UNIT- 02

EXCEL PIVOT TABLES

ASSIGNMENT -01

PRESENTED BY: AMICHAND BHUTRA

2446008
UNDERSTANDING
EXCEL PIVOT TABLES
Pivot tables are a powerful Excel tool for summarizing, analyzing, and reorganizing data by allowing you to transform columns into rows
and rows into columns, enabling you to view data from different perspectives.
Here's a more detailed explanation:
• Purpose:
Pivot tables are designed for analyzing large datasets by allowing you to quickly summarize, sort, and reorganize data.
• How they work:
You essentially drag and drop fields (columns) into different areas of the PivotTable: Filters, Columns, Rows, and Values.
– Filters: Used to filter the data based on specific criteria.
– Columns: Used to group data horizontally.
– Rows: Used to group data vertically.
– Values: Used to aggregate the data (e.g., sum, count, average).
• Benefits:
– Simplicity: Pivot tables are easy to use, relying on a drag-and-drop interface rather than complex formulas.
– Flexibility: You can quickly change the layout and summarization methods to explore your data from different angles.
– Powerful Analysis: Pivot tables allow you to perform calculations, create subtotals, and generate reports efficiently.
 PIVOT CHART IN EXCEL
To create a pivot table in Excel, you can select cells in a table or range
of data, then go to Insert > PivotTable. You can also use the
Recommended PivotTable option.
Steps :
• Select a cell in the data you want to use
• Go to Insert > PivotTable
• Choose where you want the pivot table to appear
• Select the fields you want to use in the pivot table
•Drag fields to new areas to arrange them
Tips:
Before creating a pivot table, check that your data doesn't have missing
values, subtotals, or inconsistent column names You can use pivot tables
to analyze data, identify patterns and trends, and create reports and
Dashboards.
You can create a pivot chart from a pivot table

Examples of pivot table uses: Tracking employee vacations, Building a budget,

Tracking marketing campaign performance, and Creating sales reports for
customers.
 MODIFYING A PIVOT TABLE
To modify a PivotTable in Excel, you can change its data source, rearrange fields, modify calculations, and adjust the layout and format using the
PivotTable Tools on the ribbon, or by using the Field List pane.
Here's a breakdown of how to modify a PivotTable:
1. Changing the Data Source:
• Select the PivotTable: Click anywhere within the PivotTable to activate it.
• Go to Analyze Tab: The PivotTable Tools will appear on the ribbon, including the Analyze and Design tabs.
• Click Change Data Source: On the Analyze tab, in the Data group, click "Change Data Source".
• Select a Table or Range: In the "Change PivotTable Data Source" dialog box, choose "Select a table or range" and enter the new table or cell ra
where your data resides.
Use an External Data Source (Optional): If your data is from an external source (like a database), select "Use an external data source" and choose t
connection.
2. Rearranging Fields:
• Use the Field List Pane:
• Click anywhere in the PivotTable to display the PivotTable Tools, then click the "Field List" button on the Analyze tab, in the Show group.
• Drag and Drop:
• Drag fields from the Field List into the Row, Column, or Value areas to change the layout.
• Remove Fields:
• Click and drag a field out of the layout area to remove it from the PivotTable.
 MODIFYING A PIVOT TABLE
3. Modifying Calculations:

• Value Field Settings:

• Right-click a cell in the Value area and choose "Value Field Settings".
• Change Calculation:
• In the Value Field Settings dialog box, change the calculation type (e.g., Sum, Average, Count, etc.).
• Add Calculated Fields:
• On the Analyze tab, in the Calculations group, click "Fields, Items, & Sets," then select "Calculated Field".
• Edit Calculated Field Formulas:
In the "Calculated Field" dialog box, edit the formula for the calculated field.
4. Adjusting Layout and Format:

• Design Tab: Click anywhere in the PivotTable to activate it, then go to the Design tab.
• PivotTable Styles: Choose a style from the PivotTable Styles gallery.
• Banded Rows/Columns: Enable or disable banded rows or columns for better readability.
• Subtotals and Grand Totals: Control the display of subtotals and grand totals.
• Report Layout: Change the layout to Compact, Outline, or Tabular form.
• Empty Cells: In the PivotTable Options dialog box (Analyze tab, Options), change how empty cells are displayed.
• Error Values: In the PivotTable Options dialog box (Analyze tab, Options), change how error values are displayed.
 GROUPING OF PIVOT TABLE
Steps:

