INFORMATION TECHNOLOGY

SHRI RAM GROUP OF

COLLEGE 🎓
S

Shashank

MBA 2ND Semester

GCMB22081
what is a Pivot Table in Excel?
An Excel Pivot Table is a tool to explore and summarize large amounts of data, analyzing related
totals and present summary reports designed to:

 Present large amounts of data in a user-friendly way.

 Summarize data by categories and subcategories.
 Filter, group, sort and conditionally format different subsets of data so that you can
focus on the most relevant information.
 Rotate rows to columns or columns to rows (which is called "pivoting") to view different
summaries of the source data.
 Subtotal and aggregate numeric data in the spreadsheet.
 Expand or collapse the levels of data and drill down to see the details behind any total.
 Present concise and attractive online of your data or printed reports .

For example, you may have hundreds of entries in your worksheet with sales figures of local
resellers:

One possible way to sum this long list of numbers by one or several conditions is to use
formulas as demonstrated in SUMIF and SUMIFS tutorials. However, if you want to compare
several facts about each figure, using a Pivot Table is a far more efficient way. In just a few
mouse clicks, you can get a resilient and easily customizable summary table that totals the
numbers by any field you

The screenshots above demonstrate just a few of many possible layouts. And the steps below
show how you can quickly create your own Pivot Table in all versions of Excel.

How to make a Pivot Table in Excel

Many people think that creating a Pivot Table is burdensome and time-consuming. But this is not
true! Microsoft has been refining the technology for many years, and in the modern versions of
Excel, the summary reports are user-friendly are incredibly fast. In fact, you can build your own
summary table in just a couple of minutes. And here's how:

Organize your source data

Before creating a summary report, organize your data into rows and columns, and
then convert your data range in to an Excel Table. To do this, select all of the data,
go to the Insert tab and click Table.

Using an Excel Table for the source data gives you a very nice benefit - your data
range becomes "dynamic". In this context, a dynamic range means that your table
will automatically expand and shrink as you add or remove entries, so won't have to
worry that your Pivot Table is missing the latest data.

Useful tips:
  Add unique, meaningful headings to your columns, they will turn into the field names
later.
 Make sure your source table contains no blank rows or columns, and no subtotals.
 To make it easier to maintain your table, you can name your source table by
switching to the Design tab and typing the name in the Table Name box the upper
right corner of your worksheet.

2. Create a Pivot Table

Select any cell in the source data table, and then go to the Insert tab > Tables group
> PivotTable.

This will open the Create PivotTable window. Make sure the correct table or range of
cells is highlighted in the Table/Range field. Then choose the target location for your
Excel Pivot Table:

 Selecting New Worksheet will place a table in a new worksheet starting at

cell A1.
 Selecting Existing Worksheet will place your table at the specified location in
an existing worksheet. In the Location box, click the Collapse Dialog
button to choose the first cell where you want to position your table.
Clicking OK creates a blank Pivot Table in the target location, which will look similar to this:

Useful tips:

 In most cases, it makse sense to place a Pivot Table in a separate worksheet, this is
especially recommended for beginners.
 If you are creating a Pivot Table from the data in another worksheet or workbook,
include the workbook and worksheet names using the following syntax
[workbook_name]sheet_name!range, for example, [Book1.xlsx]Sheet1!$A$1:$E$20.
Alternatively, you can click the Collapse Dialog button and select a table or range of
cells in another workbook using the mouse.
 It might be useful to create a Pivot Table and Pivot Chart at the same time. To do this,
in Excel 2013 and higher, go to the Insert tab > Charts group, click the arrow below
the PivotChart button, and then click PivotChart & PivotTable. In Excel 2010 and 2007,
click the arrow below PivotTable, and then click PivotChart.

3. Arrange the layout of your Pivot Table report

The area where you work with the fields of your summary report is called PivotTable
Field List. It is located in the right-hand part of the worksheet and divided into the
header and body sections:

 The Field Section contains the names of the fields that you can add to your table.
The filed names correspond to the column names of your source table.
  The Layout Section contains the Report Filter area, Column Labels, Row
Labels area, and the Values area. Here you can arrange and re-arrange the fields of
your table.

The changes that you make in the PivotTable Field List are immediately reflected to
your table.

