LECTURE 10

2020.04.22
TODAY’S TOPIC
1. Pivot Table
1. Creating and Modifying
2. Value Field and Formatting
3. Sorting and Filtering
4. Filtering Report
5. Charts
6. Slicers
1. CREATING AND MODIFYING PIVOT
 CREATING PIVOT TABLE
 Pivot Table is used to create various summaries
in very quick and simple way (with just four
clicks of the mouse).
 To create Pivot table
 put your data in a table. This is not
required, but it will make your Pivot Table
much more responsive to changes.
 name your table.

 click somewhere in the data.

 click on Pivot table button, located on the far
left of Insert tab.
 Create PivotTable dialog box appears.
 type or choose table/range name

 decide either pivot goes on a new or the

same worksheet
 click OK. And there's placeholder of your 4
Pivot Table.
 CREATING PIVOT TABLE
 You will notice that there are two brand
new ribbon tabs, Pivot Table Tools;
Analyze and Design.
 Let’s design the Pivot Table by using
the Pivot Table Fields list on the right
hand side.
 Each of the columns from our
original dataset appears as a field.
 If you want to show our total sales by
customer type, find Customer Type and
Total fields and click in the checkbox.
There is your report.
 If you were to add some more data that
had different customer types, all we
need to do is hit the Refresh button and
the Pivot Table will automatically pick
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up those new values and add them to
the Pivot Table.
 MODIFYING PIVOT TABLE
 When you tick a field that contains
text data, it automatically adds
that to the Rows area, and each of
those becomes a row label.
 When you select a field that
contains numeric data, it is
automatically added to the Values
area and summed.
 If you’d like to add a field as a
Column Label rather than a Row
Label, grab the field, click, drag,
and drop it directly into the
Columns area. You can see it's now
added them as a Column Label.
 If you want to get rid of the
selected field, click, drag, and drop
it off the Field area. 6
2. VALUE FIELD AND FORMATTING
 CHANGING VALUE FIELDS
 One of the things that makes pivot
tables so powerful, is the ease with
which they can be changed. And not
just the data, but even how it is
calculated and presented.
 Let’s show the number of orders than
showing the total sales.
 In Excel, pivot tables automatically
sum values.

 To change that
 right click on one of your numeric
values
 choose Summarize Value By from
the context menu, and choose
Count from a number of list 8
functions.
CHANGING VALUE FIELDS
 Instead of seeing the total sales as
discrete values, you might like to
see them as a percentage of grand
total, or column total.
 To do that
 Come to one of your numeric
values and right click.
 Click on Show Values As from
the context menu. You'll see
there's quite a selection you
could choose from.
 Choose percentage of Grand
Total or percentage of Column
Total, for example.
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FORMATTING PIVOTTABLE
 It's possible that we will also wish to format your pivot. For
example, if you want to show values as currency, right click on
one of them, come to Number Format, choose Currency and say
OK.
 There is also a whole selection of tools on the Design tab of your
pivot table tools ribbon which will allow you to format. For
example,
 If you add two or more values to the columns or rows area
you get subtotals. By coming up to my Design tab my ribbon,
come to Subtotals, you can switch them off or you could
choose where you want them to display.
 You can also choose to switch your grand totals on or off.
 By default, the report is in Compact Form, but you can
change it to Outline Form or even Tabular Form.
 You can also add some instant styling to your table, much
like you could with regular tables, by coming to your Pivot
Table Styles.

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3. SORTING AND FILTERING
GROUPING
 Pivots allows you to focus on a subset of the data using the Group, Sort, and
Filter tools. Group Field works well with both dates and numeric amounts if
you need to group them.
 For example, you might want to see your data showing by quarter and year,
and you only have Order Date field.
 To do that
 grab Order Date and drag it and drop it into the Columns region. If
Excel has automatically grouped those dates by year, ungroup them. To
do that,
 click onto one of the year fields

 come up to my Analyze tab

 Click on Ungroup button in the Group Section

 click on one of the dates

 come up your Analyze tab,
 click on Group field in Group Section, and
Grouping dialog box appears.
 choose Quarters and Years 12

 click OK, and you’ll see your data showing by

quarter and year.
GROUPING, SORTING AND FILTERING
 Once you've grouped data, you can also choose to
collapse or expand the group with Collapse or
Expand buttons on the Analyze tab.
 You can also expand or collapse just one of the
values by clicking on the plus or minus button of
the value.
 You will notice that Pivot Tables automatically
sort the data by Row and Column Label. If you
want to change the sort order, you can sort data
into Pivot just like it sort data anywhere else.

