Excel 2013 - Using Pivot Tables

Overview

Creating a Data Source in Excel

A PivotTable report is an interactive table that allows you

to quickly group and summarise information from a data
source. You can rearrange (or pivot) the table to display
different perspectives and you can display the details for
specific areas of interest.

The data to be used in a PivotTable or PivotChart must be

set up in a list format and the following rules must be
adhered to:

Each column is a field of data. Each field should only

contain one piece of information (e.g. a date, not a date
and contract duration.) There must be a clear column
heading to describe each column of information.

The column headings must all be on just one row, and

each heading should be unique.

The column headings should be formatted differently

from the data (e.g. make them bold)

The column headings must either be row 1 or have an

empty row above it.

Each row is a record of data, with data in at least one

of the data columns. The records must be on individual
rows, immediately under the headings.

From this.

.to this

The information must form a solid block and cannot

contain any intervening blank rows or columns.

A column may be empty of data, provided that it has a

heading.

TIP If using an Excel table or range, Excel will automatically pick

up the range to be analysed as long as your data is in a recognised
list format (see, Creating a data source in Excel earlier in this
guide). This can be adjusted manually, if required.
5. Select where you want the PivotTable placed, viz. a
new worksheet or, the existing worksheet. If
selecting the existing worksheet, you must also specify
the cell into you want the top left-hand corner of the
PivotTable to be placed.
6.

Click OK.

7.

The area for the PivotTable will then be displayed on

the sheet, together with the PivotTable Fields List
and the PivotTable Tools made available at the right
of the ribbon tabs.

8.

Fields can then be dragged from the Choose fields

box to the areas in the bottom half of the PivotTable
Fields box, to the Filters, Columns, Rows and Values
boxes at the bottom of the PivotTable Fields List.

Creating a PivotTable
1.

Select any cell within the range of data.

2.

Select the Insert tab.

3.

Click the PivotTable button

group of the ribbon.

4.

Select the data type to be analysed, viz. a table or

range or, an external data source.

in the Tables

Excel 2013 - Using Pivot Tables

Use the Rows and Columns areas to summarize the data
into groups. You can use both areas, if desired.
Use the Values area to create summary calculations at the
intersection of each row and/or column. By default, the
value area will sum numeric data or count text data. These
can, if desired, be changed later.
Use the Filters area to filter data by selecting a value from
a drop-down list.
As you add fields to these boxes, Excel will construct the
Pivot table by grouping data in the Row Labels field(s) into
the Row area, the Column Labels field(s) in the Column
area. Fields placed in the Value box will be added to the
Data area and fields added to the Filters box will appear in
the area above the pivot table.
In the example below, Full Name has been placed in the
Rows box, Type in the Columns box, Amount in the Value
box and Region in the Filters box.

7.

Will subdivide Regions into each Salesperson.

Add to Value
Add to Filters
Using multiple fields
1.

Additional fields can be added to the Filters,

Columns, Rows and Value areas.

2.

Click onto the PivotTable that you want to add fields

to. This will activate the PivotTable Field List and the
PivotTable Tools.

3.

Drag and drop your chosen fields from the Choose

fields to add to report: list into the approprate
box(es) at the bottom of the PivotTable Fields List.

4.

Look out for the blue/green line as as you click and

drag the field over the boxes. The position of this line
will affect how the data is displayed on the PivotTable.
For example:

Moving a field
1.

If you add more than one data field into an area, you
can arrange the fields in the order that you want.

2.

At the bottom of the PivotTable Fields List, click

the drop-down arrow at the right of the field that you
want to move

3.

Select
the appropriate Move (Up; Down; to
Beginning; to End etc.) command.

OR
4.
5.

Will subdivide each Salesperson group into Types.

Click and drag the field header from one box to

another. For example, you could drag a field from the
Columns box to the Rows box, or drag one field
name above another if the area contains more than one
field.

Removing a field
TIP: Alternatively, items can be ticked in the Choose fields to add
to report: list in the PivotTable Field list directly onto the
PivotTable into the Drop Page Fields Here, Drop Column Fields
Here, Drop Row Fields Here and Drop Data Items Here areas.
If you decide to drag fields directly into the PivotTable
areas, look out for the following symbols on the mouse
pointer:

6.

