USE EXCEL LIKE A PRO

( 1 Day )
Trainer : Puan Shabenah
Bee Bt Mohd
[email protected]

Intermediate - Advance Level

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Name : ____________________________

Organization : _____________________

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 About Our Trainer
Computer Courses –
SHABENAH BEE BT MOHD
Microsoft Office Application Ver. Office 365, 2019,2016,2013,2010
• Microsoft Certified Trainer • Power BI for Desktop
• Microsoft Office 2016 Specialist • Power Query
• Certified Virtual Learning Caster (VLC19) • Power Pivot
• LEAD Internal Audit Certification (2018) • Power Tools in Excel and BI
• Train the Trainer (TTT) (PSMB) • Data Analysis and Interactive Dashboard Reporting in Excel
• International English Language Testing System (IELTS) (2000) • Microsoft Excel (Basic – Expert Level)
• Microsoft Word (Basic – Expert Level)
Diligent and dedicated Computer Science educationist with 18+ years’ • Microsoft PowerPoint (Basic – Expert Level)
experience in ICT and soft skill training especially for private and • Microsoft Access(Basic – Expert Level)
government agencies around Malaysia and Singapore. Track record of • Microsoft Project (Basic – Expert Level)
consistently building the participants’ calibre and knowledge in Information • Microsoft Visio (Basic – Expert Level)
Technology, Business Communication and Self-development skills. • Microsoft Publisher (Basic – Expert Level)
Committed to provide high quality corporate training at all levels. Profound • Microsoft OneNote 2013 (Basic – Expert Level)
ability to develop productive and effectual lesson plans based on the • Microsoft Outlook (Basic – Expert Level)
curriculum and executing the same. • Adobe Photoshop (Basic – Expert Level)
• Adobe Acrobat (Basic –Expert Level)
• Substantial knowledge of age specific effective teaching and
• Adobe InDesign (Basic – Expert Level)
instructional strategies.
• Adobe Flash (Basic – Expert Level)
• Solid experience in supervising ICT related practical projects as client’s
• Adobe Premier (Basic – Expert Level)
requirement.
• Adobe Illustrator (Basic – Expert Level)
• Web Designing
Course Content
PART I-APPLYING DATA ANALYSIS IN EXCEL

• Data Housekeeping

• Data Analysis Tools

• Using Excel as a Data Analysis Tool

• Charting in Excel

• Chart and Table Design

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 PART 1-PIVOTTABLE FUNDAMENTALS

Course Content • Chapter 1- Introduction to Pivot Tables

• Chapter 2-Understanding Data Sources For Pivottables

• Chapter 3-Using Pivot table Tools And Formatting

PART II-PIVOT TABLES AND CHARTS : GOING BEYOND THE BASICS

• Chapter 4-Working With Pivottable Components

• Chapter 5-More About Pivottable Components

• Chapter 6-Understanding And Using Pivotcharts

PART III-GETTING THE MOST OUT OF PIVOTTABLES AND CHARTS

• Chapter 7-Using Pivottables And Multidimensional Data

• Chapter 8 : Getting Hard Data From A Pivottable

• Chapter 9 :Pivot table Alternatives

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Course Content PART V-CREATING INTERACTIVE DASHBOARD IN EXCEL

• Kick start with Dashboards

• Working with your Data

• Analysing Data Effectively

• Dashboard Reporting

• Dashboard Design
PART VI-RECORDING AND USING MACROS

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Data Housekeeping
in Excel

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#1 Get Rid of Extra Spaces
• Extra spaces are painfully difficult to spot. While you may somehow
spot the extra spaces between words or numbers, trailing spaces are
not even visible. Here is a neat way to get rid of these extra spaces –
Use TRIM Function.

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#2 Select and Treat All Blank Cells
• Blank cells can create havoc if not treated beforehand. I
often face issues with blank cells in a data set that is used
to create reports/dashboards.
• You may want to fill all blank cells with ‘0’ or ‘Not
Available’, or may simply want to highlight it. If there is a
huge data set, doing this manually could take hours.
Thankfully, there is a way you can select all the blank cells
at once.
• Select the entire data set
• Press F5 (this opens the Go To dialogue box)
• Click on Special… button (at the bottom left). This opens
the Go To Special dialogue box
press Control + Enter9
 #3 Convert Numbers Stored as
Text into Numbers
• Sometimes when you import data from text files or external
databases, numbers get stored as text. Also, some people are in the
habit of using an apostrophe (‘) before a number to make it text.
This could create serious issues if you are using these cells in
calculations. Here is a fool proof way to converts these numbers
stored as text back into numbers.
• In any blank cell, type 1
• Select the cell where you typed 1, and press Control + C
• Select the cell/range which you want to convert to numbers
• Select Paste –> Paste Special (Key Board Shortcut – Alt + E + S)
• In the Paste Special Dialogue box, select Multiply (in operations
category)
• Click OK. This converts all the numbers in text format back to
numbers.
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#4 – Remove Duplicates
• There can be 2 things you can do with duplicate data
– Highlight It or Delete It.
• Highlight Duplicate Data:
• Select the data and Go to Home –> Conditional Formatting
–> Highlight Cells Rules –> Duplicate Values.
• Specify the formatting and all the duplicate values get
highlighted.

