PM2 - Management Reporting – IT Office Tools (MS Excel)

Chapter - 11
Using PivotTables and Pivot Charts:
Create a PivotTable:
PivotTable is one of the best Data Analyzing tool available in excel. You can quickly
summarize your data. It is essential data your data should be standardize before using
PivotTable. Standardization means same type of data in one column. You can also use Table
as source of your PivotTable data.

In order to create a PivotTable follow the below steps:

1. Select a cell in a data range.

Other Ways to Create a PivotTable: Select a cell in a table, click the Design tab
on the Ribbon, and click the Summarize with Pivot button in the Tools group.

2. Click the Insert tab on the Ribbon and click the PivotTable button in the Tables group.

The Create PivotTable dialog box appears and a moving dashed line appears around the
data range that Excel will use for the PivotTable.

Tip: The data range doesn’t have to be in the current workbook. Select the Use an
external data source option to select data outside the workbook.

3. If necessary, select the data range to analyze, including column labels.

Next decide to display the PivotTable in a new worksheet or one that already exists in the
workbook.

4. Select where to place the PivotTable report.

Choose a new or existing worksheet.

Tip: If selecting an Existing Worksheet, click the Collapse Dialog button and select the
worksheet and upper-left cell of the range where to put the PivotTable.

5. Click OK.
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The Excel window changes to display the structure for a new PivotTable, along with the
PivotTable Field List task pane. No data has been pulled into the PivotTable yet—use the
task pane to tell Excel how to lay out the PivotTable.

Tips:

 Change how the PivotTable Field List task pane looks. Click the button arrow near the top
right corner of the task pane and select a layout option.

Analyze PivotTable Data:

Once the PivotTable is created, specify the data to analyze.
Simply select the fields to display in the PivotTable Field List, then adjust the layout by
dragging them between the desired report areas at the bottom of the task pane. It’s
difficult to understand how to do this unless it’s tried—so time to get started.

Add fields:

1. Click the check boxes next to the fields to use as data in the PivotTable.

By default, nonnumeric fields are added to the Row Labels area, numeric fields are added
to the Values area, and OLAP date and time hierarchies are added to the Column Labels
area. However, the fields can be rearranged to other areas.

Other Ways to Add Fields:

Right-click a field name and select the layout area to which to add the field. Or, click and
drag a field name into a layout section.

Rearrange fields:

1. Click and drag fields between the areas in the task pane to reposition the PivotTable layout.

The data and layout of the PivotTable change accordingly.

Tips:

 Drag a field between the Row Labels and Column Labels boxes to change the orientation of
the PivotTable.

Change PivotTable labels by typing a new label.

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Changing a PivotTable’s Calculation:

Besides adjusting the layout of a PivotTable data, it’s also possible to change how a
PivotTable summarizes values. For example, a PivotTable may need to display averages
instead of totals.

1. Make sure the cell pointer is located in the PivotTable.

To change the calculation in a PivotTable, change the value field settings.

2. Under PivotTable Tools on the Ribbon, click the Analyze tab and click the Field

Settings button in the Active Field group.

The Value Field Settings dialog box appears, displaying the “Summarize by” tab. Select
calculation options including Sum, Count, Average, or Max, among others.

3. Select the type of calculation to use to summarize the value data from the list.

4. Click OK.

The summarized value data in the PivotTable changes to using the new calculation.

Filtering and Sorting a PivotTable:

Much like with basic data ranges and tables in Excel, it’s possible to filter and sort data in a
PivotTable.

Filter a PivotTable:

1. Select a cell in the PivotTable.

The Analyze and Design tabs appear under PivotTable Tools on the Ribbon.

2. Click the filter button for a row or column label.

A list sorting and filtering options appears. The bottom area of the list displays criteria by
which it can filter.

Other Ways to Select Filter Criteria: Click the Search box in the filter list and type
the criteria by which to filter. The list displays criteria that match the search.
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3. At the bottom of the list, click the check boxes next to the fields to filter out to uncheck
them.

