STUDENT MANUAL. Microsoft Office Excel 2016: Data Analysis with PivotTables

Transcription

1 STUDENT MANUAL Microsoft Office Excel 2016: Data Analysis with PivotTables

2 Microsoft Office Excel 2016: Data Analysis with PivotTables

3 Microsoft Office Excel 2016: Data Analysis with PivotTables Part Number: Course Edition: 1.0 Acknowledgements PROJECT TEAM Authors Media Designer Content Editor Julie Lowe Brian S. Wilson Brian Sullivan Michelle Farney Notices DISCLAIMER While Logical Operations, Inc. takes care to ensure the accuracy and quality of these materials, we cannot guarantee their accuracy, and all materials are provided without any warranty whatsoever, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. The name used in the data files for this course is that of a fictitious company. Any resemblance to current or future companies is purely coincidental. We do not believe we have used anyone's name in creating this course, but if we have, please notify us and we will change the name in the next revision of the course. Logical Operations is an independent provider of integrated training solutions for individuals, businesses, educational institutions, and government agencies. The use of screenshots, photographs of another entity's products, or another entity's product name or service in this book is for editorial purposes only. No such use should be construed to imply sponsorship or endorsement of the book by nor any affiliation of such entity with Logical Operations. This courseware may contain links to sites on the Internet that are owned and operated by third parties (the "External Sites"). Logical Operations is not responsible for the availability of, or the content located on or through, any External Site. Please contact Logical Operations if you have any concerns regarding such links or External Sites. TRADEMARK NOTICES Logical Operations and the Logical Operations logo are trademarks of Logical Operations, Inc. and its affiliates. Microsoft and Excel are registered trademarks of Microsoft Corporation in the U.S. and other countries. The other Microsoft products and services discussed or described may be trademarks or registered trademarks of Microsoft Corporation. All other product and service names used may be common law or registered trademarks of their respective proprietors. Copyright 2015 Logical Operations, Inc. All rights reserved. Screenshots used for illustrative purposes are the property of the software proprietor. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without express written permission of Logical Operations, 3535 Winton Place, Rochester, NY 14623, in the United States and Canada, in all other countries. Logical Operations World Wide Web site is located at This book conveys no rights in the software or other products about which it was written; all use or licensing of such software or other products is the responsibility of the user according to terms and conditions of the owner. Do not make illegal copies of books or software. If you believe that this book, related materials, or any other Logical Operations materials are being reproduced or transmitted without permission, please call in the United States and Canada, in all other countries.

4 Microsoft Office Excel 2016: Data Analysis with PivotTables Lesson 1: Preparing Data and Creating PivotTables... 1 Topic A: Prepare Data...2 Topic B: Create a PivotTable from a Local Data Source Topic C: Create a PivotTable from Multiple Local Data Sources Topic D: Create a PivotTable from an External Data Source Lesson 2: Analyzing Data by Using PivotTables Topic A: Summarize PivotTable Data Topic B: Organize PivotTable Data Topic C: Filter PivotTable Data...51 Topic D: Format a PivotTable...63 Topic E: Refresh and Change PivotTable Data Lesson 3: Working with PivotCharts Topic A: Create a PivotChart Topic B: Manipulate PivotChart Data Topic C: Format a PivotChart Solutions... 99

5 Microsoft Office Excel 2016: Data Analysis with PivotTables Glossary Index

6 About This Course Advances in technology have made it possible to store ever-increasing amounts of data. Along with this, the need to analyze that data and gain actionable insight is greater than ever. You already have experience working with Excel and creating basic PivotTables to summarize data. But Excel is capable of doing much more. Being able to harness the power of advanced PivotTable features and create PivotCharts will help you to gain a competitive edge. You will not only be able to summarize data for you to analyze, but also organize the data in a way that can be meaningfully presented to others. This leads to data-driven business decisions that have a better chance for success for everyone involved. Course Description Target Student Students taking this course are experienced Excel users who are seeking to advance their data analysis capabilities by using PivotTables. Course Prerequisites To ensure your success in this course, you should have experience working with Excel 2016 and PivotTables. You should already understand spreadsheet concepts and be comfortable creating basic PivotTables. You can obtain this level of skill and knowledge by taking the following Logical Operations courses: Microsoft Office Excel 2016: Part 1 Microsoft Office Excel 2016: Part 2 Course Objectives Upon successful completion of this course, you will be able to use Excel 2016 advanced PivotTable functionality to analyze your raw data. You will: Prepare data for PivotTable reporting and create PivotTables from various data sources. Analyze data by using PivotTables. Work with PivotCharts. The CHOICE Home Screen Logon and access information for your CHOICE environment will be provided with your class experience. The CHOICE platform is your entry point to the CHOICE learning experience, of which this course manual is only one part.

7 Microsoft Office Excel 2016: Data Analysis with PivotTables On the CHOICE Home screen, you can access the CHOICE Course screens for your specific courses. Visit the CHOICE Course screen both during and after class to make use of the world of support and instructional resources that make up the CHOICE experience. Each CHOICE Course screen will give you access to the following resources: Classroom: A link to your training provider's classroom environment. ebook: An interactive electronic version of the printed book for your course. Files: Any course files available to download. Checklists: Step-by-step procedures and general guidelines you can use as a reference during and after class. LearnTOs: Brief animated videos that enhance and extend the classroom learning experience. Assessment: A course assessment for your self-assessment of the course content. Social media resources that enable you to collaborate with others in the learning community using professional communications sites such as LinkedIn or microblogging tools such as Twitter. Depending on the nature of your course and the components chosen by your learning provider, the CHOICE Course screen may also include access to elements such as: LogicalLABS, a virtual technical environment for your course. Various partner resources related to the courseware. Related certifications or credentials. A link to your training provider's website. Notices from the CHOICE administrator. Newsletters and other communications from your learning provider. Mentoring services. Visit your CHOICE Home screen often to connect, communicate, and extend your learning experience! How to Use This Book As You Learn This book is divided into lessons and topics, covering a subject or a set of related subjects. In most cases, lessons are arranged in order of increasing proficiency. The results-oriented topics include relevant and supporting information you need to master the content. Each topic has various types of activities designed to enable you to solidify your understanding of the informational material presented in the course. Information is provided for reference and reflection to facilitate understanding and practice. Data files for various activities as well as other supporting files for the course are available by download from the CHOICE Course screen. In addition to sample data for the course exercises, the course files may contain media components to enhance your learning and additional reference materials for use both during and after the course. Checklists of procedures and guidelines can be used during class and as after-class references when you're back on the job and need to refresh your understanding. At the back of the book, you will find a glossary of the definitions of the terms and concepts used throughout the course. You will also find an index to assist in locating information within the instructional components of the book. As You Review Any method of instruction is only as effective as the time and effort you, the student, are willing to invest in it. In addition, some of the information that you learn in class may not be important to you immediately, but it may become important later. For this reason, we encourage you to spend some time reviewing the content of the course after your time in the classroom. About This Course