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Delete Duplicates in Data:
• Select the data and Go to Data –> Remove
Duplicates.
• If your data has headers, ensure that the
checkbox at the top right is checked.
• Select the Column(s) from which you want to
remove duplicates and click OK.
• This removes duplicate values from the list. If
you want the original list intact, copy-paste
the data at some other location and then do
this.

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#5 Highlight Errors
• There are 2 ways you can highlight Errors in
Data in Excel:
• Using Conditional Formatting
• Select the entire data set
• Go to Home –> Conditional Formatting –>
New Rule
• In New Formatting Rule Dialogue Box select
‘Format Only Cells that Contain’
• In the Rule Description, select Errors from
the drop down
• Set the format and click OK. This highlights
any error value in the selected dataset
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Using Go To Special
• Select the entire data set
• Press F5 (this opens the Go To Dialogue box)
• Click on Special Button at the bottom left
• Select Formulas and uncheck all options
except Errors
• This selects all the cells that have an error in
it. Now you can manually highlight these,
delete it, or type anything into it.

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#6 Change Text to
Lower/Upper/Proper Case

• When you inherit a workbook or import data from text files, often the names or
titles are not consistent. Sometimes all the text could be in lower/upper case or it
could be a mix of both. You can easily make it all consistent by using these three
functions:
• LOWER() – Converts all text into Lower Case.
UPPER() – Converts all text into Upper Case.
PROPER() – Converts all Text into Proper Case.

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#7 Parse Data Using Text to Column
• When you get data from a database or import it from a text file, it may
happen that all the text is cramped in one cell. You can parse this text
into multiple cells by using Text to Column functionality in Excel.

• Select the data/text you want to parse

• Go To Data –> Text to Column (This opens the Text to Columns Wizard)
• Step 1: Select the data type (select Delimited if your data in not equally spaced,
and is separated by characters such as comma, hyphen, dot..). Click Next

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#8 Spell Check
• Nothing lowers the credibility of your work than a spelling mistake.
• Use the keyboard shortcut F7 to run a spell check for your data set.

#9 Clear Formatting
 Highlight the range of data – Go to Home – Editing – Clear All ( Formatting)

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 DATA ANALYSIS
ESSENTIAL IN EXCEL
Data Analysis Tools
Using Excel as a Data Analysis Tool
Charting in Excel
Chart and Table Design

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Data Analysis
This section illustrates the powerful features Excel has to offer to analyze data
• 1 Sort: You can sort your Excel data on one column or multiple columns. You
can sort in ascending or descending order.
• 2 Filter: Filter your Excel data if you only want to display records that meet
certain criteria.
• 3 Conditonal Formatting: Conditional formatting in Excel enables you to
highlight cells with a certain color, depending on the cell's value.
• 4 Charts: A simple Excel chart can say more than a sheet full of numbers. As
you'll see, creating charts is very easy.
• 5 Pivot Tables: Pivot tables are one of Excel's most powerful features. A pivot
table allows you to extract the significance from a large, detailed data set.

Continue
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Excel Built-In Features to Calculate
Use Paste Special to perform
calculations while pasting in Excel

First, you enter the values you want to copy to the Clipboard, that's
values 1, 2, and 3. Then, do the following:

1. Select the cells you want to copy to the Clipboard (A4:C4) and press
[Ctrl]+C. Select the cells you want to change. That's A1..C2.
2. Click the Home tab and choose Paste Special from the Paste option
in the Clipboard group. (In Excel 2003, choose Paste Special from
the Edit menu.)
3. In the resulting Paste Special dialog, select Add.
4. Click OK and Excel adds 1 to the selected values in column A, 2 to
the selected values in column B, and 3 to the selected values in
column C.

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Consolidate
• You can use Excel's Consolidate feature to consolidate your
worksheets (located in one workbook or multiple workbooks) into
one worksheet. Below you can find the workbooks of three
districts.

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 SUBTOTAL
• The Subtotal command allows
you to automatically create
groups and use common
functions like SUM, COUNT,
and AVERAGE to help
summarize your data
• First, sort your worksheet by
the data you want to subtotal.
In this example, we will create
a subtotal for each T-shirt
size, so our worksheet has
been sorted by T-shirt size
from smallest to largest.
• Select the Data tab, then click
the Subtotal command.

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Kick Start with Excel Formulas
• One of the most powerful features in Excel is the
ability to calculate numerical information using
formulas. Just like a calculator, Excel can add, subtract,
multiply, and divide. In this lesson, we'll show you how
to use cell references to create simple formulas.
• Mathematical operators
• Excel uses standard operators for formulas, such as a
plus sign for addition (+), a minus sign for subtraction
(-), an asterisk for multiplication (*), a forward slash
for division (/), and a caret (^) for exponents.
• All formulas in Excel must begin with an equals sign
(=). This is because the cell contains, or is equal to, the
formula and the value it calculates.

