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1 Lesson 10 - Pivot Tables 103 Lesson 10 P ivot T ables Les s on Topics Creating a Pivot Table Exercise: Creating a Balance Summary Formatting a Pivot Table Creating a Calculated Field Les s on Objectives At the end of the lesson, you will be able to: Use the PivotTable Wizard to summarize a table of products, order dates and different retail stores; Distinguish between DATA, ROW, COLUMN, and PAGE areas so as to design a pivot table with a variety of configurations; To recognize and control the various automatic calculations that Excel inserts into a pivot table; To use the PAGE field to filter data in a pivot table; To format pivot tables to make them more readable and present them with different perspectives; To insert a field with calculations that you construct. Student Files Us ed You will use the following files from your student folder: Jersey Sales Pivot 1 Pivot Tables 1 Pivot Tables 2 Student Files Crea ted You will save the following new file to your student folder: My First Pivot Table Copyright , Finney Learning Systems, Inc. All rights reserved.

2 104 Microsoft Excel Advanced Creating a Pivot Table Pivot Tables are a way of quickly collecting, organizing and summarizing information in a table. For example, you might have hundreds of orders placed by dozens of customers, and you want to group the information by customer and then by invoice. Next, you might want to display the invoice amounts and payments. Finally, and this is especially important in a large database, you might want to filter information so it becomes easier to analyze. Pivot Tables do more than organize data, however. A powerful capability is that they perform functions on the data even automatically. For example, a Pivot Table can calculate the difference between the invoice amounts and the payment amounts. Finally, and perhaps the greatest benefit of Pivot Tables is their flexibility. For example, you might take the same data and rearrange it according to demographics with only a few clicks of the mouse. In other words, you would pivot the information to give it a different perspective. 1. You are going to create a simple Pivot Table. Open Jersey Sales Pivot 1. This is a summary of sales of two products, baseball and football jerseys, over two years in three different stores. The information is currently difficult to read by using a Pivot Table, you can quickly summarize the information. 2. Click somewhere in the table. 3. On the Data menu, click PivotTable and PivotChart Re port. The PivotTable and PivotChart Wizard appears.

3 Lesson 10 - Pivot Tables Click Next. The first question asks where your data is usually, you will be using the first option, Microsoft Office Excel list or database. The second question on Step 1 of 3 of the wizard asks if you want to create a PivotTable or a PivotChart. For now, you will be using the PivotTable feature. Step 2 of 3 is merely to se lect the data you will use. No tice that Ex cel has done this for you on the worksheet, the en tire ta ble is se lected. The Browse but ton al lows you to choose data from a sep a rate work book. 5. Click Next. In Step 3 of 3, you are asked to choose the location for your Pivot Table. It is usually best to create a new worksheet, which is the default. 6. Near the bottom of the dialog box a message says to Click Finish to create your PivotTable report. Before clicking the Finish button, however, there is more to do. You have to specify where you want the fields (e.g., Store, Product, Jerseys Sold) to appear in the Pivot Table. If you click Finish now, you can add the fields to an empty Pivot Table in a new worksheet. Alternatively,

4 106 Microsoft Excel Advanced the Layout button lets you do this before creating the worksheet. Click the Layout button. The Pivot Table Layout dialog box appears. Notice the brief instruction at the top of the dialog box. In the center is a diagram with PAGE, COLUMN, ROW, and DATA. These are the areas where you will place the fields from the original table. Choosing and Placing the DATA Fields It s important to know what these areas PAGE, COLUMN, ROW, and DATA mean with regard to a Pivot Table. The DATA area will almost always contain data fields you want to add, subtract, or otherwise calculate with a formula. In your table, there is only one possibility: Jerseys Sold. You are going to place this field in the DATA area. Keep in mind that the DATA area is where calculations occur. As mentioned, a Pivot Table not only lets you display and group existing information, it also performs functions on the data. 1. At the right of the dialog box are buttons representing the fields in the table. Notice that their names are the same as the column headers in your table. You are going to drag the Jerseys Sold button into the DATA area. Point to the fourth button that reads Jerseys S.

