Working with Reports in Microsoft Excel 2010 12 Session Version 1.0 © 2011 Aptech Limited

Working with Reports in Microsoft Excel 2010

12Session

Version 1.0 © 2011 Aptech Limited.

Version 1.0 © 2011 Aptech Limited. 2Working with Reports in Microsoft Excel 2010 / Session 12

Objectives

At the end of this session, students will be able to:

Describe PivotTable Explain the steps to create and format PivotTable Describe PivotChart Explain the steps to create a PivotChart Explain the steps to change the design and layout of the PivotChart


Introduction

Biggest challenge faced by Excel users is to create reports by summarizing data

Summary reports are created by rearranging data, writing complex formulas on them which are:

Tedious Time consuming Used to fulfill only a particular type of requirement

To simplify the task of summarizing data, Excel provides a tool called as PivotTable

PivotTable: Is a reporting tool that summarizes large volumes of information Generates report that can be further analyzed and present the data in an effective

way


Using PivotTable

Enables user to summarize the data in an interactive manner without scripting a single formula or copying a single cell

Uses of a pivot table are as follows: Enables to query large volume of data Enables to perform different aggregate functions Enables to rearrange the data based on categories and sub-categories Enables to perform user-defined calculations and formulas Enables to expand and collapse different levels to focus on details of data

presented in the summary report Enables transformation of rows to columns or vice-versa to present different

views of the summarized data Enables to perform sorting, filtering, and formatting of the data presented

in the summary report Enables to generate comprehensive, clear, and neat reports


Creating a PivotTable [1-2]

To create a pivot table, perform the following steps: Open Microsoft Excel Type ID number in cell F5 Type three-digit numbers from cell F6 to F10 Type Name in cell G5 Enter names of people from cell G6 to G10 Type Country in cell H5 Type names of countries from cell H6 to H10 Type Monthly Salary in cell I5 Enter three-digit numbers from cell I6 to I10 Type Annual Salary in cell J5 Type the formula for calculating the yearly salary (monthly salary * 12) Enter the formula in cells from J6 to J10 Example - formula in J6 will be =I6*12


Creating a PivotTable [2-2]

Select cells from F5 to J10 Click the Insert tab Click PivotTable drop-down arrow

in the PivotTable group Select PivotTable The Table/Range box displays the

range of selected cells Select Existing Worksheet under

Choose where you want the PivotTable report to be placed option

Select a cell either on the existing worksheet or select a cell in the new worksheet to place the report

Click OK to display an empty PivotTable

Create PivotTable Dialog Box

Blank PivotTable


Adding Fields to the PivotTable [1-3]

The Field List Pane is used to add fields to the PivotTable

The Field List Pane: Is used to rearrange and remove the

fields from the pivot table report Consists of two parts:

The field section at the top (Choose fields to add to report) containing field names

The layout section at the bottom (Drag fields between areas below) containing four areas namely, Report Filter, Column Labels, Row Labels, and Values

PivotTable Field List Pane



To add the fields to a pivot table, perform the following steps: Select the pivot table

to display the PivotTable Field List pane

Select all the check boxes next to the field names in the field section

By default, all character fields will be placed under Row Labels and numeric fields under Values

Drag fields between areas below Box


The figure displays the PivotTable with the data

The PivotTable report by default, contains the grand total for the rows and columns

9Working with Reports in Microsoft Excel 2010 / Session 12


Sample Pivot Table


Rearrange Fields in the PivotTable

To rearrange the fields, perform the following steps: Drag the Sum of ID Number tab

from the Values group to the Row Labels group

Click Country from the Row Labels group

Select Move to Beginning from the context menu

Rearranging Fields in a PivotTable


To format a pivot table, perform the following steps: Right-click the grand total of Sum of

Monthly Salary column in the pivot table to display the context menu

Select Currency from Number Format and click OK

Right-click the grand total of Sum of Annual Salary column in the pivot table to display the context menu