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Understanding cell references
• While you can create simple formulas in Excel using numbers (for
example, =2+2 or =5*5), most of the time you will use cell addresses
to create a formula. This is known as making a cell reference. Using
cell references will ensure that your formulas are always accurate
because you can change the value of referenced cells without having
to rewrite the formula.

• In the formula below, cell A3 adds the values

of cells A1 and A2 by making cell references:

• If the values in the referenced cells change,

the formula automatically recalculates:

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Mathematical operator with cell
references
By combining a
mathematical operator with
cell references, you can
create a variety of simple
formulas in Excel. Formulas
can also include a
combination of cell
references and numbers, as
in the examples

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To create a formula:

In our example below, we'll use a simple formula

and cell references to calculate a budget.

If the result of a formula is too large to be

displayed in a cell, it may appear as pound signs
(#######) instead of a value. This means the
column is not wide enough to display the cell
content. Simply increase the column width to
show the cell content.

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Copying formulas with the fill handle

• Formulas can also be copied to

adjacent cells with the fill handle,
which can save a lot of time and
effort if you need to perform the
same calculation multiple times
in a worksheet. The fill handle is
the small square at the bottom-
right corner of the selected
cell(s)
• After you release the mouse, the
formula will be copied to the
selected cells.
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To edit a formula
• Click the formula bar to edit the formula. You
can also double-click the cell to view and edit
the formula directly within the cell.
• When you're finished, press Enter on your
keyboard or select the Enter command in the
formula bar.
• If you change your mind, you can press the
Esc key on your keyboard or click the Cancel
command in the formula bar to avoid
accidentally making changes to your formula.
• To show all of the formulas in a spreadsheet,
you can hold the Ctrl key and press ` (grave
accent). The grave accent key is usually
located in the top-left corner of the
keyboard. You can press Ctrl+` again to
switch back to the normal view.

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Creating complex formulas
• In the example below, we'll demonstrate how Excel uses the order of
operations to solve a more complex formula. Here, we want to
calculate the cost of sales tax for a catering invoice. To do this, we'll
write our formula as =(D3+D4+D5)*0.075 in cell D6. This formula will
add the prices of our items, then multiply that value by the 7.5% tax
rate (which is written as 0.075) to calculate the answer.

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Absolute references
• There may be a time when you don't want a
cell reference to change when copied to
other cells. Unlike relative references,
absolute references do not change when
copied or filled. You can use an absolute
reference to keep a row and/or column
constant.

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Relative references

• By default, all cell references

are relative references. When
copied across multiple cells,
they change based on the
relative position of rows and
columns. For example, if you
copy the formula =A1+B1 from
row 1 to row 2, the formula will
become =A2+B2.

• Relative references are

especially convenient whenever
you need to repeat the same
calculation across multiple rows
or columns.

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Troubleshooting Absolute Reference Error
• Be sure to include the dollar
sign ($) whenever you're
making an absolute reference
across multiple cells.
• The dollar signs were omitted
in the example below. This
caused Excel to interpret it as
a relative reference, producing
an incorrect result when
copied to other cells.

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Working with basic functions
• Figuring out formulas for calculations you want to make in
Excel can be tedious and complicated. Fortunately, Excel
has an entire library of functions—or predefined
formulas—you can take advantage of. You may be familiar
with common functions like sum, average, product, and
count, but there are hundreds of functions in Excel, even
for things like formatting text, referencing cells, calculating
financial rates, and analysing statistics.

• In this lesson, you'll learn the basics of inserting common

functions into your worksheet by utilizing the AutoSum and
Insert Functions commands. You will also become familiar
with how to search and find various functions, including
exploring Excel's Functions Library.

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The parts of a function
• The order in which you insert a function is important. Each function has a specific
order—called syntax—which must be followed in order for the function to work
correctly.
• The basic syntax to create a formula with a function is to insert an equals sign (=),
function name (SUM, for example, is the function name for addition), and argument.
Arguments contain the information you want the formula to calculate, such as a
range of cell references

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To create a basic function in Excel:
• Select the cell where the answer will appear (F15, for example).
• Type the equals sign (=), then enter the function name (SUM, for
example).

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The Function Library
• There are hundreds of functions in Excel, but only some will be useful for the type
of data you're working with. There is no need to learn every single function, but
you may want to explore some of the different types to get ideas about which
ones might be helpful to you as you create new spreadsheets.
• A great place to explore functions is in the Function Library on the Formulas tab.
Here, you can search and select Excel functions based on categories such as
Financial, Logical, Text, and Date & Time. Click the buttons in the interactive
below to learn more.

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How to Name a Cell or Range
• Assign a descriptive name to a cell or range in Excel 2013 to help make
formulas in your worksheets much easier to understand and maintain.
Range names make it easier for you to remember the purpose of a formula,
rather than using obscure cell references.