How to add a field to Pivot Table

To add a field to the Layout section, select the check box next to the field name in
the Field section.
By default, Microsoft Excel adds the fields to the Layout section in the following way:

 Non-numeric fields are added to the Row Labels area;

 Numeric fields are added to the Values area;
 Online Analytical Processing (OLAP) date and time hierarchies are added to
the Column Labels area.

How to remove a field from a Pivot Table

To delete a certain field, you can either:

 Uncheck the box nest to the field's name in the Field section of the PivotTable pane.
 Right-click on the field in your Pivot Table, and then click "Remove Field_Name".

How to arrange Pivot Table fields

You can arrange the fields in

the Layout section in three ways:

1. Drag and drop fields between the 4 areas of

the Layout section using the mouse. Alternatively,
click and hold the field name in the Field section,
and then drag it to an area in the Layout section -
this will remove the field from the current area in
the Layout section and place it in the new area.

Right-click the field name in the Field section, and

then select the area where you want to add it:
Click on the filed in the Layout section to select it. This will also display the options available for
that particular field.

Choose the function for the Values field (optional)

By default, Microsoft Excel uses the Sum function for numeric value fields that you
place in the Values area of the Field List. When you place non-numeric data (text,
date, or Boolean) or blank values in the Values area, the Count function is applied.

But of course, you can choose a different summary function if you want to. In Excel
2013 and higher, right-click the value field you want to change, click Summarize
Values By, and choose the summary function you want.

In Excel 2010 and lower, the Summarize Values By option is also available on the
ribbon - on the Options tab, in the Calculations group.

Below you can see an example of the Pivot Table with the Average function:

The functions' names are mostly self-explanatory:

 Sum - calculates the sum of the values.

 Count - counts the number of non-empty values (works as the COUNTA
function).
 Average - calculates the average of the values.
 Max - finds the largest value.
 Min - finds the smallest value.
 Product - calculates the product of the values.
To get more specific functions, click Summarize Values By > More Options… You
can find the full list of available summary functions and their detailed
descriptions here.

5. Show different calculations in value fields (optional)

Excel Pivot Tables provide one more useful feature that enables you to present
values in different ways, for example show totals as percentage or rank
values from smallest to largest and vice versa. The full list of calculation options is
available here.

This feature is called Show Values As and it's accessible by right-clicking the field in
the table in Excel 2013 and higher. In Excel 2010 and lower, you can also find this
option on the Options tab, in the Calculations group.

Tip. The Show Values As feature may prove especially useful if you add the same
field more than once and show, for example, total sales and sales as a percent of
total at the same time. See an example of such a table.
This is how you create Pivot Tables in Excel. And now it's time for you to experiment
with the fields a bit to choose the layout best suited for your data set.

Working with PivotTable Field List

The Pivot Table pane, which is formally called PivotTable Field List, is the main tool
that you use to arrange your summary table exactly the way you want. To make your
work with the fields more comfortable, you may want to customize the pane to your
liking.

Changing the Field List view

If you want to change how the sections are displayed in the Field List, click
the Tools button, and choose your preferred layout.

You can also resize the pane horizontally by dragging the bar (splitter) that
separates the pane from the worksheet.
Closing and opening the PivotTable pane

Closing the PivotTableField List is as easy as clicking the Close button (X) in the top
right corner of the pane.Making it to show up again is not so obvious :)

To display the Field List again, right-click anywhere in the table, and then
select Show Field List from the context menu.

You can also click the Field List button on the Ribbon, which resides on the Analyze /
Options tab, in the Show group.
Using Recommended PivotTables

As you have just seen, creating a Pivot Table in Excel is easy. However, the modern
versions of Excel take even a step further and make it possible to automatically
make a report most suited for your source data. All you have to do is 4 mouse clicks:

1. Click any cell in your source range of cells or table.

2. On the Insert tab, click Recommended PivotTables. Microsoft Excel will
immediately display a few layouts, based on your data.
3. In the Recommended PivotTables dialog box, click a layout to see its preview.
4. If you are happy with the preview, click the OK button, and get a Pivot Table
added to a new worksheet.

As you see in the screenshot above, Excel was able to suggest just a couple of basic
layouts for my source data, which are far inferior to the Pivot Tables we created
manually a moment ago. Of course, this is only my opinion and I am biased, you
know : )

Overall, using the Recommended PivotTable is a quick way to get started, especially
when you have a lot of data and are not sure where to start.