5 Lesson 10 - Pivot Tables 107 A ToolTip appears with the full name of the column Jerseys Sold. 2. Drag the button to the DATA area and release. The button now reads Sum of Jerseys Sold, not just Jerseys Sold. Excel will always perform some kind of calculation on the fields in the DATA area. Choosing the ROW Fields Now that you have determined the DATA field, you are going to choose a ROW field. Think of ROW fields as categories. The information in the DATA area will be grouped according to the ROW field (or fields you may choose more than one). For the PivotTable you are creating, any of the three fields (other than Jerseys Sold) might make reasonable categories. You are going to choose both Store and Product. 1. Drag the Store but ton to the ROW area and re lease. 2. Drag the Product but ton be low the Store but ton in the ROW area and re lease. You have added these two fields to the ROW area. All the data will be arranged by store, then by product. Creating the Pivot Table You have finished laying out your Pivot Table. 1. Click OK in the Layout dialog box. You are returned to the Wizard step 3 of New worksheet should be selected as the location for the new Pivot Table. Click Finish. Notice the Pivot Table, which has been placed in a new worksheet, Sheet4. Notice the column names:

6 108 Microsoft Excel Advanced Store, Product, and Total. The first two columns were the fields you added to the ROW area the fields by which the data is grouped. The third column, Total, is the data the total numbers of jerseys sold in each store and for each product. Also notice that below each store is a subtotal Guttenberg Total, Union City Total, and Weehawken Total. The last row in the table contains a Grand Total. These are automatic calculations and are an optional feature of PivotTables. Finally, notice the PivotTable toolbar and the PivotTable Field List pane. Depending on your computer, they may be floating or docked. If the PivotTable Field List pane is not displayed, click in the table. Clicking outside and inside the table turns the pane off and on, respectively. The PivotTable toolbar contains commands that are useful for more complex Pivot Tables. The Field List pane may be on the left or the right of the worksheet. This list contains all the fields in your table. The message Drag items to the PivotTable report appears above the field list, indicating that you may drag fields from this pane into the Pivot Table much

7 Lesson 10 - Pivot Tables 109 as you did in the Layout dialog box. The fields that appear in the PivotTable appear in bold in the Field List pane. The three areas, ROW, DATA, and COLUMN, are indicated by the blue borders around the corresponding sections of the Pivot Table. The ROW area on the left contains the Store and Product buttons. The DATA area contains the results of the Data fields the Sum of Jerseys Sold results. The COLUMN area is currently empty, and appears above the Total column (above the DATA area). 3. You are going to add the Year field to the COLUMN area. Point to Year in the PivotTable Field List pane and drag to the right. Notice that the pointer is now dragging a button, which represents the field. You are going to drag this button to the COLUMN area. 4. Continue dragging the button to the PivotTable. Do not release until the COLUMN area is highlighted as shown: The Year button appears and the Jerseys Sold information is now broken down by year. The Total field has been changed to a Grand Total. 5. You can drag any of the buttons in the PivotTable, just as you did in the Layout dialog box. It is often easier to do it here, because it allows you to see the results immediately. Drag the Store button to the right, until a shaded bar appears to the right of the Product column as shown: The data are summarized differently. The subtotals now pertain to the Products. Your worksheet should look as shown on the following page.

8 110 Microsoft Excel Advanced Exercise: Creating a Balance Summary You are going to create another Pivot Table. You are going to look at the finished Pivot Table before you create it. 1. Open Pivot Tables 1. Notice the table. If you study it carefully, you will see that it is a summary of payments by invoice. It shows the customer name, invoice date, invoice amount, payment amount (notice that some show more than one payment), and other information that may or may not be important at the moment. What it does not show you is which customers are paid up and which are not the difference between the invoice amount and the payment amount(s). You are going to create a Pivot Table that helps you summarize this information. You will then be able to see which invoices are paid and which are not, and by how much. 2. So that you may have an idea what you will be creating, there is an example on the Balance Summary Pivot sheet of the Pivot Table you will be creating. Click the Balance Summary Pivot sheet. Notice the names of the customers in bold in column A. The information in bold extending to the right of each customer is summary (total) information for each customer. Below each customer summary appear all the invoices for that customer. For each invoice, you can easily see the order amount, the payments on that order, and the outstanding balance. Keep in mind that this information was derived from that in the previous table.

