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Microsoft Excel 2016:

Pivot Tables
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Microsoft® Excel 2016:
Pivot Tables

Technology
Training
Program
Copyright 2016. Orange County Library System. All rights reserved.
Foreword
At the Orange County Library System, we believe in offering the
best technology training to our patrons and to the community.

Our Technology Training Program is designed to meet your needs

and to help you achieve your goals through hands-on experience
using computers, software applications and other emerging
technologies. Our instructors are dedicated to delivering
exceptional training in various learning environments.

As part of our ongoing effort to improve services to our patrons

and the community, we ask you to please complete the survey at
the end of each class. The information we gather from the surveys
will enable us to deliver the type of training that best suits your
interests.

Class Objectives:
 Students will create PivotTables and PivotCharts.
 Students will manipulate and format data within a PivotTable.
 Students will analyze the data using advanced filtering tools.

Length:
Approximately 1 hour

Audience:
This is a basic adult level class for those who want to learn how
create and analyze data with PivotTables and PivotCharts.

Recommended Prerequisite:
Microsoft Excel 2016 Level 4

TEC0515
Table of Contents Notes

Introduction ..................................................................................................................... 1 
What is a PivotTable? ..................................................................................................... 1 
Why use a PivotTable? .................................................................................................... 1 
Data Sources .................................................................................................................... 2 
Creating a PivotTable ..................................................................................................... 3 
PivotTable Layout ........................................................................................................... 4 
PivotTable Field List ............................................................................................... 5 
Adding Fields .......................................................................................................... 6 
Applying Styles to a PivotTable ...................................................................................... 7 
Formatting Data in a PivotTable .................................................................................... 7 
Refreshing PivotTable Data ............................................................................................ 9 
PivotTable Field Settings ................................................................................................ 9 
Display Values as Percentages............................................................................... 10 
Filtering PivotTable Data.............................................................................................. 11 
Filtering with a Slicer ............................................................................................ 11 
Filtering with a Timeline ....................................................................................... 12 
Inserting Recommended PivotTables .......................................................................... 13 
Creating PivotCharts .................................................................................................... 14 
Quiz................................................................................................................................. 15 
Summary ........................................................................................................................ 16 
Recommended Reading ................................................................................................. 16 
References ...................................................................................................................... 17 
Practice Exercise ............................................................................................................ 18 
 Microsoft Excel 2016: Pivot Tables
Introduction
PivotTables are an excellent tool to manipulate and summarize
data in Microsoft Excel, but many users are not aware of this
powerful tool. The term pivot refers to the ability to change the
position of fields and to transpose the rows and columns of a table.
In this class, students will learn how to use this powerful tool to
analyze large amounts of data, as well as how to format
PivotTables and create PivotCharts.
What is a PivotTable?
The PivotTable feature may be the most powerful tool in the Excel
application. PivotTables are interactive worksheet tables that an
Excel user can utilize to easily summarize, organize, analyze and
compare large amounts of data without having to build complex
formulas. Users can reposition row and column headings in the
PivotTable to display and analyze data in a variety of ways. Data
in a PivotTable is cross-tabulated in two or more ways by
combining values from different fields.
Why use a PivotTable?
PivotTables are utilized for many applications and across multiple
fields. If there is a large amount of data, it is easier to analyze the
data using a PivotTable. All data in a PivotTable is displayed
independently of the original layout. Imagine that a user has a table
of data that contains insurance policy information, including: the
policy number, city, location, salesperson, region and insured
value.
Using a PivotTable the user can discover:
 The most productive salesperson.
 The number of policies in each city.
 The total sales for each region.
 Total amount of units sold by city and region.

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 Microsoft Excel 2016: Pivot Tables Microsoft Excel 2016: Pivot Tables

Data Sources 4. To create a PivotTable, click on any cell on the data.

The most important step in creating a PivotTable is to collect and 5. In the Ribbon, click on Insert.
organize data in a list of rows and columns. Ideally the data source 6. In the Tables group, click on PivotTable.
will contain no blank rows or columns, each column will be
assigned a unique name, and every column will have a value in 7. By default, all the data in the table should be selected. Click
every row. The table can be created in Excel in a table or imported OK to continue.
from an external data source. 8. A PivotTable should be created in a new sheet.
9. To answer A., drag Region in the Column Labels box and
Sales in the Value box.
10. To answer B., drag Month in the Column Labels box,
Sales in the Value box and Salesperson in Row Labels.
11. To answer C., drag Region in the Column Labels box,
Units in the Value box, Salesperson in Row Labels, and
Year in the Report Filter box.
12. In the PivotTable, click on the filter in cell B1 and then
select 2009.