8 As a Reference The organization and layout of this book make it an easy-to-use resource for future reference. Taking advantage of the glossary, index, and table of contents, you can use this book as a first source of definitions, background information, and summaries. Course Icons Watch throughout the material for the following visual cues. Microsoft Office Excel 2016: Data Analysis with PivotTables Icon Description A Note provides additional information, guidance, or hints about a topic or task. A Caution note makes you aware of places where you need to be particularly careful with your actions, settings, or decisions so that you can be sure to get the desired results of an activity or task. LearnTO notes show you where an associated LearnTO is particularly relevant to the content. Access LearnTOs from your CHOICE Course screen. Checklists provide job aids you can use after class as a reference to perform skills back on the job. Access checklists from your CHOICE Course screen. Social notes remind you to check your CHOICE Course screen for opportunities to interact with the CHOICE community using social media. About This Course

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10 1 Preparing Data and Creating PivotTables Lesson Time: 1 hour Lesson Objectives In this lesson, you will: Prepare data for a PivotTable. Create a PivotTable from a local data source. Create a PivotTable from multiple local data sources. Create a PivotTable from an external data source. Lesson Introduction Microsoft Excel is a powerful application for analyzing data. Trying to interpret information from large datasets can be daunting. PivotTables provide powerful ways to interact with data through easy-to-read formats and the ability to summarize large amounts of data quickly. This enables you to more easily analyze a large dataset and arrive at solid business decisions.

11 2 Microsoft Office Excel 2016: Data Analysis with PivotTables TOPIC A Prepare Data In order to create a PivotTable that will effectively answer your questions, you need to ensure your data is in a format that will yield the desired results. Taking time to prepare your data before you create a PivotTable will help ensure you can drill down into your raw data and provide actionable intelligence for company leaders. By properly preparing your data for PivotTable analysis, you'll save yourself time and effort when it comes to actually analyzing that data. Local Data Sources Range of Cells vs. Table When you create a PivotTable, you can use local or external data sources. Local data sources are within the current workbook, whereas external data sources are outside of the current workbook, such as other Excel workbooks, text files, Microsoft Access tables, or SQL Server tables. Local data sources can include either tables or ranges of cells within a workbook. A table is a dataset composed of contiguous rows and columns that Excel treats as a single, independent object. A range is a block or group of cells in a worksheet. Ranges can be divided by blank cells in the same worksheet or exist on various spreadsheets. With a PivotTable, you can analyze data from just one range of cells or from just one table. Alternatively, you can also pull data from multiple ranges and tables into one PivotTable for analysis. Figure 1-1: A range of cells is a group of cells in a worksheet, whereas a table is treated as a single, independent object in Excel. Transactional Data Transactional Data vs. Summarized Data PivotTables work well with raw, transactional data. Transactional data represents each individual transaction, or event, in a series of transactions and is not summarized in any way. Think of it as data you would capture at the time of a transaction, such as the purchase of an item. In this scenario, each row in the dataset contains just one purchase, or transaction. Since there is no summary of information, transactional data typically includes only column labels and not row labels. Before creating a PivotTable, be sure to remove any summarized data, including groups and subtotals, from your source data. Although you can create PivotTables from summarized data, they will never give you as much granular insight into your data as PivotTables created from transactional data. Lesson 1: Preparing Data and Creating PivotTables Topic A

12 Microsoft Office Excel 2016: Data Analysis with PivotTables 3 Note: In order to remove a group, you must first determine the method of grouping applied. If rows were grouped automatically using Excel's SUBTOTAL function, a subtotal row is listed above the grouped rows. If rows or columns were grouped manually using the group function, no subtotal row or column is visible. Figure 1-2: Transactional data shows each event; summary data is compiled in some way. Clean Data Because a PivotTable is a view of your source data, it's important to have clean data as a foundation. This entails making sure the source data meets certain criteria for optimizing PivotTable results. Without using clean data as a starting point, you can still create a PivotTable, but the results might be faulty and make grouping or sorting data problematic. Taking time to prepare the source data properly will ensure that your PivotTable is accurate and effective. Clean data has the following characteristics: The first row has headings that clearly describe the data in each column. Each column represents a unique data category. Column names do not double as data items. Each cell is formatted accurately based on the data type. For example, the number format for fields to be used in calculations or the date format for fields containing dates. Each column's data is consistently formatted. (The data types are not mixed within one column.) There are no blank rows, columns, or cells. There are no filters applied. There are no subtotals. There are no duplicate data entries. Clean Data Lesson 1: Preparing Data and Creating PivotTables Topic A

13 4 Microsoft Office Excel 2016: Data Analysis with PivotTables Figure 1-3: Clean data characteristics. Duplicate Data Duplicate Data Between Datasets It's important to eliminate duplicate data in your source table. Duplicate data is data that appears in more than one field or table of one dataset or across datasets. For example, if a transaction is accidentally entered into a database twice, the second instance is duplicate data. Across databases, data is duplicated when the same information is stored in multiple places. Suppose you have three separate databases and you store the customer number and first and last names of your customers in all three databases. The customer number forms a relationship, or connection, between the datasets, but the first and last names of customers are considered duplicate data. Removing duplicate data from a dataset is not always straightforward. It takes knowledge of the dataset to determine whether data is valid or duplicate. For example, a large company may have millions of customers in a database. In such a large dataset, there are bound to be multiple customers who have the same name. If you remove duplicate data based on name alone, legitimate unique entries might be deleted. It is often necessary to first identify possible duplicate data, such as with conditional formatting, and then check the surrounding data to verify whether the entry is valid or if it is a duplicate. Lesson 1: Preparing Data and Creating PivotTables Topic A