• For example, the formula =SUM(Qtr2Sales) is much more intuitive

than =SUM(C5:C12). In this example, you would assign the name Qtr2Sales
to the range C5:C12 in the worksheet.
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 Naming cells

• To name a cell or range,

follow these steps:
• Select the cell or cell range
that you want to name.
• You also can select non-
contiguous cells (press Ctrl
as you select each cell or
range).
• On the Formulas tab, click
Define Name in the
Defined Names group.
• The New Name dialog box
appears.
TIP! Alternatively, you can enter a range name into the Name box located at the left end of the
Formula bar and press Enter to create the name.
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Using a named range
• To use a named
cell or range, click
the down arrow in
the Name box at
the left end of the
Formula bar.
• Select the range
name you want to
access, and Excel
highlights the
named cells.

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Smart
Tables
Tables allow you to analyze your data in Excel
quickly and easily. Learn how to insert, sort
and filter a table, and how to display a total
row at the end of a table.

Insert a Table
• To insert a table, execute the following
steps.
• 1. Click any single cell inside the data set
• 2. On the Insert tab, click Table.
• 3. Excel automatically selects the data for
you. Check 'My table has headers' and click
on OK
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=SUM Function
• The Microsoft Excel SUM function adds all numbers in a range of
cells and returns the result.

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=SUMIF Function
• The SUMIF function is a worksheet function that adds all numbers in a range
of cells based on one criteria (for example, is equal to 2000).

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=SUMIFS Function
• The SUMIF function is a worksheet function that adds all numbers in a range
of cells based on more than 1 criteria (for example, is equal to 2000 and value
more than 10).

=SUMIFS(SUM_RANGE, CRITERIA RANGE1, CRITERIA1, CRITERIA RANGE2 , CRITERIA 2,….)

=SUMIFS(VALUE, YEAR, “=2000”, VALUE, “>10”)

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=AVERAGE Function
• The Microsoft Excel AVERAGE function returns the average
(arithmetic mean) of the numbers provided.

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=AVERAGEIF Function

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=AVERAGEIFS Function

= AVERAGEIFS(VALUE, YEAR, “=2000”,VALUE, “>10”)

=AVERAGEIFS(AVERAGE_RANGE, CRITERIA RANGE1, CRITERIA1, CRITERIA RANGE2

, CRITERIA 2,….)

= AVERAGEIFS(VALUE, YEAR, “=2000”,VALUE, “>10”)

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=COUNT and =COUNTA Functions

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=COUNTIF Function

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Product Function
This function multiplies the numbers and returns the product.

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Other Statistical Functions

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 ANALYSING DATA WITH
FUNCTIONS AND
CONDITIONAL FORMATTING

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IF Logical Functions
• Learn how to use Excel's logical functions such as the IF, AND and OR function.
• The IF function checks whether a condition is met, and returns one value if TRUE
and another value if FALSE.
• 1. Select cell C2 and enter the following function

• The IF function returns Correct because the value in cell A1 is higher than 10.

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AND Function
• The AND Function returns TRUE if all conditions are true and
returns FALSE if any of the conditions are false.
• 1. Select cell D2 and enter the following formula.

• The AND function returns FALSE because the value in cell B2 is not
higher than 5. As a result the IF function returns Incorrect.

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OR Function
• The OR function returns TRUE if any of the conditions are TRUE and
returns FALSE if all conditions are false.
• 1. Select cell E2 and enter the following formula.

• The OR function returns TRUE because the value in cell A1 is higher than
10. As a result the IF function returns Correct.
• General note: the AND and OR function can check up to 255 conditions.

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Nested If
• The IF function in Excel can be nested, when you have multiple
conditions to meet. The FALSE value is being replaced by another If
function to make a further test. For example, look at the formula below.
• If cell A1 equals 1, the function returns Bad.
• If cell A1 equals 2, the function returns Good.
• If cell A1 equals 3, the function returns Excellent
• If cell A1 equals another value, the function returns No Valid Score.

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56
Conditional
Formatting 57
58
Applying Data
Validation Rules

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 ORGANIZING AND
ANALYSING DATASETS
AND TABLES

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Organizing and Analysing Datasets and Tables
• Create a table in a worksheet in Excel
• When you create a table in an Excel worksheet, it's not only easier for you to
manage and analyse its data, but you can use built-in filtering, sorting, and
row shading.

Note Excel tables shouldn't be

confused with the data tables that are
part of a suite of What-If Analysis
commands (Data Tools, on the Data tab).

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Create a table by using the default table style
• Select the range of cells you want included in the table.
The cells can be empty or can contain data.

• On the Insert tab, click Table.

You can also press Ctrl+T or Ctrl+L.

• If the top row of the selected range contains data you want to use
as table headers, select the My table has headers check box.
If you don’t select the My table has headers check box, table
headers with default names like Column1 and Column2 are added
to your table above its data. You can change default header
names at any time.