How to use Pivot Table in Excel

Now that you know the basics, you can navigate to the Analyze and Design tabs of
the PivotTable Tools in Excel 2013 and higher, (Options and Design tabs in Excel
2010 and 2007) to explore the groups and options provided there. These tabs
become available as soon as you click anywhere within your table.

How to design and improve Pivot Table

Once you have created a Pivot Table based on your source data, you may want to
refine it further to make powerful data analysis.

To improve the table's design, head over to the Design tab where you will find plenty
of pre-defined styles. To create your own style, click the More button in
the PivotTable Styles gallery, and then click "New PivotTable Style...".

To customize the layout of a certain field, click on that field, then click the Field
Settings button on the Analyze tab in Excel 2013 and higher (Options tab in Excel
2010 and 2007). Alternatively, you can right click the field and choose Field
Settings from the context menu.

The screenshot below demonstrate a new design and layout for our Pivot Table in
Excel 2013
How to get rid of "Row Labels" and "Column Labels" headings

When you are creating a Pivot Table, Excel applies the Compact layout by default.
This layout displays "Row Labels" and "Column Labels" as the table headings.
Agree, these aren't very meaningful headings, especially for novices.

An easy way to get rid of these ridiculous headings is to switch from the Compact
layout to Outline or Tabular. To do this, go to the Design ribbon tab, click the Report
Layout dropdown, and choose Show in Outline Form or Show in Tabular Form.
This will display the actual field names, as you see in the table on the right, which makes much
more sense.

Another solution is to go to the Analyze (Options) tab, click the Options button,
switch to the Display tab and uncheck the "Display Field Captions and Filter
Dropdowns" box. However, this will remove all field captions as well as filter
dropdowns in your table.

How to refresh a Pivot Table in Excel

Although a Pivot Table report is connected to your source data, you might be
surprised to know that Excel does not refresh it automatically. You can get any data
updates by performing a refresh operation manually, or have it refresh automatically
when you open the workbook.

Refresh the Pivot Table data manually

1. Click anywhere in your table.

2. On the Analyze tab (Options tab in earlier versions), in the Data group, click
the Refresh button, or press ALT+F5.
 Alternatively, you can right-click the table, and choose Refresh from the
context menu.

To refresh all Pivot Tables in your workbook, click the Refresh button arrow, and
then click Refresh All.

Note. If the format of your Pivot Table gets changed after refreshing, make sure the
"Autofit column width on update" and "Preserve cell formatting on update" options
are selected. To check this, click the Analyze (Options) tab > PivotTable group
> Options button. In the PivotTable Options dialog box, switch to the Layout &
Format tab and you will find these check boxes there.

After starting a refresh, you can review the status or cancel it if you've changed
your mind. Just click on the Refresh button arrow, and then click either Refresh
Status or Cancel Refresh.

Refreshing a Pivot Table automatically when opening the workbook

1. On the Analyze / Options tab, in the PivotTable group, click Options > Options.
2. In the PivotTable Options dialog box, go to the Data tab, and select the Refresh
data when opening the file check box.
How to move a Pivot Table to a new location
If you want to move your table to a new workbook, worksheet are some other area in
the current sheet, head over to the Analyze tab (Options tab in Excel 2010 and
earlier) and click the Move PivotTable button in the Actions group. Select a new
destination and click OK.
How to delete an Excel Pivot Table
If you no longer need a certain summary report, you can delete it in a number of
ways.

 If your table resides in a separate worksheet, simply delete that sheet.

 If your table is located along with some other data on a sheet, select the entire
Pivot Table using the mouse and press the Delete key.
 Click anywhere in the Pivot Table that you want to delete, go to
the Analyze tab (Options tab in Excel 2010 and earlier) > Actions group, click
the little arrow below the Select button, choose Entire PivotTable, and then
press Delete.
Excel Charts - Types
Excel provides you different types of charts that suit your purpose. Based on the type of data,
you can create a chart. You can also change the chart type later.
Excel offers the following major chart types −

 Column Chart
 Line Chart
 Pie Chart
 Doughnut Chart
 Bar Chart
 Area Chart
 XY (Scatter) Chart
 Bubble Chart
 Stock Chart
 Surface Chart
 Radar Chart
 Combo Chart
Each of these chart types have sub-types. In this chapter, you will have an overview of the
different chart types and get to know the sub-types for each chart type.