14 Microsoft Office Excel 2016: Data Analysis with PivotTables 5 Figure 1-4: Although Customer Number forms a relationship among the datasets, First Name and Last Name are duplicates because they appear in all three datasets. Gap and Blank Cell Considerations PivotTable source data should not contain any empty rows, columns, or cells. An empty row can cause you to miss huge pieces of data when you establish a data range. An empty column will cause the PivotTable creation to fail because Excel can't find a column heading. Even though you can create a PivotTable from source data that contains blank cells, reports created from that data will be more prone to errors. For example, if you have even one blank cell in a column with a numeric format, instead of defaulting to a sum in the PivotTable, Excel defaults to a count. So, if your source data has blank cells, it's beneficial to fill them in with the appropriate information. Before you begin, it's beneficial to check with the person who created the source data to make sure you're entering the proper values. If you don't have access to the information that's missing, you can use a missing-value code, such as NA or 0 (zero), making sure you match each column's data type. Organizations often have their own conventions for missing-value codes to ensure consistency among reports. You may also find that it's easier to clean the data one column at a time to ensure you are working with the same data type. Gap and Blank Cell Considerations The default functionality of PivotTables will be explained in further detail later in the course. Lesson 1: Preparing Data and Creating PivotTables Topic A

15 6 Microsoft Office Excel 2016: Data Analysis with PivotTables Figure 1-5: Remove any blank rows and columns and fill in any blank cells when preparing data for your PivotTable. Access the Checklist tile on your CHOICE Course screen for reference information and job aids on How to Prepare Data. Lesson 1: Preparing Data and Creating PivotTables Topic A

16 Microsoft Office Excel 2016: Data Analysis with PivotTables 7 ACTIVITY 1-1 Preparing Data Data File C:\091066Data\Preparing Data and Creating PivotTables\Travel_Bookings.xlsx Before You Begin You have Excel 2016 installed on your computer. Windows is running, but you have not yet launched Excel. Scenario You are a data analyst for Leaps & Bounds Travel, a travel agency serving the travel needs of the residents of Greene City, Richland. Your colleague has sent you an Excel workbook containing the travel bookings data from 2016 for your analysis. You plan to create a PivotTable from it, but first you will clean up the data. Note: Activities may vary slightly if the software vendor has issued digital updates. Your instructor will notify you of any changes. Notify students of any changes to activities based on digital software updates issued by the software vendor. 1. Open the workbook. a) From the C:\091066Data\Preparing Data and Creating PivotTables directory, open Travel_Bookings.xlsx in Microsoft Excel b) Maximize the Excel application window. 2. Save the file with a new name. a) Select File Save As. b) Select the current folder (C:\091066Data\Preparing Data and Creating PivotTables) and save the file as My_Travel_Bookings.xlsx 3. Ungroup columns G through I. a) Select the Plus Sign (+) above column I to expand the columns. b) Select columns G through I. c) Select Data Outline Ungroup. Note: Some Excel command buttons are split, meaning there are two separate buttons you can select independently. This is often the case with commands that have multiple options accessible by selecting a drop-down arrow. The Ungroup command button is an example of this, as is the Paste command button in the Clipboard group on the Home tab. For these commands, you will be directed either to select just the button, which will be indicated by "Select Home Clipboard Paste" or, if necessary, you will be directed to select the drop-down arrow, which will be indicated by "Select Home Clipboard Paste drop-down arrow Paste Special." This convention will be used for the rest of the book. Ask the class if they know how to select multiple columns simultaneously, and demonstrate as necessary. 4. Clear any filters from the table. a) Select any cell within the table. b) Select Home Editing Sort & Filter Clear. Lesson 1: Preparing Data and Creating PivotTables Topic A

17 8 Microsoft Office Excel 2016: Data Analysis with PivotTables 5. Confirm that the entries in column A are formatted as numbers. a) Select column A. Confirm that the format type for column A is Number by visually checking the Format drop-down menu located on the Home tab, in the Number group. 6. Apply the Short Date format to the entries in column B. a) Select column B. Note that the format type for column B is General by visually checking the Format drop-down menu located on the Home tab, in the Number group. b) Select Home Number Format drop-down arrow Short Date. 7. Confirm that entries in columns C, D, and E are formatted as numbers. a) Select column C. Confirm that the format type for column C is Number by visually checking the Format drop-down menu located on the Home tab, in the Number group. b) Repeat for columns D and E. 8. Apply the currency format, with no decimal places showing, to the entries in column F. a) Select column F. b) Select Home Number Format drop-down arrow Currency. Lesson 1: Preparing Data and Creating PivotTables Topic A

18 Microsoft Office Excel 2016: Data Analysis with PivotTables 9 c) Select Home Number Decrease Decimal twice to remove both decimal places. 9. Confirm that entries in columns G, H, and I are formatted correctly. a) Select column G and confirm that it is formatted as a Date. b) Select column H and confirm that it is formatted as a Date. c) Select column I and confirm that it is formatted as a Number. 10. Populate any blank cells in the table with data. a) Select any cell in the table. b) Select Home Editing Find & Select Go to Special. c) In the Go to Special dialog box, select Blanks and then select OK. Confirm that Excel selected the blank cells in the table. (Check cells D25, E26, and D58.) d) Type n/a and then press Ctrl+Enter to populate the rest of the blank cells. Verify that Excel populated the blank cells with n/a. (Check cells D25, E26, and D58.) 11. Save the file by selecting File Save. Keep the file open. Lesson 1: Preparing Data and Creating PivotTables Topic A

19 10 Microsoft Office Excel 2016: Data Analysis with PivotTables TOPIC B Create a PivotTable from a Local Data Source Now that you know how to prepare your data, you are ready to create a PivotTable. You can quickly create a basic PivotTable from a table or range within a workbook as the source data for your report. PivotTables PivotTables A PivotTable is a dynamic Excel data object that enables users to perform data analysis by reorganizing and summarizing data. Excel takes your source data and turns it into an interactive layout of columns, rows, values, and filters, which allows you to manipulate data to meet your business analysis needs. With a PivotTable's powerful functionality, you can drag and drop fields to look at information from different perspectives to get a fresh view of statistics. As you move fields around in the PivotTable, Excel automatically adjusts the report layout and recalculates totals, which can save you hours of analysis work. In the following example, the PivotTable was created from a dataset that represents sales figures. Each of the unique entries in the Rep column of the dataset has become a row label for the PivotTable. As each sales rep appears in the dataset more than once, the rows now represent a summary of all sales for each rep. Similarly, each of the unique entries in the Project Type column of the dataset has become a column label for the PivotTable. Finally, the summary data in each of the cells of the PivotTable represents the sum of sales per project type per sales rep. Figure 1-6: A PivotTable. Pivoting Pivoting A PivotTable enables you to pivot your raw data. In Excel, pivoting is a form of data manipulation that can take a column of data and pivot it into a row, and vice versa. Pivoting reorganizes and summarizes your data based on a set number of criteria and enables you to view your data from different perspectives. For example, suppose you have a dataset that contains rows of data, each representing a single event, such as a shipment. The cells of each row would be composed of different aspects of the shipment, such as date, dollar amount, or location. If you want to summarize data about these Lesson 1: Preparing Data and Creating PivotTables Topic B