Figure 1: A Data Source in Excel

Data sources for a PivotTable:
 An Excel spreadsheet.
 Multiple consolidation ranges in Excel.
 An existing PivotTable.
 External database files or tables created in applications like
Microsoft Access, FoxPro, dBASE, Oracle or SQL Server.

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 Microsoft Excel 2016: Pivot Tables Microsoft Excel 2016: Pivot Tables

Practice Exercise Creating a PivotTable

1. Open Microsoft Excel. Most PivotTables are created from Excel worksheets. The data
source can be entered as tabular data (consisting of columns and
2. In Cell A1-G22 type the following data:
rows) and can be formatted as a table.
Month Year Type Salesperson Sales Units Region To create a PivotTable:
Jan 2010 Bakery Smith 2685 546 North 1. Open the workbook where the data is located.
Jan 2010 Meat Watson 4502 552 South
2. Select the worksheet that contains the data.
Jan 2010 Soups Kole 8752 952 East
Jan 2010 Salads Masters 5566 652 West 3. Click on any cell in the middle of the data.
Jan 2010 Soups Smith 5426 600 North 4. Select the Insert tab from the Ribbon.
Jan 2010 Salads Watson 2102 400 South 5. Select PivotTables from the Tables group.
Feb 2010 Bakery Kole 5450 995 East
Feb 2010 Meat Masters 3695 506 West
Feb 2010 Meat Smith 4510 650 North
Feb 2010 Soups Watson 1522 500 South
Feb 2010 Bakery Kole 2563 445 East
Feb 2010 Bakery Masters 1025 235 West Figure 2: The Insert Tab on the Ribbon
Dec 2009 Salads Smith 1025 235 West 6. In the Create PivotTable dialog box accept the default
Dec 2009 Soups Watson 5426 600 East settings. See Figure 3.
Dec 2009 Meat Kole 3695 506 South
7. Select OK.
Dec 2009 Bakery Masters 5450 995 North
Dec 2009 Salads Smith 1025 235 West
Dec 2009 Soups Watson 5426 600 East
Dec 2009 Meat Kole 3695 506 South
Dec 2009 Bakery Masters 5450 995 North
Dec 2009 Meat Masters 3695 506 South

3. After all the source data has been inputted, create the Pivot
Table that will answer the following questions:
A. What are the totals of sale for each Region?
B. Which Salesperson has the highest sales in Dec.?
C. In 2009 who sold more Units in the South?
Figure 3: The Create PivotTable Dialog Box

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 Microsoft Excel 2016: Pivot Tables Microsoft Excel 2016: Pivot Tables

PivotTable Layout References

Frye, C. (2016). Microsoft Excel 2016 Step by Step. Sebastopol:
The PivotTable layout will be based on how a user wants to
O'Reilly Media.
summarize the data and what type of report the user wants to
create. After creating a PivotTable, the dialog box will close and a McFedries, P. (2016). Teach Yourself Visually Excel 2016.
new worksheet containing the PivotTable will be created. A list of Indianapolis: John Wiley & Sons.
fields, created from the headings on the data source, will display at
the right of the new worksheet. This list of fields is known as the
PivotTable Field List.

Figure 4: A PivotTable Sheet with Pivot Table Field List

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 Microsoft Excel 2016: Pivot Tables Microsoft Excel 2016: Pivot Tables

Summary PivotTable Field List

A PivotTable is a tool in Microsoft Excel that helps users analyze, The PivotTable Field List contains a list of the column headings
summarize and organize a worksheet of data into a concise report. from the Excel worksheet. The headings appear in the same order
The PivotTable feature in Excel is the faster and best method to as shown in the worksheet. Excel column headings are known as
slice and dice a large amount of data in a sheet. With this great fields in PivotTables.
feature, users can turn your data sideways or backward to get the Underneath the Field List pane are four areas displayed as distinct
report. Users can also create a great chart from the PivotTable to boxes. These areas define where and how the data is shown on
make it easier for a user to understand the data. your PivotTable. For example, if a user wants to know how many
For more information on our courses, to find a course description policies the company has in each city, all he or she would have to
or to register for a class, go to www.ocls.info and click on Classes do is drag the city title into the Rows area.
and Programs, or call 407.835.7323. Filters: The Filters area displays fields as top-level filters above
Recommended Reading the table.