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Create a table in the style you want
• Select the range of cells you want included in the table.
• On the Home tab, in the Styles group, click Format as Table.
• When you use Format as Table, Excel automatically inserts a table.
• Under Light, Medium, or Dark, click the table style you want to use.
If the selected range contains data you want to use as table headers, click a table
style that includes a header row.
• If your table has headers, select the My table has headers check box, and then click
OK.

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Filter a Data List in Excel

• Excel Filter feature makes it a breeze to hide everything in a data list except the records you want to
see. To filter the data list to just those records that contain a particular value, you then click the
appropriate field's AutoFilter button to display a drop-down list containing all the entries made in that
field and select the one you want to use as a filter.

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Sort Data List in Excel
• You can sort your Excel data on
one column or multiple columns.
You can sort in ascending or
descending order.

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HANDLING DATA
How To use the fill handle
• If you're copying cell content to
adjacent cells in the same row or
column, the fill handle is a good
alternative to the copy and paste
commands.
• Select the cell(s) containing the
content you want to use, then
hover the mouse over the lower-
right corner of the cell so the fill
handle appears.

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To continue a series with the fill handle:
• The fill handle can also be
used to continue a series.
Whenever the content of a
row or column follows a
sequential order, like numbers
(1, 2, 3) or days (Monday,
Tuesday, Wednesday), the fill
handle can guess what should
come next in the series.
• In most cases, you will need to
select multiple cells before
using the fill handle to help
Excel determine the series
order. Let's take a look at an
example:

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The Format Painter
Use the Format Painter to quickly copy formatting from one thing in a document to another. Select the
thing you like the look of, click Format Painter, and then click the thing you want to change to look the
same. If you want to copy the formatting to more than one thing, double-click instead of single-clicking
Format Painter. To exit the Format Painter, press Esc

• Select the shape, text, picture, or

worksheet cell with the formatting
you want to copy.
• Click Home, and in the Clipboard
group, click Format Painter.
• After the pointer changes to a
paintbrush, select the shape, text,
or worksheet cell that you want to
format.

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 WORKING WITH PIVOT
TABLES & PIVOT CHARTS

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Understanding How Pivot Tables’
Work
• When you have a lot of data, it can sometimes be difficult to analyze
all of the information in your worksheet.
• PivotTables can help make your worksheets more manageable by
summarizing data and allowing you to manipulate it in different ways.

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Advantages
• Easy to create and modify a report
• No formulas required
• Data tables can be in other systems
• Data tables don’t have to be imported into an Excel sheet
• All data is included in the report (subject to Refresh and data source
limitations)
• Filtering and sorting the report is easy
• You can create grouping (subtotals) that aren’t built-in to the data

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Disadvantages
• Report can only be based on a single data table (see PowerPivot
section below for a solution) Note: Excel 2013 has made it possible to
create relationships between tables.
• Data doesn’t automatically update (you have to Refresh)
• Report layouts are limited
• Report formatting is restricted
• Terminology used in headings eg (Sum of) is unnecessary and
distracting

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Data Cleansing
• Sometimes to remove a data limitation you may need to amend the data. This
can be as a simple as adding fields (columns) to a data table that can simplify the
pivot table creation.
• In many cases knowing what you want out of a pivot table will help you focus on
getting the data right.

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Terminology
• When working with data it is useful to be aware of the terminology
that Excel uses.
• Field - a column of data, typically the entries in a field are all similar e.g. all
dates or all values.
• Record - a row of data, made up of different fields.
• Field Heading - a column heading, typically in row 1 of the sheet.

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Pivot Cache
• An important concept to understand when working with pivot tables
is how they handle the data.
• When you create a pivot table Excel will copy all the data that you
define, whether in Excel or from an external source, into memory
(RAM).
• This is called the Pivot Cache.
• The pivot table is created from this Pivot Cache. There is a direct link
from the Pivot Cache to the pivot table. There is no direct link from
the data to the pivot table.

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 Pivot Cache

WARNING!!!
Changing the data will not automatically update the pivot table.
To update a pivot table you must Refresh it.

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Pivot Cache
• You are in effect refreshing the Pivot Cache, which in turn (immediately) updates the pivot table.
Pivot tables are so fast because you are interacting with RAM, which is extremely fast.
• When you copy a pivot table, the new pivot table will share the Pivot Cache with the original pivot
table, this has some implications for editing the reports that will be explained later in the session.
• Each time you create a new pivot table, you create a separate Pivot Cache in RAM.

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Pivot Cache

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 The Conditions
• What follows are a few simple rules to use when creating data tables
in Excel.
• If you follow these it will speed up the processes involved in creating
pivot tables as well as other Excel data-related processes.
 Database should be vertical and not horizontal
 All field names should exist . No empty field names are allowed.
No merged columns / rows / cells are allowed.
 Convert table to a Smart Table to update pivot table easily.

