Pivot Table in Excel 2007 Training

8/3/2019 Pivot Table in Excel 2007 Training

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Pivot Table in Excel 2007

Thomas Glassenhart


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Agenda

Part 1: What is a Pivot Table

Part 2: How to create a Pivot Table

Part 3: Modifying a Pivot Table

Using Filters

Percentages in Pivot Tables

Part 4: Grouping items in a Pivot Table

Grouping of Non-Numeric items

Grouping of Numeric Items

Part 5: How to create a Pivot Chart

Q&A - More Examples?


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What is a Pivot Table

Pivot Tables are an excellent means to organize and summarize

long and detailed data lists Pivot Tables help to reveal patterns, relations and trends which

are often hidden in hundreds or thousands of data rows and toaggregate the data to a level which can be presented andeasily understood

Due to the flexibility of Pivot Tables, it is possible to analyzedifferent aspects of the same data set within the same tableand show the results in a table or graph

Pivot Tables can be used, e.g. to analyse the results ofVolumes, Model Mix or Specs Into Model Mix queries

Pivot Tables are also useful to analyse CRM data or any otherdata sets


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Example

Data List7345 rows of data

Pivot TableSummarized info in

62 lines (created inca. 20 seconds)


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Part 2

How to create a Pivot Table

Example Volumes Analysis


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Step 1:

Use a data list, e.g. the results of a Volumes / Model Mix / Specs Into Model MixQuery that contain the Identification items (e.g. Make, Model, Fuel Type, BodyStyle, HP etc.) and the Volumes period(s) you want to use in your analysis.

Note: The basis of a Pivot Table has to be a list of data rows with headers for eachcolumn

Header for eachcolumn

DataRows


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Step 2:

Place the cursor in one cell within the data area.Select Insert/Pivot Table from the Excel Toolbar


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Step 3:

Excel selects automatically the whole data list (alternatively, modify the TableRange)

It is recommended to place the Pivot Table in a new worksheet (default setting)

Click OKto createthe Pivot Table ina new Worksheet


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Step 4:In the new worksheet the fields in the Pivot Table Field Listcan be a moved to the

areas of the Pivot Table and arranged as required (Drag and Drop or right click onfield)

Pivot TableField List

Pivot TableAreas

Pivot Table


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How to create a basic Pivot Table

Row Labels:Defines the RowHeaders

Values:

Shows numbers only!In Volumes analysis, movevolumes period(s) here.Non-numeric fields will beshown as Count

Report Filter:Can be used to filter datawithout displaying the individual

values of a field

Column Label:Defines the ColumnHeaders

The Areas in a Pivot Table


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Example


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The fields in the Pivot table can be moved, combined and re-arranged at any time


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The fields in the Pivot table can be moved, combined and re-arranged at any time

LiveDemonstration


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Exercise 1 Creating a Pivot Table

A) Open the Excel Workbook Pivot Table Exercise.xlsx

B) From worksheet Data Shetcreate a Pivot Table showing theBody Types for each Model(compare below)

C) Change the Pivot Table, so you can see the Fuel Types foreach Model


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Part 3

Modifying a Pivot Table


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How to Filter Data in Pivot Table

The fields in the Pivot table can be filtered to reduce the amount of data

It is possible to filter multiple fields at a time

Any field can befiltered in the PivotTable or within the

Field List


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The Value field in a pivot table is always shown as a number

The number can be shown normalor as a percentage

Right click into theValue area of the PivotTable and select Value

Field Settings formthe context menu


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LiveDemonstration


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Exercise 2 Percentages and Filters

A) Use the Pivot table of Exercise 1 and show the Fuel Type Mix

for each Model in %-age!

B) Exclude now from the table all wagons!


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Part 4

Grouping Items in a Pivot Table


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Grouping Items

Sometimes it can be useful to group different items and show

them together under a new Field name; e.g. in order to showone model with its name and to summarize all others

It is also possible to automatically group numeric items andcreate equal bands (e.g. HP or Prices)


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Grouping Items

Select all items thatshould be grouped,

right click and clickGroup in thecontext menu

An additional field iscreated and added to

the Pivot Table


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Grouping Items

Remove the field

that is not required


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Grouping Items

Field names and items can be renamed

Click the field oritem that should berenamed and typein the new text inthe formula line


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Grouping Numeric Items

It the item is numeric, Excel offers to create groupsautomatically in equal steps

1. Arrange a tablethat contains anumeric item asRowor Column

field

2. Right-click into thearea that contains the

are that should begrouped and select

Group

3. In the newdialogue enter the

required values


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Grouping Numeric Items

It the item is numeric, Excel offers to create groupsautomatically in equal steps

Note: If your data list contains Blanksthe numeric item, Excel may not groupit automatically

Live

Demonstration


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Exercise 3 Grouping data

A) Use the Pivot Table you created in the previous example and

show the Fuel Typ Mixif the Clio vs. the other models.Group the other models

B) Show HP-Bands comparing the Clio vs. Others. Use 10 HPsteps.


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Part 5

How to create a Pivot Chart


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Every Pivot Table can be easily shown as a Chart and is a

powerful and flexible tool to visualize data

Once a Pivot Chart has been created, it can still bemodified in the same way as a Pivot Table


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Use a Pivot Table as basis for the Pivot Chart

Click in the pivot table andselect Pivot ChartfromOptions ribbon within the

PivotTable Tools menu.

Select the chart Optionsin the dialogue

It is alsopossible to

create a chartby using the

F11-key


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If the Pivot Chart is created with the Charticon from the Excel

ribbon, it is placed in the same worksheet as the Pivot table.When it is created with F11, it is in a new worksheet

Right-click chart and useMove-Chartfrom the

context menu to move theChart to a new worksheet


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Select the respectiveRibbons in the PivotChartTools to edit, format andfurther analyse the data

LiveDemonstration


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Exercise 4 Pivot Charts

A) Use the Pivot Table you created in the previous example and

create a Pivot Chart

B) Modify the Chart by rearranging fields!

Documents

Pivot Table in Excel 2007 Training