1.

Click and drag the field header out of the PivotTable

fields box. The following symbol next to the mouse
pointer will indicate that it is in the right position for
the field to be removed
.

2.

OR:

3.

At the bottom of the PivotTable Field List, click the

drop-down arrow at the right of the field that you want
to remove.

4.

Select Remove Field.

Whereas:

Add to Row
Add to Column

Excel 2013 - Using Pivot Tables

Organising PivotTable Data

Pivot table Options

Filtering

Additional options for fine-tuning and setting preferences

for how your PivotTable works can be found by:

When a PivotTable has been

created, items can be hidden
from the Row or Column
areas by clicking the drop
down arrow at the end of the
heading and unchecking items
to be hidden or shown.
Remember to click OK.

The Page area may be used in a

similar way but selecting an entry
from the list will filter out all data
not meeting this criteria when you
click OK.

Viewing underlying records

1.

Clicking the Analyze tab of the PivotTable Tools on

the Ribbon.

2.

Clicking the Options button in the PivotTable group.

3.

Two of the most useful of these are:

4.

Totals & Filters tab - Show grand totals for rows (or
column). This allow you to decide whether each row
or column of data has a total at the right (for rows) or
at the bottom (for columns).

5.

Double clicking a value in the Data area, will give you a

breakdown of the figures used to make up the value on a
separate sheet.
Sorting
By default, data will be shown in ascending order for
numbers or A-Z for text. If you amend or add new data
you may wish to re-sort data or adjust the sort order.
1.

Click the drop-down arrow at the right of the field

header that you want to sort on.

2.

Click Sort A to Z, Sort Z to A or More Sort

Options

Data tab - Refresh data when opening the file. This will
automatically refresh its view of the data when you
open the workbook. Please note that this will not
automatically extend the data range to new data (see
Adding data to your PivotTable, later in this guide).

Modifying the Value Fields Calculations

By default, in the Value area, numeric values are summed
and text values are counted. The get the PivotTable to
carry out a different calculation on the data:
1.

At the bottom of the PivotTable Fields List, click

the down-arrow at the right of the value field button.

2.

Select Value Field Setting.

3.

From the Summarize values by: list select the type

of calculation required

4.

Click OK.

5.

OR

6.

Right-click one of the values and select Summerize

Data By

Multiple Data fields

You can add a field more than once to the Data area and
set the first instance to sum and the second to count so as
to show the total value and the number of instances
1.

In the PivotTable Fields List, add the field for the

second calculation to the Value area.

2.

Click the down-arrow at the right of the value field

button
.

3.

Select Value Field Setting.

4.

From the Summarize values by: list select the type

of calculation required

5.

Click OK.

NB: The field summary heading will change e.g. from Sum of
<,field name> to Count of <field name>.

Excel 2013 - Using Pivot Tables

Adding Data to your PivotTable

Formatting a Pivot Table

When you amend any of the data within the range of data
currently being used to generate the PivotTable or Chart
you must refresh the PivotTable. If you add extra data to
the range you will need to adjust the PivotTables data
range.

A PivotTable can be formatted like any other spreadsheet. If

you format cells, then check that the Pivot Table option
Preserve cell formatting on update is turned on.

Refreshing data
1.

Select any cell on the PivotTable.

2.

Click the Options tab in the PivotTable Tools

section of the Ribbon.

3.

Click the Refresh button in the Data group.

NB: The button has a drop-down arrow from which you can
select Refresh All. This will refresh ALL PivotTables in the
workbook which are based on the same source data as the
selected one.
4. The PivotTable(s) will be re-drawn to show the
amended data

1.

Select any cell on the PivotTable

2.

Click the Options tab in the PivotTable Tools

section of the Ribbon.

3.

Click Change Data Source in the Data group.

1.

Select a cell on the PivotTable

2.

Select the Design tab in the PivotTable Tools

section of the ribbon.

3.

Click a button in the PivotTable Styles group of the

ribbon.

Tip: Moving the mouse pointer over the styles will preview the
style on the PivotTable. The style, however, is only applied
when the button is clicked.
4. Fine-tune a style by checking and/or unchecking the tick
boxes in the PivotTable Style Options group of the
ribbon.