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DATA RULES FOR CREATING A PIVOT
TABLE
1. Don’t have blank rows in your data - when Excel encounters a blank row
it assumes the data has finished and it usually will not include any data
below the blank row. I have seen people use blank rows to segregate a
data list. If you need to segregate a list use a higher row height rather
than a blank row.
2. Don’t have blank columns in your data - when Excel encounters a blank
column it assumes the data has finished and it usually will not include any
data to the right of a blank column. It is ok to have a column heading with
no data below it but you should have a heading. If your data comes in
with blank columns you may need to manually add column headings. I
will often use the letters of the alphabet in lowercase to fill in blanks in
the header row.
3. Make the column headings row bold – using the bold font format for the
header row helps identifies the row as a headings row.
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DATA
• One of the advantages with pivot tables is the ability to report on
data in external systems and not having to bring in the data in the first
case.
• Experience has taught me that it is it useful to initially bring that data
into Excel to view it. When you are working with external databases
field names and the content of the fields may not always be what you
are expecting. Viewing the data can assist in making sure the data you
are working with is what you are expecting.
• After initially checking the data you can then delete it and summarise
via the pivot table. We will look at using external data after the break.

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Elements of a Pivot Table

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Elements of a Pivot Table

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Elements of a Pivot Table

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Elements of a Pivot Table

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Instant Data Analysis
• In Microsoft Excel, it is possible to do data analysis with quick steps. Further, different
analysis features are readily available. This is through the Quick Analysis tool.

• Quick Analysis Features

• Formatting
• Formatting allows you to highlight the parts of your data by adding things like data bars and colors. This lets
you quickly see high and low values, among other things.

• Charts
• Charts are used to depict the data pictorially. There are several types of charts to suit different types of data.

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Instant Data Analysis
• Quick Analysis Features
• Totals
• Totals can be used to calculate the numbers in columns and rows. You have functions
such as Sum, Average, Count, etc. which can be used.
• Tables
• Tables help you to filter, sort and summarize your data. The Table and PivotTable are a
couple of examples.
• Sparklines
• Sparklines are like tiny charts that you can show alongside your data in the cells. They
provide a quick way to see the trends.

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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.
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• 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:

 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:

• Select the table

or cells
(including
column headers)
containing the
data you want
to use

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• From the Insert tab,
click the PivotTable
command.

• 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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• A blank
PivotTable and
Field List will
appear on a
new worksheet.

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• 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.

• 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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• The
PivotTable
will calculate
and
summarize
the selected
fields.
• In our
example, the
PivotTable
shows the
amount sold
by each
salesperson.

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• 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.

• 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

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Change Data Source
If you change the size of your data set by adding or deleting rows/columns, you
need to update the source data for the pivot table.
1. Click any cell inside the pivot table.
2. The PivotTable Tools contextual tab activates. On the Analyze tab, click Change
Data Source.

Tip: change your data set to a table before you insert a pivot table. This way your data source will be
updated automatically when you add or delete rows/columns. This can save time. You still have to refresh
though

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Source Data for a PivotTable
• You can change the range of the source data of a PivotTable. For example, you
can
• expand the source data to include more rows of data.
• However, if the source data has been changed substantially, such as having more or
fewer
• columns, consider creating a new PivotTable.

Step 1: Click anywhere in the PivotTable. The PIVOTTABLE TOOLS appear on

the ribbon, with an option named ANALYZE.
Step 2: Click on the option- ANALYZE.
Step 3: Click on Change Data Source in the Data group.

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98
Change to a Different External Data Source.
• If you want to base your PivotTable on a different external source, it might be best to
• create a new PivotTable. If the location of your external data source is changed, for
• example, your SQL Server database name is the same, but it has been moved to a
different
• server, or your Access database has been moved to another network share, you can
• change your current connection.

Step 1: Click anywhere in the PivotTable. The PIVOTTABLE TOOLS

appear on the Ribbon, with an ANALYZE option.
Step 2: Click ANALYZE.
Step 3: Click on Change Data Source in the Data Group. The Change
PivotTable Data
Source window appears.
Step 4: Click on the option Choose Connection.
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100
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.

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 ■ Drag a new field from the Field List into the
To change the row: Rows area. In our example, we'll use the Month
field
• Click, hold, and drag any existing
fields out of the Rows area. The field
will disappear.

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• 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.
• Drag a field from the Field List into the
Columns area. In our example, we'll use
the Region field.

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• 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.
• Drag a field from the Field List to the
Filters area. In this example, we'll use
the Salesperson field
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• 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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• 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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• 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:
• Select any cell in the PivotTable
• Go to PivotTable Tools , select
Analyze Menu then click INSERT
SLICER.
• Select the fields to filter.
• Now you can slice and dice
the date

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• A dialog box will appear.
Select the desired field. In
our example, we'll select
Salesperson, then click
OK.

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• 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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• 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.

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

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• From the Insert tab,
click the PivotChart
command.

• The Insert Chart

dialog box will appear.
Select the desired
chart type and layout,
then click OK.

