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23-Apr-25

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Create a Pivot Table in Excel
 How to Create a Pivot Table in Excel: Step-by-Step (2025)
If you have a huge dataset that's spread across your entire sheet, and now you want to create a summary out of it - you need a Pivot Table

Pivot Tables make one of the most powerful and resourceful tools of Excel. Using them, you can create a summary out of any kind of data (no matter how
voluminous it is).
You can sort your data, calculate sums, totals, and averages and even create summary tables out of it. If you are new to the concept of Pivot Tables, you'd
be jaw-dropped by the end of this article.
So you're ready? Let's go.

Aa aah! Have you downloaded our free sample workbook for this guide? Get your hands on it right now to practice along with the guide below

Table of Contents

• What is a pivot table?

• How to create a pivot table
• That’s it - Now what?
• Frequently asked questions

What is a pivot table?

An Excel pivot table is meant to sort and summarize large (very large sets of data).

Once summarized, you can analyze them, make interactive summary reports out of them and even manipulate them

Let's cut down on the talking and see what a pivot table looks like. Here's the image of some data in Excel.
 Product Dates Transaction Type Customer type Amount

Product A 14-Feb-23 Cash Corporate Customer ₹ 1,100.00

Product B 25-Dec-23 Credit Package ₹ 1,102.94
Product A 08-Oct-23 Credit Package ₹ 1,154.54
Product C 10-Jan-23 Credit Retail Customer ₹ 1,165.60
Product E 10-Aug-23 Credit On-list Customers ₹ 1,272.14
Product E 30-Sep-23 Cash Retail Customer ₹ 1,317.64
Product D 28-Nov-23 Cash Corporate Customer ₹ 600.00
Product A 14-Dec-23 Cash Retail Customer ₹ 602.30
Product F 26-Sep-23 Credit Retail Customer ₹ 625.00
Product A 31-Aug-23 Cash On-list Customers ₹ 689.94
Product C 31-May-23 Cash Corporate Customer ₹ 745.70
Product A 18-Apr-23 Cash On-list Customers ₹ 787.50
Product F 05-May-23 Credit On-list Customers ₹ 941.17
Product A 21-Jun-23 Credit Package ₹ 1,000.00
Product E 23-May-23 Cash Package ₹ 1,028.05
Product F 01-May-23 Cash Corporate Customer ₹ 1,049.94
Product D 30-Jul-23 Credit Corporate Customer ₹ 1,050.00
Product F 28-Jan-23 Cash Corporate Customer ₹ 1,074.79

The data is about the sales of many products made throughout the year ^

Yes, it's super huge and it goes across many columns and rows. But it's hard to understand the data this way. How about we create a summary of the
same?
 Customer type (All)

Sum of Amount Column Labels

Row Labels Product A Product B Product C Product D Product E Product F Grand Total
Jan ₹ 1,165.60 ₹ 1,074.79 ₹ 2,240.39
Feb ₹ 1,100.00 ₹ 1,100.00
Apr ₹ 787.50 ₹ 787.50
May ₹ 745.70 ₹ 1,028.05 ₹ 1,991.11 ₹ 3,764.86
Jun ₹ 1,000.00 ₹ 1,000.00
Jul ₹ 1,050.00 ₹ 1,050.00
Aug ₹ 689.94 ₹ 1,272.14 ₹ 1,962.08
Sep ₹ 1,317.64 ₹ 625.00 ₹ 1,942.64
Oct ₹ 1,154.54 ₹ 1,154.54
Nov ₹ 600.00 ₹ 600.00
Dec ₹ 602.30 ₹ 1,102.94 ₹ 1,705.24
Grand Total ₹ 5,334.28 ₹ 1,102.94 ₹ 1,911.30 ₹ 1,650.00 ₹ 3,617.83 ₹ 3,690.90 ₹ 17,307.25
Wow! That's what we call a Pivot Table.

It summarizes the sales for each product for each type of customer ^ @

You can change fields to summarize this data in any way you like. Like summarizing the sales for any particular product, period, type, etc.

Pro Tip!
Pivot Tables can help you do the following ^

• Cleanly summarize huge datasets.

