Business Analytics with Excel

Analyzing Data with Pivot Tables

 Learning Objectives

By the end of this lesson, you will be able to:

Explain the use of pivot tables and how to create them in Excel

Formulate grouping of two different data types in a pivot table

Create and evaluate the summarized values in a pivot table

Illustrate the use of a calculated field and calculated item

Design an interactive pivot table using a slicer

 A Day in the Life of a Business Analyst

As a business analyst of an organization:

You are required to summarise, sort, reorganize, group, count, total or average data stored in a
table. Also you are required to do grouping by any field (column), and using advanced calculations
on dataset of company.

To achieve these tasks, you will be learning a few concepts, such as grouping in pivot table,
custom calculation, calculated field, calculated item and slicer that will help find a solution for the
given scenario.
Introduction to Pivot Table
 Pivot Table: Introduction

Pivot tables are extremely useful and powerful Excel features.

Summarize Analyze

Pivot Table

Explore Present

Tabular Form
 Why Pivot Table?

Determine the net sales made by salesmen in each region.

 Pivot Table: Features

This data can be analyzed easily Pivot Table

by creating a pivot table.

Calculate and summarize the data

instantly, which is both easy to
read and manipulate.

Pivot or reorganize data to answer

different questions quickly.
Need for Pivot Table
 Need for Pivot Table

A proper analysis of the available data helps companies to make critical business decisions.
 Pivot Table: Capabilities

A pivot table has the following capabilities:

Tabulates and Saves a lot of time and

summarizes data work

Enables data processing Pivot Table Gives insights into data

and visualization that is otherwise too
programs hard to discover

Summarizes, Calculates and summarizes

analyzes, explores, data in a way easy to read and
and presents the data manipulate
 How Does It Work?

Pivots or reorganizes data quickly Discovers new trends and patterns

 Pivot Table: Slicers

Slicers make filtering data in pivot tables easier.

Assisted Practice: Create Pivot Table

Problem statement:

Demonstrate how to create a Pivot Table and customize it.

Assisted Practice Guidelines

Steps to follow:

Step 1: Open the Excel file

Step 2: Create a Pivot Table
Grouping in Pivot Table
 Grouping in Pivot Table

Group the fields in a pivot table

by the header values.

A pivot table groups data for any

field added as a row or as a
column.

Excel does this automatically for

numeric values, including dates
and times.
Assisted Practice: Perform Grouping in Pivot Table

Problem statement:

Demonstrate how to perform grouping in a Pivot Table.

Assisted Practice Guidelines

Steps to follow:

Step 1: Open the Excel file

Step 2: Create a Pivot Table
Custom Calculation
 Custom Calculation: Introduction

The way values are shown in the pivot table has to be changed.

The value can be displayed in terms of a percentage instead of a total or an average value.
Assisted Practice: How to perform Custom Calculation

Problem statement:

Demonstrate how to perform custom calculations in a Pivot Table.

Assisted Practice Guidelines

Steps to follow:

Step 1: Open the Excel file

Step 2: Create a Pivot Table
Calculated Field and Calculated Item: Introduction
 Calculated Field and Calculated Item

Once we have created a pivot table, we can add calculated fields and calculated items to it.

04 03

01
Calculated Calculated
fields items
 Calculated Field: Definition

Calculated fields help enhance the results by allowing formulas to be written.

This functionality helps to create a new field that performs the calculations based on
other pivot fields.
Assisted Practice: How to add calculated field

Problem statement:

Demonstrate how to add calculated field in an existing Pivot Table.

Assisted Practice Guidelines

Steps to follow:

Step 1: Open the Excel file

Step 2: Create a Pivot Table
Calculated Item: Definition

Many calculated items can be

added in a pivot table field
apart from the existing items.

Calculated items are used to

perform calculations between
items within the fields.
Assisted Practice: How to add calculated item ?

Problem statement:

Demonstrate how to add a calculated item in an existing Pivot Table.

Assisted Practice Guidelines

Steps to follow:

Step 1: Open the Excel file

Step 2: Create a Pivot Table
Slicer
 Filter: Introduction

It is necessary to concentrate on a certain part of the data based on demand and goal of data analysis.

The filters in Excel make it easier to filter data in the pivot table and extract the necessary information.
 Slicer: Introduction

Slicer is a filtering component that allows narrowing down the data and extracting necessary information
in the pivot table.

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Slicer: Features

• Slicers contain a set of buttons that make filtering

data in pivot tables quicker and easier.

• The items can be filtered without opening the drop-

down lists.

• Slicers can be created for any field and can filter the
pivot table data according to the requirement.
Assisted Practice: Create Slicer

Problem statement:

Demonstrate how to create a Slicer in a Pivot Table and filter data.

Assisted Practice Guidelines

Steps to follow:

Step 1: Open the Excel file

Step 2: Create a Pivot Table
 Key Takeaways

Pivot tables are used to summarize, analyze, explore, and present the data
in the form of a table.

Grouping data in a pivot table can help show a subset of data to be

analyzed.

In a pivot table, summary functions in value fields can be used to

combine values from the underlying source data.

Formulas can be created in the calculated fields and calculated

items.

Slicers are easy-to-use filtering components that contain a set of

buttons used to quickly filter the data in a pivot table.
Knowledge Check
Knowledge
Check
Which of the following is part of the Pivot Table field list box?
1

a. A field section and an area section

b. A calculated field and an area section

c. A calculated field and a calculated item

d. A field section and a calculated item

 Knowledge
Check
Which of the following is part of the Pivot Table field list box?
1

a. A field section and an area section

b. A calculated field and an area section

c. A calculated field and a calculated item

d. A field section and a calculated item

The correct answer is a

The Pivot Table field list box contains a field section and an area section.
Knowledge
Check Which of the following options available in a Pivot Table allows us to change the sum
2 function to the count function?

a. Value Field Setting

b. Grouping

c. Slicer

d. Calculated Field
 Knowledge
Check Which of the following options available in a Pivot Table allows us to change the sum
2 function to the count function?

a. Value Field Setting

b. Grouping

c. Slicer

d. Calculated Field

The correct answer is a

The Value Field Setting option allows us to change the sum function to the count function in a Pivot Table.
Knowledge
Check
The Grouping feature of a Pivot Table allows us to create class intervals.
3

a. True

b. False
 Knowledge
Check
The Grouping feature of a Pivot Table allows us to create class intervals.
3

a. True

b. False

The correct answer is a

True. The Grouping feature helps us create a table with class intervals and add values for each class
interval.
Knowledge
Check
A Pivot Table can be defined as _____.
4

a. A column chart representing the frequency distribution

b. A data summarization tool to analyze data in the form of a table

c. A function that performs mathematical calculations

d. A tool to filter data

 Knowledge
Check
A Pivot Table can be defined as _____.
4

a. A column chart representing the frequency distribution

b. A data summarization tool to analyze data in the form of a table

c. A function that performs mathematical calculations

d. A tool to filter data

The correct answer is b

A Pivot Table can be defined as a data summarization tool to analyze data in the form of a table.
Knowledge
Check
The Calculated Fields perform calculations based on _____.
5

a. Grouping

b. Report Filter Area

c. Slicer

d. Pivot Table Data Fields

 Knowledge
Check
The Calculated Fields perform calculations based on _____.
5

a. Grouping

b. Report Filter Area

c. Slicer

d. Pivot Table Data Fields

The correct answer is d

The Calculated Fields perform the calculation based on Pivot Table Data Fields.