20 shipments as a whole, say to find the total dollar amount of shipments that occurred on each date, you could take the date column and pivot it so that each unique date is represented by an individual row. In the original dataset, each row represents a single shipment. The dollar amounts for all the shipments were in the same column and each was associated with one of the dates. Now that the dates are represented by rows in the pivoted dataset, you want to know the total value of all the shipments from the dataset for each date. Manually calculating this information, or using a formula to summarize, would take some time; however, you can ask Excel to sum the values together and return the total dollar amount for each date. This pivoted data answers a very specific question: What was the value in shipments for each day? This simple example shows the power of pivoting. Note: Pivoting does not affect your raw data; it only modifies your view of the data. Microsoft Office Excel 2016: Data Analysis with PivotTables 11 Here's a look at how the previous example would look in a worksheet. Figure 1-7: The pivoted data provides the dollar amounts of shipments per day at a glance. The Create PivotTable Dialog Box You will use the Create PivotTable dialog box to create PivotTables from your raw data. In the dialog box, you select a table, data range, or external data source for your PivotTable. Then you indicate whether you want Excel to place the PivotTable in the current spreadsheet or a new spreadsheet. The Create PivotTable Dialog Box Lesson 1: Preparing Data and Creating PivotTables Topic B

21 12 Microsoft Office Excel 2016: Data Analysis with PivotTables Figure 1-8: The Create PivotTable dialog box. The Recommended PivotTables Dialog Box The Recommended PivotTables Dialog Box If you would like recommendations as to how to pivot your source data, Excel provides suggestions for you via the Recommended PivotTables dialog box. To access the Recommended PivotTables dialog box, simply select anywhere in your source data in Excel. Then select Insert Recommended PivotTables. Once the Recommended PivotTables dialog box appears, scroll through PivotTable suggestions on the left side and preview the suggested PivotTables on the right side. Simply select OK when you have found a PivotTable you want and Excel will pivot your source data for you. After you view the newly created PivotTable, you can always pivot the data in any way you want. This feature is just meant to give you a starting point or to offer ways to pivot the data that you may not have thought of. If you'd like PivotTable suggestions for a different local or external data source, use the Change Source Data link at the bottom of the window. Alternatively, if you do not like any of the suggestions, you may select Blank PivotTable to pivot the data on your own. Lesson 1: Preparing Data and Creating PivotTables Topic B

22 Microsoft Office Excel 2016: Data Analysis with PivotTables 13 Figure 1-9: The Recommended PivotTables dialog box offers you suggestions on pivoting your source data. The PivotTable Fields Task Pane When you create a PivotTable, Excel automatically opens the PivotTable Fields task pane. The task pane enables you to select the fields you want in your PivotTable and to organize its structure. By default, the top half of the PivotTable Fields task pane provides field choices based on the columns in your source data. From here, you can select the fields you want included in your PivotTable. The bottom half of the task pane, the Drag fields between areas below section, displays four areas that you use to structure the PivotTable and select the values upon which Excel performs calculations. Since PivotTables are dynamic, you can drag fields among the various areas of the PivotTable Fields task pane as necessary and your PivotTable will update automatically. If you choose to drag more than one field into an area, Excel creates a hierarchy in the PivotTable, with fields on top of the area representing higher levels in the hierarchy. The PivotTable Fields Task Pane Lesson 1: Preparing Data and Creating PivotTables Topic B

23 14 Microsoft Office Excel 2016: Data Analysis with PivotTables Figure 1-10: The PivotTable Fields task pane. The following table provides a brief description of the various elements of the PivotTable Fields task pane. PivotTable Fields Task Pane Element Tools drop-down arrow Field check boxes Description Selecting the Tools drop-down arrow displays a menu that allows you to rearrange the sections and areas by selecting various preconfigured PivotTable Fields task pane layouts. You can also alter the order in which the fields appear within the Choose fields to add to report section of the PivotTable Fields task pane. The columns from your data source are now fields for the PivotTable. The field check boxes allow you to add or remove fields from the various areas. By default, when you check a field's check box that is formatted as a text field, Excel places it in the ROWS area. When you check a field's check box that is formatted as a number field, Excel places the field in the VALUES area. Unchecking the field's check box removes that field from all areas in the PivotTable Fields task pane. As you have no real control over where Excel places fields when using the check boxes, many users prefer to simply drag fields to the desired areas. Field drop-down arrow Selecting a field's drop-down arrow displays a menu that allows you to move fields among the areas, move fields up or down in an area's hierarchy, or remove the field from that area. You can also access the Field Settings dialog boxes. Lesson 1: Preparing Data and Creating PivotTables Topic B

24 Microsoft Office Excel 2016: Data Analysis with PivotTables 15 PivotTable Fields Task Pane Element FILTERS area COLUMNS area ROWS area VALUES area Description Drag fields here to filter the PivotTable. Filters provide a quick way to narrow data so you can zero in on specific information. Drag fields here to create column headings across the top of the PivotTable. These are especially helpful for showing trends across a period of time, such as months, quarters, or years. Drag fields here to create row headings down the left side of the PivotTable. Typically, row labels are fields you want to group or categorize, such as locations or products. Drag fields here to have Excel perform calculations on or summarize data. You must have at least one numeric field in this area. The PivotTable Tools Contextual Tab The PivotTable Tools contextual tab displays commands and options that are specific to working with PivotTables. It appears when you select any cell within a PivotTable and disappears when you select anywhere outside the PivotTable. The PivotTable Tools contextual tab consists of two tabs: the Analyze tab and the Design tab. The Analyze Tab Figure 1-11: The Analyze tab. The following table identifies the types of commands in the various groups on the Analyze tab. Analyze Tab Group PivotTable Active Field Group Filter Data Contains Commands For Accessing the PivotTable Options dialog box, which allows you to change the general settings of your PivotTable. This group also displays the name of the currently selected PivotTable. Accessing the Value Field Settings dialog box, expanding or collapsing hierarchies in your PivotTables, and drilling up or down in PivotTables created from databases. Grouping and ungrouping various elements within a PivotTable, and managing those groups. Inserting a slicer or timeline, and managing filter connections. Refreshing PivotTable data and changing the data source for the PivotTable. Lesson 1: Preparing Data and Creating PivotTables Topic B