115
• The PivotChart
will appear.

116
• Try using
slicers or
filters to
change the
data that is
displayed. The
PivotChart will
automatically
adjust to show
the new data.

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Challenge!

• Open an existing Excel workbook. If you want, you can use our practice
workbook.
• Create a PivotTable using the data in the workbook.
• Experiment by placing different fields in the rows and columns areas.
• Filter the report with a slicer.
• Create a PivotChart.
• If you are using the example, use the PivotTable to answer the question,
Which salesperson sold the lowest amount in January?

Hint: First decide which fields you need in order to answer the question.

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Understanding Data Sources For Pivot
tables
• Using Excel Data From The Same Workbook
• Using Excel Data From Another Workbook
• Using Data From Other Sources
• Using Data From An Existing Data Connection
• Creating Pivottable Report From Data In An Access Database
• Using Other External Data Sources
• Using Multiple Consolidation Ranges
• Letting Excel Create A Single-Page (Report Filter) Field
• Creating Your Own Page (Report Filter) Field
• Creating A Single-Page Field Pivottable Report From Multiple Consolidation Ranges
• Creating A Multiple Page-Field Pivottable Report From Multiple Consolidation Ranges
• Basing A Pivottable On Another Pivottable Report

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Using Excel Data From The Same Workbook
Step One: Set Up Your Data
• Make sure all your data is in Named
Tables. If possible, when working with
multiple sheets, it is very helpful to have
one column of information in each
spreadsheet that is the same.
• In our example, this repeating data is the
“Invoice #” column and appears in all
three sheets we will be working with.
• A column of information that is
consistent across all of your sheets is
similar to a “primary key” in a database
and will reduce errors (such as if the
sheets become sorted differently).
Hint! When specifying your table ranges, make
sure you do not capture any extra empty rows
or columns! 120
Step 2- Add Tables to your Data Model
• Begin creating your PivotTable by
clicking anywhere in the named
table on the first worksheet. In the
example, you will click on the
“Orders” table. Then click Insert >
PivotTable to open the Create
PivotTable dialog box:
• The Table/Range field should
correctly include the Table’s Name
“Orders”.
• The New Worksheet is selected so
the new PivotTable will be placed in
a new worksheet.
• Make sure Add this data to the
Data Model is checked!

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• Click OK, and a new
sheet will open
with an empty
PivotTable and the
PivotTable Fields
pane open. Click
the All tab in the
pane to see all the
tables you have
named in your
workbook.

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Step 3 : Create Relationships Between Tables
• We now want to tell Excel which information is the same from table to table so our PivotTable can correctly
associate the data between them. Click the Relationships button in the Calculations group on the Analyze
contextual tab to open the Manage Relationships dialog box. Click the New button to specify a new
relationships between your tables.

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• In the left pulldown menus, you will select two tables that have the same information. In the right
pulldown menu, you will specify which columns are the same in those tables. In our example, “Invoice #”
is the same in both the “Customers” table and the “Orders” table. Start by connecting the Payments
Table to the Customers Table.
• Since we have three tables we want to connect, you will repeat this step to connect “Payments to
Orders” and your tables will be associated. Click OK.

Hint! This step is trickier than it seems! The order of relationships is very important. If the order is incorrect, then
your resulting table will not calculate correctly. A “starting place” for how to order your relationships is to identify
first what field you want in the Values Area of the PivotTable. Then select the table that contains that field first in
the Create Relationship dialog box. If your tables offer more than one field (in different tables) that could appear
in the Values Area, you may have to create a duplicate workbook and define a different order of relationships.
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• Because we want to Total the “Invoice Total” column in our PivotTable, we will
put the “Payments” Table first. The “Manage Relationships” dialog box will look
something like the below. Click Close

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 Step 4 :
Create
Your Table
• Now that all the fields
from all your relevant
tables are accounted for in
the PivotTable Fields pane,
you can create your
PivotTable as you normally
would. Our resulting
PivotTable uses fields from
all three tables and gives
us a clear picture of how
much is sold to each state
during the months that
were recorded.

126
Using Excel Data From Another Workbook
• Another Excel workbook might just have the data you want to use or analyze, but
you might not own the file or you don't want to risk changing it. You can use the
Data Connection Wizard to create a dynamic connection between an "external"
workbook and your workbook. You get to the Data Connection Wizard through
the Data tab
• Important: Connections to external data might be disabled on your computer. To
connect to data when you open a workbook, enable data connections by using
the Trust Center bar, or save the workbook in a trusted location

127
Step 1 - Create a connection with the
workbook and its worksheets

• Note that worksheets are referred to as "tables" in the

Select Table dialog box that appears in step 5.
■ Because any table that's added is named
• On the Data tab, click Connections.
after its workbook's name, you can rename
• In the Workbook Connections dialog box, click Add. it if you want a more meaningful name.
• Near the bottom of the Existing Connections dialog – Select a table, and click Properties.
box, click Browse for More. – Change the name in the Connection
• Find your workbook, and click Open. name box.
• In the Select Table dialog box, select a table – Click OK.
(worksheet), and click OK. ■ To add more tables, repeat steps 2 through
5 and rename them as needed.
• Note: You can select and add only one table at a time. ■ Click Close.