 You can filter by Column or Row Label. For

example, come to the Column Labels, click on a
little Auto Filter button, and select or unselect
filter options as you like.
 To clear all filters,
 click somewhere in your Pivot Table, come
up Data tab and click Clear 13

 Click on Clear button in the Pivot Table

tool's Analyze tab.
4. FILTERING REPORT
FILTERING REPORT
 In many situations, you don’t have the field you want to filter in the
PivotTable.
 This is what this last area in the pivot table fields list is for. It's the filters area
and you can add any of your fields to the filters area and add another filter
level to your pivot.
 For example, if you want to see a particular account manager’s data on the
Pivot, click, drag and drop Account Manager field into the filters area.
 If you look above the pivot table, you will see a new row has been added.
 It says Account Manager, all. That means at the moment this data is for all the account
managers.
 If you click the drop down, you see a list of account managers
 If you tick the select multiple items, you can now choose, which managers you want to see
the data for.

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FILTERING REPORT
 Sometimes, rather than constantly changing the same
pivot table, it is a better idea to create multiple pivot
tables that answer different people's.
 For example, let’s look at how you could create a pivot
tables for Anya, Charlie and Connor.
 Come back to our report filter.
 select Anya, Charlie and Connor.
 Click OK. You still only have one report that is
showing you the total values for all three of those
selected account managers.
 come back to the analyze tab
 find the options button and click on the little
dropdown to the right of it.
 click on show report filter pages, and “Show report
filter pages” dialog appears.
 It show all the filters so you can choose, which

one you want to create a report by.

 click OK.

 look at our worksheet tabs, a new worksheet has

been added for each of our selected account 16
managers.
FILTERING REPORT
 If you click on one and try and type
something in, Excel will tell you can’t.
 But what you can use them to do is to drill
down. Double click on the cell, and Excel
gives you a snapshot of all the values that
used to create that value.

 If we come to the analyze tab, on the far

right, you will see a few options that you
may wish to switch on and off.
 If you accidentally close field list, you can get
it back just by clicking Field List.
 You can also hide your collapse (minus)
expand (plus) buttons. This means I can no
longer filter my table but it does make for a
more attractive report. 17
 You can hide row or column labels by clicking
Field Headers.
5. CHART
CHARTS
 To create a pivot chart,
 click somewhere in the pivot table.
 Come up to Analyze tab, and in the tools group,
click pivot chart.
 “Insert Chart” dialog box appears.
 select your chart type.

 Click OK or Press enter.

 You can move and resize the chart, just like I would a
normal chart.
 With your chart selected, you will notice your ribbon
has three tabs specific to pivot charts; Format, Design
and Analyze. The Analyze is specific to pivot charts.

 The one big difference is that pivot charts always

represent the pivot table. If you change the pivot
table, my chart will change and vice versa.
 If you delete one row by filtering Row Labels on
the pivot table, it has also been removed from the
pivot chart. 19
 If you have a look at the legend of the chart, you
have a filter button. You can clear the filter there,
and the pivot table will be changed as well.
6. SLICER
SLICERS
 Slicers are just another way of filtering
data but they are incredibly easy to use.

 To add a slicer
 click in the pivot table or pivot chart
that you want to filter
 come up to a pivot table tools Analyze
tab or your chart Analyze tab
 click Insert Slicer in the filter group
 “Insert Slicers” dialog box appears
 You can add as many slicers as you

have fields in your data.

 click okay.

 slicers will be added to your worksheet

 With one of your slicers still selected, have 21
a look in your ribbon and you'll see a Slicer
Tools ribbon
SLICERS
 Now to move a slice is much like moving a
chart. It's just a click and drag.
 On the right hand side of Slicer tab are a
whole selection of tools just for organizing
and resizing them.
 Size
 Align: If you want to space them evenly, click
on Distribute Horizontally or Vertically.

 Also available on the slicer tools styles.

 If you want to filter, just click on desired

value of the Slicer, it is now filtered both
table and chart.
 To clear that filter, come to the top right
hand corner of the slicer and click the Clear 22
Filter button.
SLICERS
 You can connect slicers to multiple pivots.
 To do that
 Select the slicer you want to connect
 come up to your Slicer Options
 come to Report Connections
 “Report Connections” dialog box appears
 select the pivot table

 click OK

 By using a combination of pivot tables, pivot charts and slicers, you

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can create very powerful and interactive visual reports and
dashboards.