25 16 Microsoft Office Excel 2016: Data Analysis with PivotTables Analyze Tab Group Actions Calculations Tools Show Contains Commands For Clearing filtering, selecting elements in a PivotTable, and moving the PivotTable to a different sheet in your workbook. Configuring PivotTable calculations and relationships. Creating PivotCharts and accessing the Recommended PivotTables dialog box. Toggling the display of the PivotTable Fields task pane on and off, and then expand and collapse buttons and the field headers in the PivotTable itself. The Design Tab Figure 1-12: The Design tab. The following table identifies the types of commands in the various groups on the Design tab. Design Tab Group Layout PivotTable Style Options PivotTable Styles Contains Commands For Toggling functionality on or off, and modifying the overall layout of a PivotTable. Toggling the display of row headers, column headers, banded rows, and banded columns on or off. Selecting and configuring PivotTable formatting options. Start with Questions, End with Structure Source Data To create a useful PivotTable, begin by thinking about the types of questions you would like your raw data to answer. Your questions will help you to determine how to organize your PivotTables. Once you've determined what questions you want answers to, you can begin to design your PivotTable's structure. You may find it helpful to create rows out of the field that you are primarily interested in and to create columns out of your secondary criterion. For example, suppose you are the manager of a sales department. In order to measure performance, you'd like to know the total sales per project type for each sales rep in your department. In your source data, you have columns for Date, Rep, Region, Customer Number, Sale, and Project Type. Lesson 1: Preparing Data and Creating PivotTables Topic B

26 Microsoft Office Excel 2016: Data Analysis with PivotTables 17 Figure 1-13: Source data. When creating the PivotTable, you would typically create rows out of sales reps (your primary concern) and columns out of the project type (the items for which you are measuring performance). Then you would ask Excel to use the SUM function to total the sales for each rep per project type. Here's the resulting PivotTable from the entire dataset that answers this question: What are the total sales for each sales rep by project type? Notice that the sales reps are listed by row and the project types are listed by column. The values in the PivotTable are total sales, indicating the use of the SUM function, for each sales rep for each project type. Lesson 1: Preparing Data and Creating PivotTables Topic B

27 18 Microsoft Office Excel 2016: Data Analysis with PivotTables PivotTable Figure 1-14: PivotTable. Access the Checklist tile on your CHOICE Course screen for reference information and job aids on How to Create a PivotTable from a Local Data Source. Lesson 1: Preparing Data and Creating PivotTables Topic B

28 Microsoft Office Excel 2016: Data Analysis with PivotTables 19 ACTIVITY 1-2 Creating a PivotTable from a Local Data Source Before You Begin The My_Travel_Bookings.xlsx workbook is already open, and it contains a table with the generic name Table1. Scenario You are a Data Analyst for Leaps & Bounds Travel. Since your supervisor and other managers continually come to you for answers to questions about the business, you decided to create a PivotTable to have ready for analysis at all times. You have just cleaned up data that was sent to you from a colleague and will now create the PivotTable from the cleaned data. You remember that your supervisor asked you the total amount of sales each travel agent booked per destination, so you will create a PivotTable to answer the question "How much did each travel agent sell per destination?" To help with analysis, you will also determine the average sales amount and number of sales transactions for each destination. Named tables will be discussed in the next topic. 1. Insert a PivotTable. a) Select any cell within the table. b) Select Insert Tables PivotTable. c) In the Choose the data that you want to analyze section, confirm that your table is selected. Within the worksheet, the dashed outline surrounding the table also helps you confirm that the right table is selected. d) In the Choose where you want the PivotTable to be placed section, confirm that New Worksheet is selected. Lesson 1: Preparing Data and Creating PivotTables Topic B

29 20 Microsoft Office Excel 2016: Data Analysis with PivotTables e) Select OK. Sheet2 is added, and a PivotTable has been added. The PivotTable contains no columns, rows, or values yet. The PivotTable Fields task pane is shown so you can configure the PivotTable from the fields in Table1. 2. Structure the PivotTable to answer the question "How much did each travel agent sell per destination?" a) In the PivotTable Fields task pane, in the Choose fields to add to report section, drag the Amount field to the VALUES area. This addresses the "how much" part of the question. The PivotTable will show a sum of the transaction Amount values. b) Drag the Agent# field to the ROWS area. This addresses the "each travel agent" part of the question. Each row in the PivotTable will summarize sales results for one agent. c) Drag the Destination# field to the COLUMNS area. This addresses the "per destination" part of the question. Each column will summarize sales results for one destination. d) In cell A3, type Total and press Enter. Each value in the PivotTable represents a particular agent's total sales for a particular destination. 3. Add an Average value to the PivotTable. a) Drag the Amount field to the VALUES area, below the Total value as shown. b) Examine the columns in the PivotTable. Each destination now shows two columns: Total and Sum of Amount. Because column B is wider than other Total columns, its left-aligned heading is not positioned over the numbers. c) Select Row 5, and select Home Alignment Align Right. The PivotTable will be a bit easier to read if all of the headings are right-aligned, like the number values beneath them. d) Examine the values for the Total and Sum of Amount columns in destination 1. The values in the Total and Sum of Amount columns are the same since both values currently show a sum of the Amount fields. You will change the Sum of Amount columns to show the average value, instead of the sum of values. e) In the VALUES area, select Sum of Amount, and select Value Field Settings. f) Change the Summarize value field by setting to Average and change the Custom Name to Avg g) Select Number Format. h) In the Category list, select Number. i) Change Decimal places to 0 j) Select OK. k) Select OK. In addition to total amounts, the PivotTable now shows each agent's average sales amount for each destination. 4. Add a Count value to the PivotTable. a) Drag the Amount field to the VALUES area, below the Avg value. Lesson 1: Preparing Data and Creating PivotTables Topic B

30 Microsoft Office Excel 2016: Data Analysis with PivotTables 21 b) In the VALUES area, select Sum of Amount, and select Value Field Settings. c) Change the Summarize value field by setting to Count and change the Custom Name to Count d) Select OK. 5. Examine the information presented in the PivotTable. Prompt students with questions to consider how well the PivotTable addresses the question "How much did each travel agent sell per destination?" For example, ask them "Who is the highest seller in destination 1?" (Agent 2, with sales of 91334) For each destination (shown across columns), you can now view summary values for each sales agent (rows 1 through 11). For each destination, you can view the agent's total sales, average sale, and number (count) of sales. 6. What might you do to make this PivotTable easier to understand and interpret? A: One significant improvement would be to show actual names for destinations and agents instead of numbers. 7. Save the workbook by selecting File Save. 8. Close the workbook, but leave the Excel application open by selecting File Close. Students will make this improvement in the next activity. Lesson 1: Preparing Data and Creating PivotTables Topic B