1. Select the Field:

• In the PivotTable, click on any cell within the "Sales Region" field that you want to
group.
2. Open the Grouping Dialog Box:
• Right-click on the selected cell.
• Select "Group" from the context menu.
3. Configure Grouping:
• The "Grouping" dialog box will appear.
• Starting at: Enter the value or date you want the first group to start with.
• Ending at: Enter the value or date you want the last group to end with.
• By: Select the interval for each group (e.g., days, months, years, or a custom
interval).
• Number of Days/Months/Years: Specify the number of days, months, or years for
each group, depending on the interval you selected.
• Click OK .
1. Rename the Group (Optional):
• Select the newly created group.
• Go to the "Analyze" tab in the PivotTable Tools ribbon.
• Click "Field Settings".
• Change the "Custom Name" to something more descriptive.
• Click "OK".
 FORMATTING OF PIVOT TABLE
To format a PivotTable in Excel, you can apply styles, change layouts, adjust number formats, and use conditional
formatting. Here's a breakdown with examples:

1. Applying PivotTable Styles:

• Select the PivotTable: Click anywhere within the PivotTable.

• Go to the Design Tab: Click on the "Design" tab in the PivotTable Tools ribbon.
• Choose a Style: In the PivotTable Styles group, click the "More" button to see all available styles. Select a style you like.
• Create a Custom Style: If you don't find a suitable style, click "New PivotTable Style" to create your own.
• Customize: Modify the style's formatting options (e.g., colors, borders, fonts).
2. Changing PivotTable Layout:

• Select the PivotTable: Click anywhere within the PivotTable.

• Go to the Design Tab: Click on the "Design" tab in the PivotTable Tools ribbon.
• Choose Report Layout: In the "Layout" group, click on "Report Layout".
• Select Layout: Choose between "Compact Form," "Outline Form," or "Tabular Form".
• Repeat Item Labels: In the "Report Layout" group, you can choose to "Repeat Item Labels".
• Show Subtotals: In the "Subtotals" group, you can choose to "Show Subtotals at the Top" or "Show Subtotals at the
Bottom".
• Grand Totals: In the "Grand Totals" group, you can choose to "Turn on Grand Totals" or "Turn off Grand Totals".
FORMATTING 3. Formatting Values:

• Select the Value Field: Click on the value field in the

OF PIVOT PivotTable.
• Go to the PivotTable Analyze Tab: Click on the "PivotTable

TABLE Analyze" tab in the PivotTable Tools ribbon.

• Go to Field Settings: In the "Active Field" group, click on
"Field Settings".
• Select Number Format: In the "Field Settings" dialog box,
click on "Number Format".
• Choose Format: In the "Format Cells" dialog box, select the
desired number format (e.g., currency, percentage, date).
• Customize: Adjust options like decimal places, currency
symbol, and more.

4. Using Conditional Formatting:

• Select the PivotTable: Click anywhere within the PivotTable.

• Go to the Home Tab: Click on the "Home" tab in the ribbon.
• Choose Conditional Formatting: In the "Styles" group,
click on the "Conditional Formatting" dropdown.
• Select a Rule: Choose a rule type (e.g., "Highlight
Cells Rules," "Top/Bottom Rules," "Data Bars").
• Customize: Customize the rule's criteria and
formatting options
 MODIFYING PIVOT TABLE CHART CALCULATIONS

1. Changing the Summary Function:

• Select the field:

• In the PivotTable, select the field in the Values area for which you want to change the summary
function.
• Access Field Settings:
• On the Analyze tab, in the Active Field group, click "Active Field" and then click "Field Settings".
• Select Calculation:
• In the Value Field Settings dialog box, select the desired calculation option (e.g., Sum, Count, Average,
Max, etc.).
• Click OK:
• The summarized data in the PivotTable changes to use the new calculation.
2. Creating Calculated Fields:

• Select the PivotTable: Click anywhere within the PivotTable.