Fields with checkmarks next to them will remain, while those without checkmarks will be
filtered out.

4. Click OK.

The PivotTable is updated.

Other Ways to Filter a PivotTable: Drag a field into the Report Filter area of the
PivotTable Field List task pane. Click the field’s filter button above the PivotTable and
select what to filter by. Or, click a filter button, point to Label Filters or Values Filters,

and select a filtering option.

Sort a PivotTable:

1. Select a cell in the PivotTable.

The Analyze and Design tabs appear under PivotTable Tools on the Ribbon.

2. Click a filter button.

Here are sort options at the top of the list, along with the filter options toward the bottom.

3. Select a sort option.

Working with PivotTable Layout:

There are several options for altering the layout of the PivotTable and the PivotTable Field
List task pane.

Adjust PivotTable Field List layout:

Change the layout of the PivotTable Field List makes it easier to work with. For example,
display only the fields section if there is a long list of fields to choose from. Or, if setting up
the PivotTable is complete, display only the area section.

1. Select a cell in the PivotTable.

The PivotTable Field List task pane appears.

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2. Click the Tools button at the top of the PivotTable Field List task pane and select a layout
option.

Choose to display only the fields section, only the report areas section, or both sections in
different arrangements

Show/Hide PivotTable elements:

Change which elements are displayed in the PivotTable.

1. Select a cell in the PivotTable.

2. Under PivotTable Tools on the Ribbon, click the Analyze tab.

The Show group contains three buttons. By default, they are all shown in the PivotTable.

 Field List: Show or hide the PivotTable Field List task pane.

 +/- Buttons: Show or hide the +/- buttons that allow multi-level PivotTable items to

expand or collapse.  Field Headers: Show or hide column and row field headers.

3. Click the button to use in the Show group.

Tip: If the button is an orange color, the element is displayed in the PivotTable. If the
button is not orange, the element is hidden.

Layout group on the Design tab:

The Layout group on the Design tab allows change to be made to which elements appear
on the PivotTable.

1. Select a cell in the PivotTable.

2. Under PivotTable Tools on the Ribbon, click the Design tab.

Here is the Layout group. It contains four buttons:

• Subtotals: Click to show or hide subtotals, and to specify where to show them.
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• Grand Totals: Click to show or hide grand totals, and to specify whether they appear for
rows, columns, or both.

• Report Layout: Show the PivotTable in compact, outline, or tabular form.

• Blank Rows: insert or remove a blank line between each grouped item in the PivotTable.

3. Click the button to use in the Layout group.

A list of options appears, depending on the button that was selected.

4. Select an option from the list.

The PivotTable layout is changed accordingly.

Grouping PivotTable Items:

Group PivotTable data in order to set it apart additional subsets of data. Group most items,
but dates are a common item to group. For example, group the information in the
PivotTable by days, months, quarters, or years.

Group dates or times:

1. Select the date or time field in the PivotTable.

To select the field, click the name of the field in the PivotTable, such as the row or column
header.

2. Under PivotTable Tools on the Ribbon, click the Analyze tab and click the Group Field

button in the Group group.

The Grouping dialog box appears.

3. Specify the starting and ending dates to group and the interval to group by.

By default, the starting and ending dates are the first and last dates in the PivotTable.

4. Click OK.

The grouping is applied to the PivotTable report.

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Tip: To group dates by weeks, select Days in the By area of the Grouping dialog box and
enter 7 in the Number of days box.

Group numeric items

1. Select the numeric field in the PivotTable that contains the data to group by.

2. Under PivotTable Tools on the Ribbon, click the Analyze tab and click the Group Field
button in the Group group.

The Grouping dialog box appears.

3. Specify the starting and ending values to group and the interval to group by, and then click
OK.

Group other selected items:

Another option is to group items that are not dates or numeric data, such as labels.
1. Select the items in the PivotTable to group.