Websites: Columns: The Columns area displays the unique values from the
selected field across the top of the PivotTable.
Microsoft Office
http://www.office.microsoft.com Rows: The Rows area displays the unique values from the selected
field down the left side of the PivotTable.
Microsoft Support
Values: The Values area performs a specified calculation using the
http://www.support.microsoft.com
value in the selected field.
Online Tutorials:
Lynda.com Tutorials
Excel 2016 Essential Training & Excel 2016 Tips and Tricks

Books:
Frye, C. (2016). Microsoft Excel 2016 Step by Step. Sebastopol:
O'Reilly Media.
Harvey, G. (2016). Excel 2016for Dummies. Hoboken: For
Dummies
McFedries, P. (2016). Teach Yourself Visually Excel 2016.
Indianapolis: John Wiley & Sons.
Figure 5: PivotTable Areas

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 Microsoft Excel 2016: Pivot Tables Microsoft Excel 2016: Pivot Tables
Adding Fields Quiz
Prior to adding fields to the PivotTable users should consider two 1. Why should you use a PivotTable?
questions. What type of data is being measured and how should a. Analyze data c. Organize data
that data be displayed on the PivotTable. The answer to the first b. Summarize data d. All of the above
question reveals which fields in the data source to work with and
the answer to the second question tells you where to place each 2. What is a PivotTable?
field. a. Formula c. Interactive report
To add fields to a PivotTable: b. Field List d. Workbook
1. Place a checkmark next to a desired field in the Field List.
3. What is the best data source for a PivotTable?
Tip: By default, fields with text values will be placed in to a. Word c. Outlook
the Rows area and fields with number values will be placed b. PowerPoint d. Excel
into the Values area. Right-click on any field name in an
area to change the area it’s assigned to. 4. What do you call an Excel column heading in a
OR PivotTable?
a. Row c. Filter
1. Drag a field from the list and drop it into the desired area. b. Field d. All of the above

5. What do the PivotTable Field Settings allow you to do?

a. Delete a field c. Crash the file
b. Enter a formula d. Custom calculation

6. A PivotChart adds to the flexibility of the PivotTable.

TRUE or FALSE

7. If you try to create a PivotTable from data that has blank

heading cells, the PivotTable will not work properly.
TRUE or FALSE

8. In Microsoft Excel you cannot display values in a

PivotTable as a percentage.
TRUE or FALSE

Figure 6: PivotTable Field List Answer Key:1-d, 2-c, 3-d, 4-b, 5-d, 6-True,7-True, 8-False

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 Microsoft Excel 2016: Pivot Tables Microsoft Excel 2016: Pivot Tables

Creating PivotCharts Applying Styles to a PivotTable

A PivotChart provides users with the same flexibility to analyze The default PivotTable layout is formatted with a plain background
large amounts of data through visual charts rather than a data table. and no gridlines when printed. Like other tables in Excel,
Charts are visually appealing and make it easy for users to identify PivotTables can be formatted from a wide array of designs in the
trends and make comparisons. A PivotChart can be created either PivotTable Styles gallery.
from the data source or from an existing PivotTable. To apply a style to a PivotTable:
To create a PivotChart: 1. Select any cell in a PivotTable.
1. Open the workbook where the data is located. 2. Select the Design tab from the PivotTable Tools tab.
2. Select the worksheet that contains the data. 3. Locate the PivotTables Styles group.
3. Click on any cell in the middle of the data. Tip: Three arrows appear at the right side of the PivotTable
4. Select the Insert tab from the Ribbon. Styles gallery. Select the bottom arrow to view the
complete gallery.
5. Select PivotCharts from the Charts group.
4. Mouse over the styles to see a preview applied to the
6. Select PivotChart or PivotChart & PivotTable from the
PivotTable.
pull down menu.
5. Select a style to apply to the PivotTable.

Figure 18: Pivot Chart Command

7. In the Create PivotChart dialog box accept the default
Figure 7: PivotTable Styles Gallery
settings. See Figure 19.
8. Select OK. Formatting Data in a PivotTable
Formatting data in a PivotTable can improve readability and give a
professional look to the table. Numeric data in a PivotTable is
formatted in the same as it would be in a standard table. Number
styling can be applied through the Number group on the Home tab
or through the Values menu.