9 Lesson 10 - Pivot Tables 111 Finally, notice cell A1, Month. This is the Page filter. This lets you filter the information, which in a large spreadsheet would be very important to reduce the data to manageable size. In this admittedly very small spreadsheet, you can create this report for any given month, or for all months that invoices were generated. Currently, all months are displayed. 3. Return to the first table by clicking the Payments Received sheet tab. You are going to create the Pivot Table you just saw. 1. Click in any cell in the table. 2. On the Data menu, click PivotTable and PivotChart Report. 3. Click Next. 4. Click Next. The PivotTable and PivotChart Wizard appears. Excel selects the entire table. In Step 3 of 3, you are asked to choose the location for your Pivot Table. It is usually best to create a new worksheet, which is the default. 5. Click the Layout button. The Pivot Table Layout dialog box appears. First, you are going to choose the DATA fields. In your table, there are two alternatives: Invoice Amount and Payment Amount. By using both of these fields, you will be able to calculate the balance due. You are going to place these two fields in the DATA area. Keep in mind that the DATA area is where calculations occur. A Pivot Table not only lets you display and analyze existing material, it also performs functions on the data. 1. Point to the second button (the one in the second column) that reads Pay ment. A ToolTip appears with the full name of the column Payment Amount. 2. Drag the button to the DATA area and release.

10 112 Microsoft Excel Advanced The button now reads Sum of Payment Amount, not just Payment Amount. This is because Excel uses this area for calculations. 3. Next, drag the Invoice Amount button to the middle of the DATA area and release. The new button is placed below the Sum of Payment Amount button. You can drag these buttons above or below each other or reorganize them the order of the buttons determines the order in which they are presented in the Pivot Table. 4. Notice that Excel has changed the name of this button just as it changed the name of the Payment Amount button. The name is now Count of Invoice Amount. The COUNT function will give you the total number of items for each order, which is not what you want. You want a total of the invoice amount. Therefore, you have to change the function to Sum, so that the invoice amount will appear in the data. Double-click the Count of Invoice Amount button. The PivotTable Field dialog box appears. The dialog box tells you the Source field, and the Name Excel has automatically assigned to the Pivot Table button. It is currently Count of Invoice Amount, as you have seen. 5. In the Summarize by list box is the calculation Excel will apply to the source field. This is currently the COUNT function. Notice that the options are standard functions Sum, Count, Average, etc. You are going to choose Sum even though for each order there is only one Invoice Amount. When Excel adds them, you will be sure the result will be simply the invoice amounts. In the Sum ma rize by list box, click Sum.

11 Lesson 10 - Pivot Tables You are going to change the name of the field. In the Name text box, highlight all the text and type: Invoice Total 7. Click OK. Notice the new name on the button in the DATA area Invoice Total. 8. You are going to change the name of the Sum of Payment Amount button. Double-click the Sum of Payment Amount button in the DATA area. 9. Replace the contents of the Name text box with Pay ment To tal and click OK. Notice that the button in the DATA area has been renamed. Next, you are going to choose the ROW fields. The invoice amounts and payment amounts pertain to the customer who placed the orders. Therefore, you would want them grouped by customers. Also, because a customer might make several payments for each invoice, you can group this data by invoices. You are going to group the customers and the invoice numbers. 1. Drag the Customer button to the ROW area and release. 2. Drag the Invoice # button below the Customer button in the ROW area and release. You have added these two fields to the ROW area. All the data will be arranged by customer, then by Invoice number. In the current example, you are not going to use the COLUMN area. Your screen should look like the following:

12 114 Microsoft Excel Advanced Choosing the PAGE Field The PAGE area lets you filter parts of the data. You might have so many orders that a single Pivot Table showing them all would be too large to use comfortably. On the Layout dialog box, the PAGE area appears separately from the rest of the Pivot Table areas. This is because it is a filter applied to all the data in the Pivot Table. In the current table, you might want to filter by Month, which refers to the month the invoice was sent. It was designed specifically so the table could be filtered by month. You are going to do this by dragging the Month field to the PAGE area. 1. Drag the Month button to the PAGE area and release. You will now be able to show data for whatever month (or months) you choose. 2. You have finished laying out your Pivot Table. Click OK in the Layout dialog box. You are returned to the Wizard step 3 of Verify that New worksheet is selected as the location for the new Pivot Table. 4. Click Finish. Notice the Pivot Table. Notice the column names: Customer, Invoice #, Data, and Total. The first two columns were the fields you added to the ROW area the fields by which the data is grouped. For example, the payment information for Lim is broken down into three invoices, and each invoice has a Payment Total and an Invoice Total the two fields you chose for the DATA area on the Layout dialog box.

13 Lesson 10 - Pivot Tables 115 The three areas, ROW, DATA, and COLUMN, are indicated by the blue borders around the corresponding sections of the Pivot Table. The ROW area on the left contains the Customer and Invoice # buttons. The DATA area contains the results of the Data fields the Payment Total and Invoice Total results. (The two fields are consolidated into one Data button, which is displayed next to the ROW area.) The COLUMN area contains no field buttons the word Total appears there to indicate that the sums of the Data fields appear in the DATA area below it. The last area, PAGE (which lets you filter this data), is in row 1 of the worksheet. The Month button appears there, indicating that you can filter the data by month, if you wish. 5. Next to the field names are buttons with down arrows that also let you filter out information. Click the down arrow next to Customer. Notice the box with a list of all the customers. 6. De-select one of the customers, click OK, and notice that it has been removed from the Pivot Table. 7. Repeat steps 5 and 6 to remove other customers. When finished, repeat these steps again, selecting (Show All) to restore all the customers. 8. Click the down arrow next to Invoice # and notice the list of invoices. 9. De-select some invoices, click OK, and notice how they were removed from the Pivot Table. When finished, click (Show All) and click OK. Also notice at the bottom of the Pivot Table the two rows, Total Payment Total and Total Invoice Total. Excel also added Payment and Invoice totals for each customer these are subtotals for each of the DATA fields. Remember that a Pivot Table not only

14 116 Microsoft Excel Advanced rearranges information, but inserts functions, such as these, that let you analyze the data. 10. You are going to name your Pivot Table sheet. Double-click the Sheet1 tab and type: PivotTable Save your document as My First PivotTable. Formatting a Pivot Table You have probably already noticed that the Pivot Table you created is not quite as attractive and easy to read as the one we created for you. This is because you have not applied any formatting to your Pivot Table. There are two ways to format a Pivot Table: by selecting individual fields and formatting them manually, or by using the AutoFormat feature to format the Pivot Table automatically. You are going to use the AutoFormat feature. 1. Open Pivot Tables 2. This is identical to the workbook you just created, but we want to be sure there are no differences. 2. Click any cell in the Pivot Table. 3. On the PivotTable toolbar, click the PivotTable button. Notice the list of commands relating to Pivot Tables. 4. Click on the first command, Format Report. The AutoFormat dialog box appears. This is the same AutoFormat feature you may have used previously when formatting charts. You can also choose AutoFormat on the Format menu. When you have a normal table selected, the formats shown in the AutoFormat dialog box are different than when you have a Pivot Table selected the formats