Tip: To reset the PivotTable style to the default, select the None
style in the top left of the PivotTable styles button.

Pivot Charts
A Pivot Chart is an interactive graphical representation of
the data in a Pivot able.
You can rearrange the layout, select a different type of
chart, and add or remove data.
Creating a PivotChart from scratch

4.

Type or re-select the data range upon which to base

the amended Pivot Table.

5.

Click OK.

Click the PivotChart button in the Charts group

4.

Select the data type to be analysed, viz. a table or

range or, an external data source.

AutoFormatting a PivotTable

Adding data
When you created the Pivot Table you specified a range of
data to be plotted. If you add new data at the end of your
list, you will need to adjust the PivotTables data range.
Merely using the Refresh button does not do this!

3.

1.

Select any cell within the range of data.

2.

Select the Insert tab.

TIP If using an Excel table or range, Excel will automatically

pick up the range to be analysed as long as your data is in a
recognised list format (see, Creating a data source in Excel
earlier in this guide). This can be adjusted manually, if
required.
1. Select where you want the PivotChart placed, viz. a
new worksheet or, the existing worksheet. If
selecting the existing worksheet, you must also specify
the cell into you want the top left-hand corner of the
PivotChart to be placed.
2.

Click OK.

3.

The area for the PivotChart will then be displayed on

the sheet, together with the PivotTable Field List, a
PivotChart Filter Pane and a PivotChart Tools
section at the right of the ribbon tabs.

NB: As well as the new PivotChart a new PivotTable will have

been created, the two are permanently linked
1. Fields can then be dragged from the Choose fields to
add to report: list in the PivotTable Field list, to
the Filters, Legend (Series), Axis(Categories), and Values
boxes at the bottom of the PivotTable Field List.
Use the Axis Fields area to specify what the PivotChart
groups and displays along the horizontal (x) axis.

Excel 2013 - Using Pivot Tables

Use the Legend (Series) area to specify what the
PivotChart groups and displays as columns for each
category in the Axis field.
Use the Values area to specify what the PivotChart uses to
determine the height of each column against the vertical (y)
axis. By default, the value area will sum numeric data or
count text data. This can, if desired, be changed later.

Filteringand/or Sorting Values Within the Chart.

Whereas arranging the axis fields thus:

Filter buttons will be available from within the chart area

1.

Click the down-arrow for the part of the PivotChart

that you want to filter or sort.

Will produce the following:

Use the Filter to filter data by selecting a value from the

drop-down list which subsequently appears in the top-left
of the chart
In the example below, Full Name has been placed in the
Axis Fields box, Region in the Legend box, Amount in the
Value box and Type in the Report Filter box.
2.

Select your preferences.

3.

If hiding or un-hiding items, remember to click OK.

Multiple fields

Creating a Pivot Chart from an existing PivotTable

1.

Click any cell on the PivotTable

2.

Select the Analyze tab in the PivotTable Tools

section of the ribbon.

3.

Click the PivotChart button in the Tools group of

the ribbon

As with a PivotTable, you can place multiple fields in any

PivotChart area. As you drag the field over the different
areas at the bottom of the PivotTable Field List, look out
for the blue bar to indicate where the field will go because
this will affect the final result. For example, arranging the
Axis fields as follows:

Select the type of chart that you want to create.

5.

Click OK.

6.

Any change made to the PivotTable will be reflected in

the PivotChart and vice versa

Once you have created your PivotChart you may wish to

carry out changes to its structure and layout.
Use for this purpose, the Analyze, Design and/or
Format tabs in the PivotChart Tools section of the
ribbon. For further information on how to use these tools,
refer to the Charting in Excel 2013 Quick Reference Guide.

Will result in the following PivotChart:

.
4.

Formatting the PivotChart

Refreshing a PivotChart
1.

Click on the PivotChart.

2.

Click the Refresh button in the Data group of the

PivotTable Tools section of the ribbon.

Tip: If the PivotChart has been created from an existing

PivotTable, the PivotChart will automatically refresh whenever the
PivotTable upon which it is based is refreshed.