Pivot Tables: Step by Step Gail Jones-Nemeth Toledo, Ohio CSSL1 0
Pivot Tables: Step by Step
Gail Jones-NemethToledo, Ohio
CSSL10
Agenda
Starting a new Pivot Table or chart from data extracted into Excel QueryPivot Tables
Laying out rows, columns, valuesCosmetics – make it pretty!Filtering, totaling, subtotaling, sorting, groupingDrill Down: Expanding and collapsing
Pivot ChartsData setupTime series chart
About the Presenter
Solomon consultant for 15 years, beginning in 1985; Betco CIO 2000-2010Betco is regional manufacturer and distributor of floor finishes, skin care products, and cleaning chemicals and equipment for the Jan/San and institutional/educational marketsDeeply implemented Dynamics-SL site
Excel Query Tips
Create read-only access user group with specific read-only rights only to tables that need to be queriedUse SQL authentication to assign rightsCreate separate database with predefined, read-only views to shorten list of tablesKeep your spreadsheets small
Skip straight from extract to Pivot Table reportDon’t save data in the Pivot Table!
Pulling Data from Queries
First way: From data in same spreadsheetInsert/Pivot table/Pivot Table/Select Table or Range
Pulling Data from Queries
Second Way: Directly from QueryData/Get External Data/From Other Sources/From Microsoft Query
Pulling Data from Queries
Create your Query as before When returning from Query, choose “Pivot Table”
Now You’re Ready to Pivot!
Pivot Basics Rows, columns, and values
Just click or drag a field
“Click” defaults to rowsDrag to columns (especially time)Numbers default to “Summary Values”
Pivot BasicsRow and column headings
Right click on field and choose “Field Settings”Update the Field Name
Or Edit the Field Name on Formula Bar
Pivot BasicsValues Formatting
Right click on the menu and choose “Number Format”
Pivot TablesMenuing
Dialog boxes from prior version are reached from the right-click menu
Field Settings – attributes of each fieldField List – applies to placing fields on tablePivot Table Options – settings apply to entire pivot table
Generally, most often used features also have been moved to the
right-click menuFormat cellsFormat numbersSubtotalGroupCollapse
Pivot TablesMenuing
Most functions now appear on the Pivot Table “Options” menu
Pivot TablesFilters
For a field not in the row or columnDrag unused field to “Filter” box to exclude data
Drag field to the filterClick “All” from pull downSelect multiple itemsSelect/Deselect specific data elements
Pivot TablesFilters
For a field that is already selected on the Pivot Table, use the pull down menu on the Pivot Table row or column heading to Select or Deselect
Pivot TablesGrand totals
Right click anywhere in Pivot Table to get to menuSelect “Pivot Table Options”
Pivot TablesGrand totals
Select/Deselect check box for rows and columns
Pivot TablesSetting column width to stick
Also from “Pivot Table Options”
Uncheck “Autofit column widths on update”Set column widths as you like
Pivot TablesKeep the file small
Also from “Pivot Table Options”
Uncheck “Save source Data with file”
User will not be able to change the data unless they can refresh the view
Pivot Table OptionsEnabling drill-down
Also from “Pivot Table Options”
Be sure to set “Classic Pivot Table” On so that collapsing works better
Pivot TablesSubtotaling
Add multiple fields to the row, especially ones that are 1-1 (e.g., ClassID and Class Descr)Right click on first field to remove subtotal from (in this case – ClassID)Toggle “Subtotal” from the menu
Pivot TablesSubtotaling
Which now removes the subtotals at the ClassID level
Pivot TablesCollapse
To create drill down, collapse each levelRight click on column to Collapse, and choose “Collapse Entire Field”
Pivot TablesCollapse
Which looks like thisNote the “+” sign beside the buyer elements
Pivot TablesExpand/Collapse
The field can now be expanded by clicking on the “+” sign to expand or “-” sign to collapse
Pivot TablesSorting
Right click on field to sort on (in this case, “Buyer”)Select Sort/More Sort OptionsChange to Descending by Total Cost
Pivot TablesSorting
Which brings us to thisNote: Sort is by “Grand Total” of rowMust sort each subgroup
Pivot TablesGrouping
Start by highlighting the top four itemsRight click, then select “Group” from the menu
Pivot TablesGrouping
Repeat for the bottom three itemsResort by Group and collapse second group This brings us to Note: You can rename the group from the formula bar
Pivot TablesDesign
From the top menu, select Design/Pivot Table Style Options
Check “Banded Rows” or “Banded Columns”
Select Pivot Table Style
Pivot TablesDesign
Which brings us to this
Pivot TablesCreating a formula field
Select Options/Formulas/Calculated Field
Pivot TablesCreating a formula field
Type in field name (e.g., “Rounded Cost”)Use “Insert Field” button to copy field name to formula lineEnter formula (e.g., TotCost/1000)
Pivot Tables Adding second values field
If “NewField” automatically added to the pivot table below the original field (“stacked”, like this)
Pivot TablesSide by side values
To get the summary fields to be side by side, uncheck “NewField” on the “Field List”, then recheck “NewField”Note that now the “Values” option shows in the Column Labels
Pivot TablesSide by side values
Now the table looks like this
Pivot ChartsData sources
Pivot Charts can be sourced fromExisting data in a refreshable data extract from another Pivot Table directly from a query
To start from a Pivot Table, use Insert/Pivot Table/Pivot ChartOptions/Tools/Pivot Chart
Pivot ChartsData sources
Or start from a new query, and when returning data:
Select “Pivot Chart and Pivot Table Report” option
Pivot ChartsData layout
Pivot ChartsData layout
For time series, time period is in the Row (e.g., Fiscal Year)On stacked bar, slices are the Columns (e.g., CpnyID)
Pivot ChartsMenus
Once focus is on a Pivot Chart, new menu items appear
Pivot ChartsFormatting values on legend
Before formatting the pivot table, legend looks like this
Pivot ChartsFormatting values on legend
After formatting the pivot table value, legend looks like thisNote that company is side by side in chart
Pivot ChartsChanging Chart Type
Click inside the Pivot Chart, then choose Design/Change Chart Type
Click on format desired
Pivot ChartsChanging Chart Type
The pivot chart now looks like thisCompany is stacked
Pivot ChartsLayout options
Add Chart TitlesPut focus on the chart, then use Layout/Chart Title
Pivot ChartsLayout options
Add Axis TitlesPut focus on the chart, then use Layout/Axis Title
Pivot ChartsLayout options
Looks pretty good!
Pivot ChartsDesign
Use Quick Layout and Quick Styles to enhance chartExample starts at Design/Quick Layout
Pivot ChartsPivot chart filter pane
Giving us a final answer like this
Questions?
Thank You!Contact me at [email protected]