Figure 19: Pivot Chart Command

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 Microsoft Excel 2016: Pivot Tables Microsoft Excel 2016: Pivot Tables
To format numeric data in a PivotTable: Inserting Recommended PivotTables
1. Select all cells that contain numeric data in the PivotTable. PivotTables are a powerful tool that can assist users in making data
2. Select a Number Format from the Number group on the driven decisions, but it can also be daunting for a new user.
Home tab. Recommended Pivot Tables gives users a starting point by
recommending PivotTable layouts based on a selection of data.
OR Once the PivotTable is created it can be further customized by the
1. Select any cell in the PivotTable. user.
2. Select the pull down next to the field name in the Values To insert a Recommended PivotTable:
area of the PivotTable Fields List. 1. Select any cell in a data source.
3. Select Value Field Settings from the menu. 2. Select Recommended PivotTables from the Tables group
4. Select the Number Format button in the lower left corner on the Insert tab.
of the Value Field Settings dialog box. 3. Select any PivotTable layout to preview the PivotTable in
5. Select the desired Number Format. the Recommended PivotTables dialog box.
6. Select OK in the Format Cells dialog box. 4. Select OK to create the PivotTable.
7. Select OK in the Value Field Settings dialog box.

Figure 16: Recommended PivotTables Command

Figure 8: PivotTable Styles Gallery Figure 17: Recommended PivotTables Command

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 Microsoft Excel 2016: Pivot Tables Microsoft Excel 2016: Pivot Tables

Filtering with a Timeline Refreshing PivotTable Data

Timelines allow users to filter results by time visually. Users can A PivotTable will not automatically link to its data source. Instead,
select to view results by years, quarters, months or days. To use it is linked to hidden cache build from the data source. For
this tool, the data source must have a field that contains date example, if a PivotTable is created from a data source and then a
values. change is made to the data, the PivotTable will not update
automatically to reflect the change.
To update the data on a PivotTable:
1. Select any cell in the PivotTable.
2. Select the Analyze tab from the PivotTable Tools tab.
3. Select Refresh from the Data group.

Figure 14: A Timeline

To insert a Timeline into a PivotTable:
1. Select the Analyze tab from the PivotTable Tools tab.
2. Select Insert Timeline from the Filter group.
3. Select the field name or names to create a timeline from. Figure 9: The Refresh Command
4. Select OK. PivotTable Field Settings
The PivotTable Field Settings allow you to easily perform custom
calculations. By default, the Values field sums the data, but this
can be changed to other popular functions, including Average and
Count.

Figure 15: Insert Timeline Command To modify Field Settings for a PivotTable:
1. Select any cell in the PivotTable.
2. Select the Analyze tab from the PivotTable Tools tab.
3. Select Field Settings from the Active Field group.
4. Select Summarize Values By tab in the Value Field
Settings dialog box.
5. Select the desired function.
6. Select OK.
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 Microsoft Excel 2016: Pivot Tables Microsoft Excel 2016: Pivot Tables
Display Values as Percentages Filtering PivotTable Data
In a PivotTable, numeric values can be displayed as numbers or Data displayed in a PivotTable can be filtered in a number of ways.
calculated to display as a percentage. The % of Row Total and the Filtering in Excel effectively hides data based on criteria specified
% of Column Total calculations allows users to compare values by the user. Isolating relevant data can assist users in effectively
across multiple rows and columns. This feature is also useful to analyzing the data.
display running totals across columns or rows.
To filter a field in a PivotTable:
To display values as percentages in a PivotTable:
1. Select the pull down menu at the right of the field name
1. Select any cell in the PivotTable. within the PivotTable. See Figure 11.
2. Select the Analyze tab from the PivotTable Tools tab. 2. Choose sort and filtering options to apply to the PivotTable.
3. Select Field Settings from the Active Field group. 3. Select OK.
4. Select Show Values As tab in the Value Field Settings
dialog box.
5. Select calculation under Show Values As.
Figure 11: Filtering Field Menu
6. Select the Base field.
Filtering with a Slicer
7. Select OK.
Slicers allow users to filter data in a PivotTable by field name via a
separate menu of options. With just a single selection, the data will
be dynamically filtered to isolate the desired information.
To insert a Slicer into a PivotTable:
1. Select the Analyze tab from the
PivotTable Tools tab.
2. Select Insert Slicer from the Filter
group.
3. Select the desired field names.
4. Select OK.
Figure 12: A Slicer

Figure 10: Value Field Settings Dialog Box Figure 13: Insert Slicer Command

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