATING PIVOTS USING MACROS EXAMPLES OF MACRO BUTTONS


1. Go to the “Developer” tab. If you don’t
see the Developer tab, you can enable it
by going to File > Options > Customize
Ribbon and checking the Developer
option.
2. Click on “Record Macro” in the Developer
tab.
3. Name your macro and choose where to
store it (This Workbook is usually a good
choice). You can also assign a shortcut
key if you like.
4. Click “OK” to start recording.
5. Select the Pivot Table you want to clear.
6. Go to the “PivotTable Analyze” tab (or
“Options” in older versions of Excel).
7. Click on “Clear” and then select “Clear Continue your learning using our
All”.
Learning and Development blogs:
8. Stop recording the macro by going back
to the Developer tab and clicking “Stop What is a pivot table?
Recording”. Pull Data, Not Teeth - The PivotTable
Now, you have a macro that clears your Edition
Pivot Table. You can run this macro anytime Unleash the Power of Your Data: A Look at
by going to the Developer tab, clicking Excel Power Pivot
on “Macros”, selecting your macro, and
clicking “Run”.

Ask questions on our


CREATING MACRO BUTTONS
1. Go to INSERT > SHAPE > RECTANGLE
post course learning
2. Click and drag on the worksheet to draw
support forum
the button. Log in using your email
3. Right click on the shape and select and your post course
Assign Macro
email when you
4. Select the macro you recorded and
click OK completed the feedback

You might also like

pFad - Phonifier reborn

Pfad - The Proxy pFad of © 2024 Garber Painting. All rights reserved.

Note: This service is not intended for secure transactions such as banking, social media, email, or purchasing. Use at your own risk. We assume no liability whatsoever for broken pages.


Alternative Proxies:

Alternative Proxy

pFad Proxy

pFad v3 Proxy

pFad v4 Proxy