• Categorize your data into multiple categories and sub-categories.
• Extract a certain portion of your data (if need be) by selecting the relevant fields only.
• Get any part of your data as a row or as a column (called ‘pivoting').
• Get totals, and subtotals, or drill down any of them to see their details.

How to create a pivot table in Excel

If the images above made you feel like it would be a science to create a Pivot Table in Excel - that's just not true.
Pivot Tables are super easy to create. Let me show you how we created the one above @@

A B C D E

Product Dates Transaction Type Customer type Amount

1 w T w w w
2 Product A l4-Feb-23 Cash Corporate CustomerRs 1,100.00
3 Product B 25-Dec-23 Credit Package Rs 1,102.94
A Product A 08-Oct-23 Credit Package Rs 1,154.54
5 Product C 10-Jan-23 Credit Retail Customer Rs 1,165.60
6 Product E 10-Aug-23 Credit On-list Customers Rs 1,272.14

7 Product E 30-$ep-23 Cash Retail Customer Rs 1,317.64

8 Product D 28-Nov-23 Cash Corporate CustomerRs 600.00
9 Product A 14-Dec-23 Cash Retail Customer Rs 602.30
10 Product F 26-Sep-23 Credit Retail Customer Rs 625.00
11 Prnrfnrt A 31-A.i o-^ C a?h flin-lic.fr fuctnmiarc Rs fiftO 0,A
So here's the data for sales of different products made throughout the year.

Pro Tip!

Before we go on making a Pivot Table, here are some tips for you to follow to make your Pivot Table better ^

• Turn your source data into an Excel table before making a Pivot Table out of it. This way, whenever you make any changes to the source data
(adding or deleting rows or columns), your Pivot Table will reflect the same.
• Delete any empty rows or columns from the source data.
• Name each column as desired to have the same header as a field title in the Pivot Table.
• Ensure your source data doesn't have any subtotals or totals.
Let's concise them into a Pivot Table here.

1. Go to the Insert tab > Pivot Tables.

You'll see the Insert PivotTables dialog box on your screen as follows:

2. Create a reference to the cells containing the relevant data.

We will navigate to the sheet ‘Data' in our workbook and select the cells that contain data.
 A B
D
Dates
Product Trai
[T. F Trai Create PivotTable X
Product A 14-Feb-23
Choose the data that you want to analyze
Product B 25-Dec-23 (•) Select a table O T M
Table/Rangel O Use Tablell
Product A 08-Oct-23
an external ffl
Product C 10-Jan-23 Choose Connection...
Product E 10-Aug-23 Connection name:
Use this workbook's Data Model
Product E 30-Sep-23
Product H 2R-Nnv-?3 Choose where you want the PivotTable report to be placed
We have converted our data into an Excel table so Excel automatically recognizes it as Tablei.

Do not forget to include the headers in the selection.

Kasper Langmann,Microsoft Office Specialist 3. Choose the

option for New Worksheet or Existing Worksheet.

We will choose New Worksheet to have the Pivot table created on a new sheet.
 _I_L
Create PivotTable X

Choose the data that you want to analyze

1 Product
D ® Select a tabl e or range
2 "W
Table'll 1,
lable/Range:
Product A 14- ■ Use an external data source
3 1,
Product B 25-1
4 Product A 08- Choose Connection... 1,
5 Product C 10- Connection name: 1,
Use this workbook's Data Model
673 Product E 10-J 1,
Product E Choose where you want the PivotTable report to be placed ®
9
10
Product D 28- New Worksheet O Existing Worksheet
Product A 14-
■i -i ±
Product F Location:
Drrtrli irf A. “1

4. Click Okay.

There comes the Pivot Table pane to the right of your sheet £3
 PivotTable Fields
C noose fields to add to report:

Search

] Product
] Dates
] Transaction Type
ll Customer type
□ Amount

More Tables...

It has two parts. The first part (as above) has all the fields (columns) of your source data listed.

And here's the second part.