Select Currency from Number Format and click OK

To change the style of a pivot table, perform the following steps: Click the pivot chart Click the Design tab Select the required style from the

PivotTable Styles group


Formatting the PivotTable

Final Sample PivotTable


To update a pivot table, perform the following steps: Right-click the PivotTable to display the context menu

Select Refresh– Excel updates the new data in the PivotTable report

Excel also updates the file when the user exits and opens the file again


Updating PivotTable


Using Pivot Chart

It is the graphical representation based on the data summarized in the pivot table report

It displays the categories, data series, axes, and so forth Users can change the chart type by including legends, data labels, title, and so

forth When users edit the source of data, and refresh the pivot table, Excel

automatically updates the pivot chart


Creating a PivotChart [1-2]

To create a pivot chart, perform the following steps: Open Microsoft Excel Type ID number in cell F5 Enter three-digit numbers from cell F6 to F10 Type Name in cell G5 Enter names of people from cell G6 to G10 Type Country in cell H5 Enter names of countries from cell H6 to H10 Type Monthly Salary in cell I5 Enter three-digit numbers from cell I6 to I10 Type Annual Salary in cell J5 Enter the formula for calculating the yearly salary (monthly salary * 12) and

enter it from cell J6 to J10. For example, for I6, formula in J6 will be =I6*12


Creating a PivotChart [2-2]

Select the cells from F5 to J10 Click PivotTable drop-down arrow

from the PivotTable group of the Insert tab

Select PivotChart Select Existing Worksheet under

Choose where you want the PivotTable and PivotChart to be paced section

Select a cell either in the existing sheet or in the new work sheet to place the pivot table and pivot chart in the worksheet

Click OK

Create PivotTable with PivotChart Dialog Box

Blank PivotChart


The Field List pane: Displays the options related to chart such as Field axes, Legend axes and so forth Creates the report and the corresponding chart on dragging fields in the

respective labels To add the fields, perform the following steps:

Select the pivot table or the pivot table chart Select all the check boxes next to the field names in Choose fields to add to

report section


Adding Fields to a PivotChart

Sample Pivot Chart


Formatting the PivotChart

Users can edit chart titles, legends, number formats, and so forth to customize the chart

When users select the pivot chart, Excel displays the following new contextual tabs in PivotChart Tools group

PivotChart group contains the following tabs:

Design Tab - Allows users to transform the chart type, chart layout, and chart styles

Layout Tab - Allows users to customize chart labels and axes of the chart

Format Tab - Allows users to make changes in the fill style, outline style, size, and so forth


Formatting the PivotChart

To format a pivot chart, perform the following steps: Drag the Sum of ID Number tab from Values to the Axis Fields (Categories) Click Country in the Axis Fields (Categories) to display the context menu Select Move to Beginning Right-click the grand total of Sum of Monthly Salary column Select Currency from Number Format and click OK Right-click grand total of Sum of Annual Salary column Select Currency from Number Format and click OK

Final Sample Pivot Chart


To move the pivot chart, perform the following steps: Select the pivot chart

Click Move Chart from the Location group of the Design tab displayed under PivotChart Tools

Type the name of the sheet in the New sheet box

To copy to the existing sheet, select the sheet name from the Object in drop-down list

Click OK


Moving the PivotChart

Move Chart


To simplify the task of summarizing the data based on different queries and rearranging it dynamically, Excel provides a tool, known as pivot table.

Users can use a pivot table report to sum up, evaluate, determine, and present an outline data.

The most remarkable feature of pivot tables is that the users can arrange them dynamically for analysis.

Excel updates the pivot table in the file when the user exits and opens the file again.

Pivot chart is the graphical representation of the pivot table. When users make changes in the source and refresh the pivot table, Excel

automatically updates the pivot chart.

Summary

Documents

Working with Reports in Microsoft Excel 2010 12 Session Version 1.0 © 2011 Aptech Limited