2. Under PivotTable Tools on the Ribbon, click the Analyze tab and click the Group

Selection button in the Group group.

The items are grouped and collapse buttons appear to collapse or expand the group of
data, if desired.

Tip: Use this method to group specific items in a field.

Ungroup items:

1. Select the items in the PivotTable to ungroup.

2. Under PivotTable Tools on the Ribbon, click the Analyze tab and click the Ungroup
button in the Group group.

The items are ungrouped.

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Updating a PivotTable:
If making changes to the source data a PivotTable is based on, the PivotTable isn’t
automatically updated. Instead, manually refresh the PivotTable anytime its underlying
source data is changed. This lesson explains how to do that, as well as how to change the
source of the data the PivotTable is based on.

Refresh PivotTable data:

If changes are made to the data that the PivotTable pulls from, refresh the PivotTable to
update it.

1. Select a cell in the PivotTable.

The PivotTable Tools are displayed on the Ribbon.

2. Under PivotTable Tools on the Ribbon, click the Analyze tab and click the Refresh
button in the Data group.

The PivotTable updates to include any changes to the source data.

Change PivotTable data source:

It’s easy to change which data is used by the PivotTable.

1. Select a cell in the PivotTable.

The PivotTable Tools are displayed on the Ribbon

2. Under PivotTable Tools on the Ribbon, click the Analyze tab and click the Change Data

Source button in the Data group.

The Change PivotTable Data Source dialog box appears, along with the current data
source—which has a moving dotted line around it.

3. Select a new data range.

4. Click OK.

The PivotTable updates with the data from the new source range.
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Formatting a PivotTable:
Quickly format a PivotTable with Excel’s built-in styles and style options.

Apply a built-in style:

1. Select a cell in the PivotTable.

The PivotTable Tools tab is displayed on the Ribbon.

2. Click the Design tab and select a style in the PivotTable Styles group.

The PivotTable is formatted with the style selected.

Tip: Click the More button in the PivotTable Styles group to display an expanded
PivotTable Styles gallery.

Work with style options:

Besides applying a style to the table, select PivotTable style options that make it possible
to adjust the format for a part of a PivotTable. For example, apply special formatting to
row headers or make the columns banded.
1. Select a cell in the PivotTable.
The PivotTable Tools are displayed on the Ribbon.
2. Click the Design tab and select an option in the PivotTable Style Options group.

Here is a brief description of the style options to select from in the PivotTable Style
Options group:
• Row/Column Headers: Displays special formatting for the first row or column of
the PivotTable.

• Banded Rows/Columns: Applies different formatting to alternate rows or columns.

Tips:

 Besides using the formatting options on the Design tab, format a PivotTable using general
formatting commands found on the Home tab.
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Present Data with Pivot Charts:

A PivotChart is similar to an ordinary chart created in
Excel, except that it plots a PivotTable’s information. Like PivotTable reports, Pivot Charts
are dynamic, which means a PivotChart’s structure can be changed.
Select a cell in the PivotTable. The PivotTable Tools are displayed on the Ribbon.
1. Under PivotTable Tools on the Ribbon, click the Analyze tab and click the PivotChart

button in the Tools group.

The Insert Chart dialog box appears, displaying different types of charts.
2. Select the type of chart to use and click OK.

The chart appears in the worksheet with the PivotTable.

Tip: Click and drag the PivotChart’s border to move the chart around in the worksheet.
3. Modify the chart using the PivotChart Filter Pane and the PivotTable Tools.
Tips:
If modifying the PivotTable, the PivotChart will change also.

Creating a standalone PivotChart:

When you create a PivotChart, you no longer need to associate it with a PivotTable, you
can make one that stands by itself.

1. Select a data range.

2. Click the Insert tab and the Ribbon, and from the Charts group, click PivotChart.

3. The Create PivotChart window appears. Under the Choose the data that you want to
analyze heading, check Select a table or range.