31 22 Microsoft Office Excel 2016: Data Analysis with PivotTables TOPIC C Create a PivotTable from Multiple Local Data Sources You now know how to create a PivotTable from one local data source, from a table or a range of cells. Often, though, you have data in multiple spreadsheets that you'd like to summarize. Fortunately, you can accomplish this with a PivotTable. In this topic, you will create a PivotTable from multiple local data sources. Adding Data to the Data Model The Excel 2016 Data Model You can use the Excel 2016 Data Model to integrate data from multiple tables. This enables you to build a relational data source directly in a workbook. Instead of having to use formulas to consolidate data, the Data Model contains a behind-the-scenes analytical cube. You can add data to the Data Model when you insert a PivotTable. Figure 1-15: Use the check box at the bottom of the Create PivotTable dialog box to add data to the Data Model. The Data Model appears as a collection of tables on the ALL tab of the PivotTable Fields task pane. You can expand or collapse each named table to drag and drop the fields into the PivotTable just as you would with a single data source. Lesson 1: Preparing Data and Creating PivotTables Topic C

32 Microsoft Office Excel 2016: Data Analysis with PivotTables 23 The PivotTable Fields Task Pane ALL Tab Figure 1-16: The Data Model is visualized on the ALL tab of the PivotTable Fields task pane. Note: To work directly with the graphical view of the Data Model, you must use the Excel 2016 PowerPivot add-in. Named Tables Creating named tables will help you to create a PivotTable from multiple local sources. Table names are displayed on the ALL tab of the PivotTable Fields task pane. They allow you to quickly identify which source data the fields belong to. Use the Table Name box on the Design tab of the Table Tools contextual menu to name a table. In Excel, a valid table name: Begins with an underscore or a letter. Contains only letters, numbers, or underscores. Does not contain a space or other invalid characters. Does not conflict with the name of another object in the workbook. Does not conflict with an Excel built-in name, such as the name of a function or a cell reference. Named Tables Remind students of the named table from the previous exercise. Emphasize how easy the naming made it to understand where the data came from. Lesson 1: Preparing Data and Creating PivotTables Topic C

33 24 Microsoft Office Excel 2016: Data Analysis with PivotTables Figure 1-17: Name a table using the Table Name box. The Create Relationship Dialog Box The Create Relationship Dialog Box Even though you can view the named tables on the ALL tab of the PivotTable Fields task pane, Excel does not yet know how your tables are connected. Use the Create Relationship dialog box to set up relationships between tables. On the left side of the Create Relationship dialog box, identify the tables for which you want to set up relationships. On the right side, the field headers from each table are pre-populated. Simply select the field from each list that contains the unique identifiers shared between the two tables. For example, suppose you have two tables, one called Bookings and one called AgentInfo. Each table has a column of data labeled Agent#, which contains a unique identifier in the form of an ID number that is assigned to each sales agent. To set up this relationship between the two tables in Excel, select the Agent# column for both tables, as seen in the following figure. Figure 1-18: The Create Relationship dialog box. The Manage Relationships Dialog Box The Manage Relationships Dialog Box Once you've created a relationship, an entry of that relationship is stored in the Manage Relationships dialog box. From here, you can use the New button to access the Create Relationship dialog box to set up other relationships between tables. You can also edit, activate, deactivate, and delete relationships using the buttons on the right side of the Manage Relationships dialog box. Lesson 1: Preparing Data and Creating PivotTables Topic C

34 Microsoft Office Excel 2016: Data Analysis with PivotTables 25 Figure 1-19: Use the Manage Relationships dialog box to manage relationships between tables in your workbook. Access the Checklist tile on your CHOICE Course screen for reference information and job aids on How to Create a PivotTable from Multiple Local Data Sources. Lesson 1: Preparing Data and Creating PivotTables Topic C

35 26 Microsoft Office Excel 2016: Data Analysis with PivotTables ACTIVITY 1-3 Creating a PivotTable from Multiple Local Data Sources Data File C:\091066Data\Preparing Data and Creating PivotTables\Travel_Multiple.xlsx Before You Begin Excel is running, but no worksheet is open. Scenario Previously, your colleague sent you data on travel bookings, but you need some additional data to create a more robust PivotTable. For example, two of the columns, Agent# and Destination#, contain numbers instead of the actual names of the agents who assisted customers in booking and the names of the trip destinations. You have requested that your colleague send you the additional information you need. She has sent you a workbook containing multiple worksheets of data, with separate worksheets for bookings, agent names, and destination names. You will now create a PivotTable that combines data from these three worksheets to answer the question "How much did each travel agent sell per destination region?" 1. Open and save a copy of the workbook. a) In Excel, open C:\091066Data\Preparing Data and Creating PivotTables\Travel_Multiple.xlsx. b) Save the document in the current folder (C:\091066Data\Preparing Data and Creating PivotTables) as My_Travel_Multiple.xlsx 2. Create a named table from the data in the Bookings worksheet. a) On the Bookings tab, select any cell that contains data. b) Select Insert Tables Table. c) Select OK. d) From the Table Tools contextual menu, on the Design tab, in the Properties group, select the Table Name field. e) Type Bookings and then press Enter. 3. Repeat the steps you used to create the Bookings table to create tables for AgentInfo and Destinations. a) From the data in the AgentInfo worksheet, create a table named AgentInfo Lesson 1: Preparing Data and Creating PivotTables Topic C

36 Microsoft Office Excel 2016: Data Analysis with PivotTables 27 b) From the data in the Destinations worksheet, create a table named Destinations 4. Add data to the Data Model. a) On the Bookings tab, select any cell in the table. b) Select Insert Tables PivotTable. c) In the Choose the data that you want to analyze section, confirm that the table name Bookings is displayed. d) In the Choose where you want the PivotTable to be placed section, confirm that New Worksheet is selected. e) In the Choose whether you want to analyze multiple tables section, check the Add this data to the Data Model check box. Point out that the table name Bookings is selected for you because you selected a cell within that named range. f) Select OK. A PivotTable is inserted into a new worksheet. 5. In the PivotTable Fields task pane, verify that the Choose fields to add to report list displays a list for each table consisting of all the fields in each table. a) In the PivotTable Fields task pane, select the ALL tab. b) In the Choose fields to add to report list, verify that each of the table names is listed. c) Select the drop-down arrows to the left of each table name and verify that the fields from each table are listed. 6. Set up a relationship between the Bookings and AgentInfo tables. a) Select Data Data Tools Relationships. b) In the Manage Relationships dialog box, select New. Lesson 1: Preparing Data and Creating PivotTables Topic C