 Drag field; between area; below:

- Fitters llll Columns

— Rows £ Value;

Defer Layout U pdate Update

B m E3--1-+
100%
This part includes four boxes where you can specify how each field is to be shown in the Pivot Table. You can choose to have any field organized as a
row or as a column, as a filter, or as a value

5. Drag the filed Products from the list of fields to the box for Rows.
 Drag fields between areas below;

T Filters 1 Columns

' Rows £ Values

1
Fro duct w 1

0 Defer Layout Update Update

►

S0 OB] E--1---ioa%

Here are the results.

Excel organized all the products as rows.

6. Drag the field Amount from the list of fields to the box for Values.
And this is what happens:

A1 Row Labels

A A C

1 Row Labels Sum of Amount

2 Product A Rs 5,334.28
3 Product B Rs 1,102.94
4 Product C Rs 1,911.30
5 Product D Rs 1,650.00
6 Product E Rs 3,617.83
7 Product F Rs 3,690.90
3 Grand Total Rs 17,307.25

9
Excel adds a column for Values. The column Amount in our source data contained the sales amount of each transaction.
By adding it as values, Excel has summarized the sales of each product and listed them against each of the products ®

But what if you don't need the sum of sales of each product, but their count?
7. Right-click on any number from the column Sum of Amounts.
8. From the context menu, select Summarize Values By.
9. Click on any operation that you want to be performed. For example, we want the Count of sales so we are selecting Count QJ

'S Sum

Average

Max
Min

Product

Distinct Count

More Options...

The results change as follows:

 B4 T i | X S J&r e

2 A B C

3 Row Labels Count of Amount

4 Rs Rs 6.00
5 Product B Rs 1.00
6 Product C Rs 2.00
7 Product D Rs 2.00
8 Product E Rs 3.00

9 Product F Rs 4.00

10 Grand Total Rs 13.00

11

The column Sum of Amounts becomes Count of Amounts. For each product, we now have the Count of sales transactions.

No, it doesn't stop here.

10. Drag the field for Customer Type to the box for columns.
And this is what happens:
 A2 " fx Row Labels

A BC D E F

Row Labels Corporate Qrvlist Retail

Package Grand Total
w Customer Customers Customer
2
3 Product A $ 1,100.00 $ 1,477.44 $ 2,154.54 $ 602.30 $ 5,334.28

4 Product B $ 1,102.94 $ 1,102.94

5 Product C $ 745.70 $ 1,165.60 $ 1,911.30
6 Product D $ 1,650.00 $ 1,650.00

7 Product E $ 1,272.14 $ 1,028.05 $ 1,317,64 S 3,617.83

8 Product F $ 2,124.73 $ 941.17 $ 625-00 $ 3,690.90

9 Grand Total $ 5,620.43 $ 3,690.75 $ 4,285,53 $ 3,710.54 $17,307.25

10

Excel adds columns for each Customer Type. And the sales of each product are now split into customer types

Let's add another field to see how you can further drill down into details using a Pivot Table.
11. Drag and drop the field for Months to the box for Rows.
Excel adds a breakup of months under each product.
 A2 T : 1 X Jt Row Labels

A8 CDEF
A
Row Labels Corporate On-list Package Retail Grand Total
2 w Customer Customers Customer

3 - Product A $ 1,100.00 $ 1,477.44 $ 2,154.54 $ 602.30 $ 5,334.28

4 Feb $ 1,100.00 S 1,100.00
5 Apr $ 787.50 $ 787.50
6 Jun $ 1,000.00 S 1,000.00
7 Aug $ 689.94 S 689.94

8 Oct $ 1,154.54 $ 1,154.54

9 Dec $ 602.30 $ 602.30

10 Product B $ 1,102.94 $ 1,102.94
11 Dec $ 1,102.94 S 1,102.94
12 - Product C $ 745,70 $ 1,165.60 $ 1,911,30
13 Ian 4 i ififi fin c 1 1 fifi fin
So now you can see a summary of sales of each product, for each month and by each customer type. Too convenient and clean V

You can make so many more variations to your Pivot Table by pivoting between rows and columns. No matter how vast your data is, Pivot Tables know
how to knit it all together.
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