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Step 2: Add the tables to your worksheet

• Click Existing Connections, choose the table, and click Open.

• In the Import Data dialog box that appears, choose where to put the data
in your workbook and whether to view the data as a table, PivotTable
report, or PivotChart.
• Optionally, you can add the data to the Data Model so that you can
combine your data with other tables or data from other sources, create
relationships between tables, and do much more than you can with a basic
PivotTable report.

Keep the data in your workbook up to date

• Now that you're connected to the external workbook, you'll want its latest
data shown in your own workbook. Go to Data > Refresh All to get the
latest data
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Using Data From Other Sources
• Need to connect to other sources of data, such as OLE DB, Microsoft Azure
Marketplace data feeds, Access, another Excel workbook, a text file, or one of
many other types?

• Connect OLE DB data to your workbook

• Connect a SQL Server database to your workbook
• Connect an Access database to your workbook

130
Using Pivottable Tools & Formatting
• Understanding The Pivottable
Field List
• Using The Field List
• Setting Field List Options • Setting Pivottable Options
• Using Classing Pivottable Layout • Formatting Pivottables
• Using The Pivottable Ribbons • Applying Pivottable Styles
• Creating Custom Pivottable Styles
• Formatting Value Cells
• Setting Report Layout
• Changing Other Formatting
• Applying Formatting To A
Pivottable Report
131
 Understanding & Using The
Pivottable Field List
• When you create a pivot table, and select a
cell in it, by default, a pivot table field list
should appear, at the right of the Excel
window. You can use the field list to select
fields for the pivot table layout, and to move
fields to a specific area in the layout.
To see the PivotTable Field List: , Click any cell in
the pivot table layout.
• The PivotTable Field List pane should appear
at the right of the Excel window, when a pivot
cell is selected.
• If the PivotTable Field List pane does not
appear click the Analyze tab on the Excel
Ribbon, and then click the Field List
command.

132
Setting Field List
Options
By default, the field list shows a list of
the fields at the top, and the four pivot
table areas in a square at the bottom.
You can change that layout, by using a
command on the field list.
To change the layout:
• In the field list, click the arrow for
Tools, near the top right Which layout to select:
• The default layout is at the top of the ■ The Fields Section and Areas Section Stacked layout is best if the
list -- Fields Section and Areas pivot table has long field names, or a short list of fields
Section Stacked
■ The Fields Section and Areas Section Side-by-Side layout is better
• Select one of the other layouts, such when field names are short, or there is a long list of fields.
as Fields Section and Areas Section ■ I don't use the other layouts -- Fields Section Only, Areas Section
Side-by-Side Only (2 by 2), Area Section Only (1 by 4)
133
Adjust the Field List Width
To adjust the width of the
field list:
• Point to the border
between the field list and
the worksheet
• When the pointer changes
to a two-headed arrow,
drag left or right, to make
the field list wider or
narrower

134
Move the Field List
The field list can be locked in place at the
right or left of the worksheet, or it can
float over the worksheet.
To move the field list:
• Point to the Title area of the field list
• When the pointer changes to a four-
headed arrow, drag the field list to a
new position
To lock the floating field list into its
previous position:
• Point to the Title area of the field list
• When the pointer changes to an arrow,
double-click, to lock the field list at the
side of the worksheet.
• It will go to the side where it was last
locked.
135
 Move a Pivot Field in Excel

• Drag a field
button from one
area in the Field
List to another.
For example,
drag the Region
field from the
Row Labels area
to the Column
Labels area.

136
Sort the Field List

The fields in the field list can be sorted alphabetically, or in the same order
that the fields are arranged in the source data.
To sort the fields in Excel :
• Click the Tools arrow, at the top right of the Field List
• In the Sort options, click Sort A to Z or click Sort in Data Source Order
137
Change the Value Field Name
To change a single heading, follow these steps.
1. Select the heading cell in the Pivot Table.
2. Type a new heading that is different from the field name in the source data
(TIP: Add a space at the beginning or end of the field name, to make it
slightly different).
3. Press the Enter key, to complete the renaming.
Or, if you have multiple value fields in the pivot table:
1. Select all the captions
2. Press Ctrl + H to open the Replace Window
3. In the Find What box, type "Sum of" (do not add a space at the end)
4. Leave the Replace With box empty
5. Click Replace All.

138
Formatting Pivottables

139
INTERACTIVE
DASHBOARD
IN EXCEL
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Microsoft Excel 2010 /2013 / 2016 /2019/
Office 365
Prepared by :
Pn Shabenah Mohd
011-27756785

For more tips and trick : visit –

www.facebook.com/beeyna.learning
Email : [email protected]

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