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22 How To Create A Pivot Table Report in Excel

The document describes how to create a 160-page pivot table report in Excel from a data table containing information on over 63,000 music files. It outlines the steps to insert a pivot table, drag fields to rows and values areas, format columns, switch to outline view, add slicers, and collapse/expand fields. The process takes 5-7 minutes and generates a report organized by genre, artist, and album with metrics like track size, duration, and file counts.

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majestyvayoh
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36 views2 pages

22 How To Create A Pivot Table Report in Excel

The document describes how to create a 160-page pivot table report in Excel from a data table containing information on over 63,000 music files. It outlines the steps to insert a pivot table, drag fields to rows and values areas, format columns, switch to outline view, add slicers, and collapse/expand fields. The process takes 5-7 minutes and generates a report organized by genre, artist, and album with metrics like track size, duration, and file counts.

Uploaded by

majestyvayoh
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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How to create a pivot table report in Excel

You can convert a huge table of data into an attractively printed report using a pivot table. The following figure shows a small
portion of a pivot table. This pivot table is created from a data table that has 63530 number of rows of data. This data is about my
digital music collection, and each row contains information about a music file: the genre, the artist name, the track name, the album
name, the duration, and the file size.

Part of a more or less 160-page pivot table report.

The pivot table report created from this data is more or less 160 pages long, and it took about five-seven minutes to set up this pivot
table.

Here’s a quick process step of how I created this report:

• I have selected a cell in the data table and chosen Insert ➪ Tables ➪ PivotTable. The Create PivotTable dialog box has
appeared.
• I clicked OK to accept the default settings.
• In the new worksheet, I used the PivotTable Fields task pane and dragged the Genre, Artist, and Album fields to the
Rows area.
• I dragged the Title, Size, and Duration fields to the Values area.
• I used the Value Field Settings dialog box to summarize Size as Sum, and Duration as Sum.
• I wanted to display Size column in megabytes (not kilobytes). So I formatted the column using this custom number
format: ###, ###, “MB”;;.

Formatting number format to show kilobytes in megabytes.

• I wanted to display Duration column as hours, minutes, and seconds, so I formatted this column using this custom number
format: [h]:mm:ss;;
• I have edited the column headings. For example, I replaced Sum of Size as Track Size and Sum of
Duration as Duration of track.

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How to create a pivot table report in Excel
• I have chosen Show in Outline Form using this command PivotTable Tools ➪ Design ➪ Layout ➪ Report Layout
➪ Show in Outline Form.
• I turned off the +/- buttons by choosing PivotTable Tools ➪ Analyze ➪ Show ➪ +/– Buttons.
• I applied a built-in style by choosing PivotTable Tools ➪ Design ➪ PivotTable Styles.
• I went into Page Layout view choosing VIEW ➪ Workbook Views ➪ Page Layout and adjusted the column widths so
that the report would fit horizontally on the page.
• I added two Slicers (Genre and Artist) to use this pivot table easily to display specific music types.

Note that you can expand and contract fields. For example, to hide the albums under each artist, select any artist and
choose PivotTable Tools ➪ Analyze ➪ Active Field ➪ Collapse Field. To hide all the artist names (and just display the
genres), select any genre cell and choose PivotTable Tools ➪ Analyze ➪ Active Field ➪ Collapse Field. Use the Expand
Field command to unhide hidden fields.

Download this sample file to practice yourself

music-file.xlsx

Happy Excelling :)

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