Column Chart
A Column Chart typically displays the categories along the horizontal (category) axis and
values along the vertical (value) axis. To create a column chart, arrange the data in columns or
rows on the worksheet.
A column chart has the following sub-types −

 Clustered Column.
 Stacked Column.
 100% Stacked Column.
 3-D Clustered Column.
 3-D Stacked Column.
 3-D 100% Stacked Column.
 3-D Column.
Line Chart
Line charts can show continuous data over time on an evenly scaled Axis. Therefore, they are
ideal for showing trends in data at equal intervals, such as months, quarters or years.
In a Line chart −

 Category data is distributed evenly along the horizontal axis.

 Value data is distributed evenly along the vertical axis.
To create a Line chart, arrange the data in columns or rows on the worksheet.
A Line chart has the following sub-types −

 Line
 Stacked Line
 100% Stacked Line
 Line with Markers
 Stacked Line with Markers
 100% Stacked Line with Markers
 3-D Line
Pie Chart
Pie charts show the size of items in one data series, proportional to the sum of the items. The
data points in a pie chart are shown as a percentage of the whole pie. To create a Pie Chart,
arrange the data in one column or row on the worksheet.
A Pie Chart has the following sub-types −

 Pie
 3-D Pie
 Pie of Pie
 Bar of Pie
Doughnut Chart
A Doughnut chart shows the relationship of parts to a whole. It is similar to a Pie Chart with
the only difference that a Doughnut Chart can contain more than one data series, whereas, a
Pie Chart can contain only one data series.
A Doughnut Chart contains rings and each ring representing one data series. To create a
Doughnut Chart, arrange the data in columns or rows on a worksheet.

Bar Chart
Bar Charts illustrate comparisons among individual items. In a Bar Chart, the categories are
organized along the vertical axis and the values are organized along the horizontal axis. To
create a Bar Chart, arrange the data in columns or rows on the Worksheet.
A Bar Chart has the following sub-types −

 Clustered Bar
 Stacked Bar
 100% Stacked Bar
 3-D Clustered Bar
 3-D Stacked Bar
 3-D 100% Stacked Bar
Area Chart
Area Charts can be used to plot the change over time and draw attention to the total value across
a trend. By showing the sum of the plotted values, an area chart also shows the relationship of
parts to a whole. To create an Area Chart, arrange the data in columns or rows on the worksheet.
An Area Chart has the following sub-types −

 Area
 Stacked Area
 100% Stacked Area
 3-D Area
 3-D Stacked Area
 3-D 100% Stacked Area
XY (Scatter) Chart
XY (Scatter) charts are typically used for showing and comparing numeric values, like
scientific, statistical, and engineering data.
A Scatter chart has two Value Axes −

 Horizontal (x) Value Axis

 Vertical (y) Value Axis
It combines x and y values into single data points and displays them in irregular intervals, or
clusters. To create a Scatter chart, arrange the data in columns and rows on the worksheet.
Place the x values in one row or column, and then enter the corresponding y values in the
adjacent rows or columns.
Consider using a Scatter chart when −
 You want to change the scale of the horizontal axis.
 You want to make that axis a logarithmic scale.
 Values for horizontal axis are not evenly spaced.
 There are many data points on the horizontal axis.
 You want to adjust the independent axis scales of a scatter chart to reveal more
information about data that includes pairs or grouped sets of values.
 You want to show similarities between large sets of data instead of differences
between data points.
 You want to compare many data points regardless of the time.
o The more data that you include in a scatter chart, the better the
comparisons you can make.
A Scatter chart has the following sub-types −
 Scatter
 Scatter with Smooth Lines and Markers
 Scatter with Smooth Lines
 Scatter with Straight Lines and Markers
 Scatter with Straight Lines
Bubble Chart
A Bubble chart is like a Scatter chart with an additional third column to specify the size of the
bubbles it shows to represent the data points in the data series.
A Bubble chart has the following sub-types −

 Bubble
 Bubble with 3-D effect
Stock Chart
As the name implies, Stock charts can show fluctuations in stock prices. However, a Stock
chart can also be used to show fluctuations in other data, such as daily rainfall or annual
temperatures.
To create a Stock chart, arrange the data in columns or rows in a specific order on the
worksheet. For example, to create a simple high-low-close Stock chart, arrange your data with
High, Low, and Close entered as Column headings, in that order.
A Stock chart has the following sub-types −

 High-Low-Close
 Open-High-Low-Close
 Volume-High-Low-Close
 Volume-Open-High-Low-Close
Surface Chart
A Surface chart is useful when you want to find the optimum combinations between two sets
of data. As in a topographic map, colors and patterns indicate areas that are in the same range
of values.
To create a Surface chart −