37 28 Microsoft Office Excel 2016: Data Analysis with PivotTables c) From the four drop-down lists, select the options shown here. d) Select OK. 7. Set up a relationship between the Bookings and Destinations tables. a) In the Manage Relationships dialog box, select New. b) From the four drop-down lists, select the options shown here. c) Select OK. d) In the Manage Relationships dialog box, select Close. 8. Structure the PivotTable to answer the question "How much did each travel agent sell per destination region?" a) In the PivotTable Fields task pane, on the ALL tab, in the Choose fields to add to report section, expand the AgentInfo table. b) Drag the Agent_Name field to the ROWS area. c) On the ALL tab, in the Choose fields to add to report section, expand the Destinations table. d) Drag the Destination_Region field to the COLUMNS area. e) On the ALL tab, in the Choose fields to add to report section, expand the Bookings table. f) Drag the Amount field to the VALUES area. Ask students questions to see how well the PivotTable addresses the question "How much did each travel agent sell per destination region?" For example, "Who is the highest seller in the Africa region?" (Elisa Bennett) 9. Review the totals in the PivotTable cells. 10. Save the workbook by selecting File Save. 11. Close the workbook, but leave the Excel application open by selecting File Close. Lesson 1: Preparing Data and Creating PivotTables Topic C

38 Microsoft Office Excel 2016: Data Analysis with PivotTables 29 TOPIC D Create a PivotTable from an External Data Source Up until now, you've been using Excel ranges or tables within a workbook as the source data for your PivotTables. However, it is common in today's business world to work with data from a variety of sources. You won't always have source data in Excel ready to create a PivotTable. Many times, your source data is stored outside of Excel. Fortunately, Excel provides a way to create PivotTables from data sources outside of Excel. In this topic, you will create a PivotTable from an external data source. Limitations of Excel as a Database Excel has numerous strengths for powerful data analytics. Although you can use Excel as a datamanagement program for storing source data, the program has limitations when used as a database. For example, Excel doesn't have a relational data structure and is not able to index fields to optimize data retrieval. Also, large data sets slow down performance. Each time you open a workbook, Excel loads the file into RAM (random-access memory). Thus, in spreadsheets that have thousands of data rows, when you edit information, it can take a significant amount of time for Excel to refresh the data. External Data Sources External data sources for PivotTables include other Excel workbooks, text files, and relational databases, such as Microsoft Access and SQL Server. When possible, using a relational database as source data enhances your ability to analyze data more efficiently because these databases are designed to retrieve data quickly. This way, you are maximizing business analytics by utilizing each application's strengths. The relational database provides a solid data-management foundation, and Excel PivotTables give you amazing versatility and speed for analyzing data. In Excel, you can set up and manage connections with external data sources using the Get External Data group on the Data tab. External Data Sources Figure 1-20: Use the buttons in the Get External Data group to set up and manage connections to external data sources for use in PivotTables. The Select Data Source Window When you import data from an Access or web database, or from a text or XML file, you use the Select Data Source window. Browse your computer to locate the desired database file or select New Source to access the Data Connection Wizard, which allows you to import data from other external data sources. Once you locate the correct file and select Open, Excel opens the Select Table dialog box. The Select Data Source Window Lesson 1: Preparing Data and Creating PivotTables Topic D

39 30 Microsoft Office Excel 2016: Data Analysis with PivotTables Figure 1-21: Use the Select Data Source window to locate your external data source from Access, the web, a text file, or an XML file. The Select Table Dialog Box The Select Table Dialog Box The Select Table dialog box allows you to choose which tables to import into Excel for use in a table or PivotTable. Checking the Enable selection of multiple tables check box allows you to import more than one table. Once you select the desired tables to import and select OK, Excel opens the Import Data dialog box. Figure 1-22: Use the Select Table dialog box to choose which tables to import from the external data source. The Import Data Dialog Box The Import Data Dialog Box The Import Data dialog box has two main sections. In the top section, you choose how you want to view the new data in your workbook. You can choose to view it as a table, PivotTable, or Lesson 1: Preparing Data and Creating PivotTables Topic D

40 Microsoft Office Excel 2016: Data Analysis with PivotTables 31 PivotChart, or just create a connection without viewing it as one of the previous options. In the bottom section, you choose where to put the data, either in your current worksheet or in a new worksheet. In addition, if you import more than one table, Excel automatically adds the imported tables to the Data Model. This is indicated by the already checked check box at the bottom of the Import Data dialog box. If you select PivotTable Report from the top section and select OK, Excel displays a PivotTable for the data. Figure 1-23: The Import Data dialog box. The Data Connection Wizard If you want to import data from external sources other than Access, the web, XML files, or text files, use the Data Connection Wizard. Simply follow the steps to import the desired external data into Excel. The Data Connection Wizard Lesson 1: Preparing Data and Creating PivotTables Topic D

41 32 Microsoft Office Excel 2016: Data Analysis with PivotTables Figure 1-24: The Data Connection Wizard walks you through setting up connections with external data sources other than Access, the web, or a text file. The Existing Connections Dialog Box The Existing Connections Dialog Box If you do not insert a PivotTable when you are importing data into Excel, you can always create a PivotTable from the data later. When you use the Create PivotTable dialog box, simply select the Use an external data source option. When you select Choose Connection, the Existing Connections dialog box appears. Use the Existing Connections dialog box to view and open data connections and tables in your workbook, on the network, and on your computer. Lesson 1: Preparing Data and Creating PivotTables Topic D

42 Microsoft Office Excel 2016: Data Analysis with PivotTables 33 Figure 1-25: Use the Existing Connections dialog box to select an external data source for your PivotTable. Access the Checklist tile on your CHOICE Course screen for reference information and job aids on How to Create a PivotTable from an External Data Source. Lesson 1: Preparing Data and Creating PivotTables Topic D