Tip: If you have data outside of the worksheet that you want to use, check Use an
External Data Source and choose your connection.

4. Click New Worksheet or Existing Worksheet depending on where you want your

chart inserted.

5. Click OK.
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Your chart is inserted into your worksheet.

Filter Data by Using Timelines and Slicers:

Using Timelines:
Timelines are a special kind of filter that let you see data for a specific time period.

Insert a Timeline:
1. Click any cell inside the PivotTable.

2. Click the Analyze tab on the ribbon.

3. Click the Insert Timeline button.

4. Select the date field you want to use the timeline.

5. Click OK.
The timeline appears on top of your PivotTable.
6. Select the time span you want to view.
Tip: Hold down the Shift key to select multiple months.

Clear or Remove a Timeline:

If you want to see all the PivotTable data again, clear or remove the timeline.

1. Click the Clear Filter button.

The timeline filter is cleared from the PivotTable, showing all the data once again.
To remove the timeline entirely…
2. Right-click the timeline.
3. Select Remove Timeline.

Shortcut: Select the timeline and press Delete.

Using Slicers:
Slicers have been added in Excel to provide an easy way to filter PivotTable data. Slicers
label the filters applied, with details, so it’s easy to understand the data that is displayed
and filtered in the PivotTable report.
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with- PivotTables
Management Reporting – IT Office Tools (MS Excel)

Create a PivotTable Slicer:

Here’s how to create a slicer in an existing PivotTable.

1. Click the PivotTable report to select it.

The PivotTable Tools contextual tabs appear on the Ribbon.

2. Click the Analyze tab under PivotTable Tools on the Ribbon and click the Insert Slicer

button in the Filter group.

The Insert Slicers dialog box appears. All the fields in the PivotTable are listed here; decide
which fields to filter by in the PivotTable.

3. Click the check box of the PivotTable fields by which to filter.

Keep in mind that a separate slicer is designated for each field selected.

4. Click OK.

The slicer(s) appear above the PivotTable. Move a slicer to another location on the
worksheet, and resize it as needed.

Filter data using a slicer:

After a slicer is created, it appears on the worksheet alongside the PivotTable, in a layered
display if there is more than one slicer.

1. Click a button in a slicer. Press and hold the <Ctrl> key to select multiple buttons.

The button is selected, and the PivotTable data is filtered accordingly.

Tip: Simply click the button again to stop filtering out the selected data.

Format a slicer:
Change the appearance of a slicer to match the color scheme of the PivotTable.

1. Click the slicer to format.

The Slicer Tools tab appears on the Ribbon.
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Working with PivotTables
2. Click the Options tab under Slicer Tools on the Ribbon and select the style
desired in the Slicer Styles group.

The style is applied to the slicer.

Tip: Click the More button in the Slicer Styles group to

view more styles.

Delete a slicer:
To no longer filter PivotTable data, remove the slicer
completely.

1. Click the slicer and press <Delete>.

The slicer no longer appears in the worksheet.

Other Ways to Delete a Slicer:

Right-click the slicer, and then select Remove <Name of

slicer> from the contextual menu.

Sharing Slicers between PivotTables:

If working with a workbook that has several different PivotTables, it’s a good idea to apply
the same filter to other PivotTables. This lesson shows how to share slicers between
PivotTables in a workbook.

Apply a slicer to another PivotTable:

To use a slicer in another PivotTable, make the slicer available to that PivotTable.

1. Click the slicer to share in another PivotTable.

The Slicer Tools tab appears on the Ribbon.

2. Click the Options tab under Slicer Tools on the Ribbon and click the Report

Connections button in the Slicer group.

The Report Connections dialog box appears. Other PivotTables to share the slicer with are
listed.
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3. Click the check boxes of the PivotTables to make the slicer available.

4. Click OK.

The slicer is now applied to the selected PivotTables.