PivotCharts in Excel

A PivotChart is a dynamic chart that is linked to a PivotTable and provides a visual

representation of the summarized data. PivotCharts are incredibly useful for analyzing trends,
patterns, and relationships in your data. The beauty of PivotCharts is that they update
automatically when the underlying PivotTable is changed, allowing for interactive and real-
time data analysis.

Here’s a detailed guide on how to use PivotCharts effectively in Excel:

1. What is a PivotChart?

A PivotChart is a graphical representation of the data in a PivotTable. It allows you to

visually analyze your data and make more informed decisions. Unlike regular charts,
PivotCharts are dynamic, meaning they are directly tied to the PivotTable data and will adjust
whenever you modify or filter the data in the PivotTable.

Key Features of PivotCharts:

 Interactive: PivotCharts are interactive and allow users to easily change the data
being displayed by modifying the PivotTable.
 Real-Time Updates: When you update the PivotTable, the PivotChart automatically
updates to reflect those changes.
 Data Grouping: PivotCharts support grouping data (e.g., by time, region, or
categories) to give you more insightful visualizations.
 Multiple Chart Types: You can choose from various chart types (e.g., column, line,
pie, bar, scatter) to best represent your data.

2. How to Create a PivotChart

Step-by-Step Process:

1. Create a PivotTable:
o Before you can create a PivotChart, you need to have a PivotTable. If you
don't already have one, follow these steps:
 Select your data range and go to the Insert tab.
 Click on PivotTable, select your data range, and choose whether to
place the PivotTable in a new or existing worksheet.
 Organize your PivotTable by dragging and dropping fields into the
Rows, Columns, Values, and Filters areas.
2. Insert a PivotChart:
o With the PivotTable selected, go to the PivotTable Analyze tab on the Ribbon
(or the Options tab in older Excel versions).
o Click on PivotChart in the Tools group.
 oIn the Insert Chart dialog box, choose the chart type you want (e.g., Column,
Bar, Line, Pie, etc.).
o Click OK to insert the PivotChart.
3. Customize Your PivotChart:
o Once the PivotChart is inserted, you can customize it using the Chart Tools
on the Ribbon.
 Change Chart Type: Click on the Design tab, then select Change
Chart Type to choose a different chart style.
 Chart Elements: Add or remove chart elements like titles, axis labels,
legends, data labels, and gridlines.
 Data Labels: Right-click the data points on the chart and select Add
Data Labels to display the exact values on the chart.
4. Adjust the PivotChart Data:
o If you need to adjust which fields are displayed in the chart, go back to the
PivotTable Field List and modify your selections.
o For example, you can drag more fields into the Rows or Columns areas to
break down the data further or drag fields into the Values area to change the
data aggregation.

3. Types of PivotCharts

Excel allows you to choose from a variety of chart types for your PivotChart. Here are some
common options:

1. Column Chart:
o Displays data with vertical bars and is ideal for comparing data across
categories (e.g., sales by region).
o Subtypes: Clustered Column, Stacked Column, 100% Stacked Column.
2. Bar Chart:
o Displays data with horizontal bars and is great for comparing categories when
the labels are long (e.g., product names).
o Subtypes: Clustered Bar, Stacked Bar, 100% Stacked Bar.
3. Line Chart:
o Ideal for showing trends over time (e.g., monthly sales growth).
o Subtypes: Line, Stacked Line, 100% Stacked Line.
4. Pie Chart:
o Shows the proportion of parts to a whole. Best for visualizing how a category
contributes to a total.
o Subtypes: 3-D Pie, Doughnut Chart.
5. Area Chart:
o Similar to a line chart, but with the area under the line filled in, showing the
cumulative value.
o Best for showing the relative proportions of categories over time.
6. Scatter Plot:
o Ideal for visualizing relationships between two variables.
o Use when you want to plot individual data points.
7. Combo Chart:
 o A combination of two or more chart types (e.g., line and column chart).
o Ideal for comparing different types of data (e.g., sales and profit margins).

4. Customizing PivotCharts

Modify Chart Layout and Style

 Chart Styles: You can select from predefined chart styles for quick formatting. Go to
the Design tab and choose a style that suits your presentation needs.
 Change Colors: You can adjust the color of the chart elements (bars, lines, etc.) using
the Format tab. You can change color schemes to make the chart more visually
appealing.

Add or Remove Chart Elements

 Chart Title: Add a descriptive title to your chart.

o Click on the Chart Title box to enter your own title, or choose None if you
don’t want a title.
 Data Labels: Add labels to display the exact value for each data point (e.g., sales
figures).
o Right-click on the data series in the chart and select Add Data Labels.
 Axis Titles: Add titles to your X-axis and Y-axis to describe the data represented.
o Go to the Chart Elements button (+ symbol) and check Axis Titles.

Modify Data Series

 You can format individual series in the chart by selecting a series and right-clicking to
format its style.
 For example, you can change the color or line style for different series (e.g., changing
the color of sales data and profit data in a Combo chart).

Filter Data in the PivotChart

 You can use PivotChart Filters to filter the data that appears on the chart.
 Simply click on the Filter button (usually found in the upper-right corner of the chart)
and select which data to include or exclude.

5. Best Practices for Using PivotCharts

1. Use Clear, Descriptive Titles: Make sure your PivotChart has a clear title that
describes what the chart is representing (e.g., "Monthly Sales by Region").
2. Choose the Right Chart Type: Use the appropriate chart type for your data. For
instance, use a line chart for trends over time, a column chart for comparisons
across categories, and a pie chart to show proportions.
3. Keep It Simple: Avoid cluttering your chart with too many data points or series.
Focus on the key insights you want to present.
4. Use Slicers for Interactivity: Add Slicers to your PivotChart to allow users to filter
the data dynamically. This makes the chart interactive and easy to customize based on
the viewer’s preferences.
5. Update PivotChart Automatically: If your PivotTable data is changing, ensure the
PivotChart is refreshed. The chart will update automatically when the PivotTable is
modified, but it’s always a good idea to refresh the data by right-clicking the
PivotTable and selecting Refresh.