 Ensure that both the categories and the data series are numeric values.
 Arrange the data in columns or rows on the worksheet.
A Surface chart has the following sub-types −

 3-D Surface
 Wireframe 3-D Surface
 Contour
 Wireframe Contour
Radar Chart
Radar charts compare the aggregate values of several data series. To create a Radar chart,
arrange the data in columns or rows on the worksheet.
A Radar chart has the following sub-types −

 Radar
 Radar with Markers
 Filled Radar
Combo Chart
Combo charts combine two or more chart types to make the data easy to understand, especially
when the data is widely varied. It is shown with a secondary axis and is even easier to read. To
create a Combo chart, arrange the data in columns and rows on the worksheet.
A Combo chart has the following sub-types −

 Clustered Column – Line

 Clustered Column – Line on Secondary Axis
 Stacked Area – Clustered Column
 Custom Combination
FORMATTING TECHNIQUES IN EXCEL

1) How to Access Commands for Changing Fonts, Sizes,

and Styles
PC Users / MAC Users
1. a) The Ribbon a) The Ribbon
2. b) Mini Toolbar (Right Click) b) Menu Bar (FORMAT >>
Cells)
3. c) Format Cells Dialog Box (CTRL + 1) c) Format Cells
Dialog Box (CMD + 1)

2) Alignment Options
Align Top, Center, Bottom, Left, Right, Middle, or Angled
HOME >> Alignment group

3) Resize Columns and Rows

1. a) Specify exact size
HOME >> Cells Group >> Format >> Row Width/Column
Height or use the Right Click menu
1. b) Autofit
Double click on the line separating two column letters
or use HOME >> Cells Group >> Format >> Autofit
1. c) Drag to adjust
Click on the line separating two columns and drag left or right, as
desired
Note: Whenever you see ##### in a cell it means there is not
enough space to display the value and you need to increase the
width of the column. Text will just cut off and show what fits.

4) Indent
HOME >> Alignment group >> “Increase Indent”/“Decrease
Indent”

5) Wrap Text
Wraps and adjusts the cell text based on the width of the column.
 Click on a cell or select a range of cells
 HOME >> Alignment group >> Wrap Text

6) Number Formats
In Excel, the data is stored separately from the format. Data
formats include text, currency/accounting, percentage, date/time,
special, custom and others. By default, cells are formatted with a
general category format, which allows any type of data.
HOME >> Number group >> dropdown box

7) Natural Keyboard Shortcuts

1. Bold : CTRL + B (CMD + B for MAC)
2. Italic : CTRL + I (CMD + I for MAC)
3. Underline : CTRL + U (CMD + U for MAC)

8) Borders
Apply borders below headings, column labels, subtotals or grand
totals to both draw attention and section your model to facilitate
the reader’s comprehension. You can apply borders to any side of
any cell, or range of cells.
The first method limits you to black solid borders. The second
method allows you to select a variety of colors, styles and apply
them to any line in the area.
Method 1 – Using the Ribbon
 Click on a cell or select a range of cells
 From the Home tab ribbon, Font Palette, select a border
from the Borders drop down
Method 2 – Using Format Cells
 Click on a cell or select a range of cells
 Click on the bottom right corner of the Font Palette on
the Home Ribbon
 Select the Border tab.
 Select the Color of the border
 Select the Style of the border
 Select a Preset (None, Outline, Inside) or Individual Borders

9) Merging Cells
Merge multiple, adjacent cells into a single cell
1. a) Merge and Center
 Select the horizontal range of cells to be merged
 The contents of the first cell will be centered across the rest
of the selected cells
 HOME >> Alignment group >> Merge & Center
1. b) Merge Across
 Select the horizontal range of cells to be merged
 The contents of the first cell will not be centered cross the
rest of the selected cells
 HOME >> Alignment group >> Merge & Center >> Merge
Across
 1. c) Merge Cells
 Select the horizontal and vertical range of cells to be merged
 The contents of the first cell will not be centered across the
rest of the selected cells
 HOME >> Alignment group >> Merge & Center >> Merge
Cells

10) Line Break

Insert a line break inside a string of text within a single cell
 Type the contents for the first line
 Hold down the Alt key and press Enter to force a line break
 Type the contents for the second line

THANK-YOU
SHASHANK
Gcmb22081