Class Agenda

ExcelPivotTables

Excel & Word Integration

Try PivotTable tutorial & work on Assignment #1

PivotTables

PivotTables With the PivotTable feature, you can

summarize selected data in a worksheet, then list and display the data in a table format

The interactive quality of a PivotTable allows you to freely rearrange, to ‘pivot’ parts of the table structure around the data and summarize any data values within the table

PivotTables – cont.

Planning a PivotTableReview the list informationDetermine the purpose of the table and

note the fields you’ll want to includeDetermine which fields contain he data

you want to summarize and the summary function you want to use

Decide how you want to arrange the dataDetermine the location of the PivotTable

Creating a PivotTable

Select A1 or the data you want to summarize Click on “Data” and “PivotTable and Pivotchart report” Select “Microsoft Excel list or database option button”

and “PivotTable” is selected – select ‘Next’ Pick location of PivotTable (in existing worksheet or

new worksheet) Select ‘Finish” Drag Row and Column data into appropriate areas on

the PivotTable layout – drag data into central portion (NOTE: “sum” is the Excel default summary function)

Remember to save your Workbook!

Changing the Summary Function

Select or click on any cell in the data area, then click the “field settings button”

Select your summary function in the list box

Click OK Rename your PivotTable and re-save

with new summary function

Refreshing Data in your PivotTable

If your raw data has been altered after your PivotTable has been created – click anywhere within the PivotTable range and click the “Refresh Data Button”

Changing the Structure/Formatting of a PivotTable

Although you cannot alter data in a PivotTable, you can change its appearance and alters its structure

You can add items by clicking the ‘item field’ and dragging it onto the table

You can Format the data in the cells by using “Format”, “Cells” and picking the number formatting type

You can AutoFormat the appearance of your PivotTable by clicking on the “Format Report” button and selecting a style that you like!

Creating a PivotChart report(a graph!)

Select the “Chart Wizard” button

Select your “page fields” to determine what you are going to chart

Note the following :

PivotTable Items PivotChart Items

Row fields Category Fields

Column Fields Series Fields

Page Fields Page Fields

Integrate WORD and EXCEL

All Microsoft Office elements are designed to work together – you can share files/data between programs

The file from which the information is copied is the source file - the file that receives the copied information is the destination file.

You can integrate using the following methods: Copy and Paste data Drag and Drop data (open, press and hold [ctrl] and drag from a

source to a destination file Link (maintains a connection to the source file to update information

in both source and destination files) and Embed (maintain connection to source program) objects

Import and Export text / data Create hyperlinks

Opening Multiple Programs

Open both WORD and EXCEL at once (use the Minimize button!)

Right-click a blank area on the taskbar Select “Tile Windows Vertically” NOTE: you can switch between different open

programs using [alt][tab]