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Using PivotTables to answer questions

Let's say we wanted to answer the question: What is the amount sold by
each salesperson? for the sales data in the example below. Answering
this question could be time consuming and difficult—each salesperson
appears on multiple rows, and we would need to total all of their different
orders individually. We could use the Subtotal command to help find the
total for each salesperson, but we would still have a lot of data to work with.

Fortunately, a PivotTable can instantly calculate and summarize the data

in a way that's both easy to read and manipulate. When we're done, the
PivotTable will look something like this:
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Once you've created a PivotTable, you can use it to answer different

questions by rearranging—or pivoting—the data. For example, if we
wanted to answer the question: What is the total amount sold in each
month? we could modify our PivotTable to look like this:
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To create a PivotTable:
1. Select the table or cells (including column headers) containing the
data you want to use.

2. From the Insert tab, click the PivotTable command.

3. The Create PivotTable dialog box will appear. Choose your settings,
then click OK. In our example, we'll use Table1 as our source data
and place the PivotTable on a new worksheet.
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4. A blank PivotTable and Field List will appear on a new worksheet.

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5. Once you create a PivotTable, you'll need to decide which fields to

add. Each field is simply a column header from the source data. In
the PivotTable Field List, check the box for each field you want to
add. In our example, we want to know the total amount sold by each
salesperson, so we'll check the Salesperson and Order Amount
fields.
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6. The selected fields will be added to one of the four areas below the
Field List. In our example, the Salesperson field has been added to
the Rows area, while the Order Amount has been added to the
Values area. Alternatively, you can click, hold, and drag a field to the
desired area.
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7. The PivotTable will calculate and summarize the selected fields. In

our example, the PivotTable shows the amount sold by each
salesperson.

Just like with normal spreadsheet data, you can sort the data in a
PivotTable using the Sort & Filter command in the Home tab. You can
also apply any type of number formatting you want. For example, you
may want to change the Number Format to Currency. However, be
aware that some types of formatting may disappear when you modify
the PivotTable.
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If you change any of the data in your source worksheet, the PivotTable
will not update automatically. To manually update it, select the
PivotTable and then go to Analyze Refresh.

Pivoting data
One of the best things about PivotTables is that they can quickly pivot—or
reorganize—data, allowing you to look at your worksheet data in different
ways. Pivoting data can help you answer different questions and even
experiment with the data to discover new trends and patterns.

In our example, we used the PivotTable to answer the question: What is

the total amount sold by each salesperson? But now we'd like to answer
a new question: What is the total amount sold in each month? We can
do this by simply changing the field in the Rows area.

To change the row:

1. Click, hold, and drag any existing fields out of the Rows area. The
field will disappear.
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2. Drag a new field from the Field List into the Rows area. In our
example, we'll use the Month field.
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3. The PivotTable will adjust—or pivot—to show the new data. In our example, it now shows the total
order amount for each month.
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To add columns:
So far, our PivotTable has only shown one column of data at a time. In order to show multiple columns,
you'll need to add a field to the Columns area.

1. Drag a field from the Field List into the Columns area. In our example, we'll use the Region field.
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2. The PivotTable will include multiple columns. In our example, there is now a column for each region.
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Filters
Sometimes you may want focus on just a certain section of your data. Filters can be used to narrow down
the data in your PivotTable, allowing you to view only the information you need.

To add a filter:
In our example, we'll filter out certain salespeople to determine how they affect the total sales.

1. Drag a field from the Field List to the Filters area. In this example, we'll use the Salesperson field.
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2. The filter will appear above the PivotTable. Click the drop-down arrow, then check the box next to
Select Multiple Items.
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3. Uncheck the box for any items you don't want to include in the PivotTable. In our example, we'll
uncheck the boxes for a few different salespeople, then click OK.
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4. The PivotTable will adjust to reflect the changes.

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Slicers
Slicers make filtering data in PivotTables even easier. Slicers are basically just filters, but they're easier
and faster to use, allowing you to instantly pivot your data. If you frequently filter your PivotTables, you may
want to consider using slicers instead of filters.

To add a slicer:
1. Select any cell in the PivotTable.
2. From the Analyze tab, click the Insert Slicer command.
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3. A dialog box will appear. Select the desired field. In our example, we'll select Salesperson, then
click OK.

4. The slicer will appear next to the PivotTable. Each selected item will be highlighted in blue. In the
example below, the slicer contains a list of all salespeople, and six of them are currently selected.
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5. Just like filters, only selected items are used in the PivotTable. When you select or deselect items,
the PivotTable will instantly reflect the changes. Try selecting different items to see how they affect
the PivotTable. Press and hold the Ctrl key on your keyboard to select multiple items from a slicer.

You can also click the Filter icon in the top-right corner to select all items from the slicer at once.

PivotCharts
PivotCharts are like regular charts, except they display data from a PivotTable. Just like regular charts,
you'll be able to select a chart type, layout, and style that will best represent the data.
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To create a PivotChart:
In this example, our PivotTable is showing each person's total sales per month. We'll use a PivotChart so
we can see the information more clearly.

1. Select any cell in your PivotTable.

2. From the Insert tab, click the PivotChart command.

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3. The Insert Chart dialog box will appear. Select the desired chart type and layout, then click OK.
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4. The PivotChart will appear.

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5.
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Try using slicers or filters to change the data that is displayed. The PivotChart will automatically adjust
to show the new data.