15 Lesson 10 - Pivot Tables 117 you see now are specific to Pivot Tables. There are a number of Report styles, some Table styles, and a PivotTable Classic style. The last one in the list is None, which lets you remove any AutoFormat you have applied. 5. Scroll until you see the Table 8 format and click to select it. (Do not confuse the Table 8 format with the Report 8 format.) 6. Click OK. The PivotTable is formatted. Notice that the Customers are now listed across the top of the table. The AutoFormat styles contain not only cosmetic formatting, but they also rearrange the fields in this instance, the Customer field has been moved from the ROW area to the COLUMN area. Although the information is the same, it is harder to read. You are going to choose another AutoFormat style. 7. On the PivotTable toolbar, click the PivotTable button and choose Format Report. 8. Click on the Report1 style and click OK. The PivotTable is reformatted. It is much more compact, and the Customer field is once again on the left. Notice that the Payment Total and Invoice Total fields stand out clearly. However, the fields have been reorganized once again the Payment Total and Invoice Total fields, which used to be in the DATA area, are now in the COLUMN area. 9. The PivotTable Classic style is the one that is automatically applied by default when you create a Pivot Table.

16 118 Microsoft Excel Advanced The PivotTable toolbar has a button that opens the AutoFormat dialog box directly. On the PivotTable toolbar, click the Format Report button next to the PivotTable button. 10. Scroll to the bottom of the list, choose the PivotTable Classic style, and click OK. The Pivot Table once again has the original formatting. Notice, however, that the Data button appears at the top of the table, rather than in the ROW area when you chose the Report1 style, the Data fields were rearranged. 11. Remember, the blue borders indicate the various layout areas of the Pivot Table. As you can see, the Data button is currently positioned in the COLUMN area, which is why the Pivot Table looks different than it did when you opened the workbook. You are going to drag the Data button to where it was before in the ROW area. Point to the Data button. The pointer should have a four-headed arrow under it. 12. Drag the button down and to the left, just left of the blue border between the ROW and DATA areas. The Pivot Table looks like it did when you opened the workbook. Creating a Calculated Field As you read the Pivot Table you just created, there is an important item missing you cannot see which invoices have been paid and which have not. Instead, you have to compare each Invoice Total to each Payment Total, and mentally do subtraction to understand the status of the invoice. You are going to add a new, calculated field to the Pivot Table to perform this arithmetic. As stated previously, the capability of

17 Lesson 10 - Pivot Tables 119 performing functions on the data is a powerful reason to use a Pivot Table. 1. Click the Payments Received sheet tab to activate it. If you wanted to create a Balance column for this table, you would have to sort by invoice and then create a formula subtracting all payments from the invoice total for each invoice. Because there can be more than one payment per invoice, the formula would not be a simple one. The procedure would be tedious and take a lot of time. Because the fields of the DATA area already have calculations applied to them, you can use this to your advantage. Excel created totals for the invoice amount and the payment amounts. All that is left to do is to subtract one total from the other. 2. Click the PivotTable 1 tab. 3. On the PivotTable toolbar, click the PivotTable button. 4. Point to Formulas, and on the submenu, choose Calculated Field. The Insert Calculated Field dialog box appears. Excel creates a default field name, Field1, which you can change. 5. Tap the DELETE key to delete the contents of the Name text box and type: Balance 6. Delete the contents of the Formula text box.

18 120 Microsoft Excel Advanced 7. In the Fields list box, click on Invoice Amount and click the Insert Field button. Excel enters = Invoice Amount in the Formula text box. The single quotes appear because the field name contains a space. 8. Type a minus sign (-). 9. In the Fields list box, click on Payment Amount and click the Insert Field button. 10. At the top of the dialog box, click the Add button. Your new field, Balance has been added to the PivotTable Field List pane. 11. Click OK to close the Insert Calculated Field dialog box. Notice that the Balance field has been added to the DATA area. The new subtotals, named Sum of Balance, appear in the Pivot Table. 12. As a final step, you are going to apply an AutoFormat to your Pivot Table. On the PivotTable toolbar, click the Format Report button. The AutoFormat dialog box appears. 13. Verify that Report1 is selected and click OK. Notice the new formatting. The Balance calculated field appears on the right of the Data area. End of Lesson 10

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