• Access Calculated Field: On the Analyze tab, in the Calculations group, select "Fields, Items, & Sets" and then "Calculated Field".
• Name and Formula: In the Name box, enter a name for the calculated field, and in the Formula box, type the desired formula.
• Add and OK: Click "Add" to save the calculated field and then "OK".
MODIFYING PIVOT
TABLE CHART 3. Modifying Calculated Fields:

CALCULATIONS • Select the PivotTable: Click

anywhere within the PivotTable.
• Access Calculated Field: On the
Analyze tab, in the
Calculations group,
select "Fields, Items, & Sets" and
then "Calculated Field".
• Select Field: In the Name box,
select the calculated
field you want to modify.
• Edit Formula: In the Formula box,
edit the formula as needed.
• Modify and OK: Click "Modify" to
save the changes and then "OK".
 DRILLING DOWN INTO PIVOT TABLE

To drill down into a pivot table and see the underlying data, simply double-click a cell within the pivot table that contains a
summarized value. This action will create a new worksheet displaying the raw data that contributed to that specific cell's value

Identify the Cell:

• Locate the cell in the pivot table that you want to drill down into, meaning the cell that contains the summarized value
you want to see the details of.
• Double-Click: Double-click the cell.
New Worksheet:

• Excel will automatically create a new worksheet containing the raw data that makes up the value in the selected cell.
• Analyze the Data: You can now analyze the raw data in the new worksheet.
• Delete the Worksheet (Optional):
• Once you're finished with the analysis, you can delete the new worksheet as it is a copy of the data and not linked to the
pivot table.
 To create a pivot chart in Excel, you can select a cell in your data, then click the Insert tab

CREATING PIVOT Steps

and choose PivotChart.

•
CHARTS
Select a cell in your data
• Click the Insert tab
• In the Charts group, click PivotChart
• Choose where to insert the chart
• Select a chart
• Click OK
You can also create a pivot table and then create a chart from it.
Customizing a Pivot Chart
You can customize a pivot chart by changing the chart type, titles, legend placement, data
labels, and chart location. You can also change the style of the pivot table.
Creating a Pivot Table
To create a pivot table, you can:
• Select a cell in your data
• Click the Insert tab
• Click PivotTable
• Choose where to place the pivot table
• Click OK
 FILTERING PIVOT TABLE
To filter data in a PivotTable in Excel without using slicers, click the filter arrow (down arrow) in the header of the field you want to
filter, then select the items you want to show or hide in the filter list.
Here's a more detailed explanation:
1. Accessing the Filter:

• Locate the PivotTable: Select any cell within your PivotTable.

• Find the Filter Arrow: Look for the small down arrow icon (the filter icon) in the
header row of the field you want to filter.
• Click the Filter Arrow: Click the filter arrow to open the filter options for that field.
2. Applying the Filter:

• Uncheck "Select All": Uncheck the "(Select All)" box at the top of the filter list to deselect all items.
• Select Items to Show: Check the boxes next to the items you want to display in the PivotTable.
• Hide Items: To hide items, simply uncheck the boxes next to the items you want to exclude.
3. Clearing the Filter:

• Click the Filter Arrow Again: Click the filter arrow again to access the filter options.
• Clear Filter: Click on "Clear Filter From <Field Name>" to remove the filter from the selected field.
• Clear All Filters: To remove all filters at once, click the "PivotTable Analyze" tab, then click "Clear" and then "Clear Filters".
 FILTERING WITH SLICER TOOL
To filter data in a PivotTable in Excel without using slicers, click the filter arrow (down arrow) in the header of the field you want to
filter, then select the items you want to show or hide in the filter list.
Here's a more detailed explanation:
1. Accessing the Filter:

• Locate the PivotTable: Select any cell within your PivotTable.

• Find the Filter Arrow: Look for the small down arrow icon (the filter icon) in the
header row of the field you want to filter.
• Click the Filter Arrow: Click the filter arrow to open the filter options for that field.
2. Applying the Filter:

• Uncheck "Select All": Uncheck the "(Select All)" box at the top of the filter list to deselect all items.
• Select Items to Show: Check the boxes next to the items you want to display in the PivotTable.
• Hide Items: To hide items, simply uncheck the boxes next to the items you want to exclude.
3. Clearing the Filter:

• Click the Filter Arrow Again: Click the filter arrow again to access the filter options.
• Clear Filter: Click on "Clear Filter From <Field Name>" to remove the filter from the selected field.
• Clear All Filters: To remove all filters at once, click the "PivotTable Analyze" tab, then click "Clear" and then "Clear Filters".
THANK
YOU