43 34 Microsoft Office Excel 2016: Data Analysis with PivotTables ACTIVITY 1-4 Creating a PivotTable from an External Data Source Data File C:\091066Data\Preparing Data and Creating PivotTables\LeapsAndBounds_Database.accdb Scenario Your supervisor asks you how much customers who are members of the Leaps & Bounds travel program spent on travel to each region. Previously, your colleague sent you a workbook containing multiple worksheets of data, with worksheets for bookings, agent names, and destination names, but you do not have specific information on the customers, other than a field called Cust_Number. When asking your colleague to send you the customer data as well, you find out that all of the data you've been sent so far, as well as the customer information, is contained in a Microsoft Access file. To create a PivotTable including all of the data you need, you will create a PivotTable from the Access database. 1. Create a new blank workbook. a) Select File New. b) Select Blank workbook. c) Save the document in C:\091066Data\Preparing Data and Creating PivotTables as My_Travel_External.xlsx 2. Import data from the LeapsAndBounds_Database.accdb Access file. a) Select Data Get External Data From Access. b) In the Select Data Source dialog box, navigate to C:\091066Data\Preparing Data and Creating PivotTables and select LeapsAndBounds_Database.accdb. Then select Open. c) In the Select Table dialog box, check the Enable selection of multiple tables check box. d) Check the Name check box to select all of the tables and then select OK. e) In the Import Data dialog box, in the Select how you want to view this data in your workbook section, verify that PivotTable Report is selected. f) In the Where do you want to put the data section, verify that Existing worksheet is selected. Then select OK. A PivotTable is inserted into the current worksheet and, in the PivotTable Fields task pane, you are prompted to choose fields to add to the report. 3. Structure the PivotTable to answer the question "How much did each travel agent sell to members and non-members per destination region?" a) On the ACTIVE tab of the PivotTable Fields task pane, drag the following items to structure the PivotTable. From the Destinations table, drag Destination_Region to ROWS. From the Agent_Info table, drag Agent_Name to ROWS. From the Customer_Info table, drag Member to COLUMNS. From the Bookings table, drag Amount to VALUES. 4. For each region, which group is generally responsible for more sales revenue non-members ("N") or members ("Y") of the travel program? A: Sales totals in each region are greater for non-members than for members. Lesson 1: Preparing Data and Creating PivotTables Topic D

44 Microsoft Office Excel 2016: Data Analysis with PivotTables How might you compare the number of transactions by non-members to the number of transactions by members? A: Drag Bookings Amount to VALUES, and summarize the new value by Count. 6. Save the workbook. 7. Close the workbook, but leave the Excel application open by selecting File Close. If there is time, have students try this. It shows that there are significantly more sales to non-members than to members. Lesson 1: Preparing Data and Creating PivotTables Topic D

45 36 Microsoft Office Excel 2016: Data Analysis with PivotTables Encourage students to use the social networking tools provided on the CHOICE Course screen to follow up with their peers after the course is completed for further discussion and resources to support continued learning. Summary In this lesson, you prepared data for a PivotTable, explored the Data Model's powerful analysis capabilities, and created a PivotTable from various data sources. Ensuring that you have clean, transactional data for your PivotTable allows you to be confident in your PivotTable results. Also, being able to create a PivotTable from any data source enables you to achieve powerful and efficient data analysis in one report. If you've been unsuccessful in creating PivotTables in the past, how do you think the overall structure of your source data affected the outcome? A: Answers will vary, but students may mention that their data sources contained some summary data, duplicate data, or blank cells. What tasks that you typically perform would PivotTables help you complete more effectively or efficiently? A: Answers will vary, but most students will mention that PivotTables help them to summarize data quickly to enable analysis of items such as cost, performance, and general reporting. Note: Check your CHOICE Course screen for opportunities to interact with your classmates, peers, and the larger CHOICE online community about the topics covered in this course or other topics you are interested in. From the Course screen you can also access available resources for a more continuous learning experience. Lesson 1: Preparing Data and Creating PivotTables

46 2 Analyzing Data by Using PivotTables Lesson Time: 1 hour, 15 minutes Lesson Objectives In this lesson, you will: Summarize PivotTable data. Organize PivotTable data. Filter PivotTable data. Format a PivotTable. Refresh and change PivotTable data. Lesson Introduction In many cases, a basic PivotTable can provide you with sufficient data summaries for your analysis, but what if you need to perform a more complex analysis? Suppose you need to filter your PivotTable, group certain data together, alter its formatting, or analyze data from multiple sources. Now that you've created a basic PivotTable, you're ready to dive deeper into your data analysis.

47 38 Microsoft Office Excel 2016: Data Analysis with PivotTables TOPIC A Summarize PivotTable Data When you create a PivotTable, Microsoft Excel defaults to summarizing the data in certain ways. If you're looking for more than a sum or a count of the items in your fields or want to total only certain data in your PivotTable, you can customize how your data is presented and calculated. Excel makes it easy to adjust the display of PivotTable data to meet your business analysis needs. In this topic, you will summarize PivotTable data in various ways. Accessing the Value Field Settings Dialog Box The Value Field Settings Dialog Box When you create a PivotTable, Excel automatically totals the data by either summarizing or counting the items, using the SUM or COUNT function, respectively. In addition to these default functions, Excel provides other summary options through two tabs in the Value Field Settings dialog box. To access the Value Field Settings dialog box, select Value Field Settings from the drop-down arrow of a field in the VALUES area of the PivotTable Fields task pane. Figure 2-1: Accessing the Value Field Settings dialog box. Lesson 2: Analyzing Data by Using PivotTables Topic A

48 Microsoft Office Excel 2016: Data Analysis with PivotTables 39 On the Summarize Values By tab of the Value Field Settings dialog box, you can change the way the data from the selected field is summarized and also rename the field in the PivotTable. The Summarize Values By Tab Figure 2-2: The Summarize Values By tab of the Value Field Settings dialog box. The following table describes the summary functions on the Summarize Values By tab of the Value Field Settings dialog box. Summary Function Sum Count Average Max Min Displays The sum of the values. This is the default function for numeric fields. The total number of records for a category, including numeric, text, and error cells. This is the default function for text fields. The average (arithmetic mean) for values in a category. The largest numeric value of a field in a category. The smallest numeric value of a field in a category. Product The product of all numeric values in a category. For example, the values 2, 3, and 4 would equal 24. Count Numbers StdDev StdDevP Var VarP The total number of numeric records in a category and ignores all nonnumeric items. The standard deviation of a field in a category. The standard deviation for the population of a field in a category. The statistical variance of a field in a category. The statistical variance for the population of a field in a category. The Show Values As Tab On the Show Values As tab of the Value Field Settings dialog box, you have Excel perform calculations on your data to determine how to display values from the selected field. The Show Values As Tab Lesson 2: Analyzing Data by Using PivotTables Topic A

49 40 Microsoft Office Excel 2016: Data Analysis with PivotTables Figure 2-3: The Show Values As tab of the Value Field Settings dialog box. The following table describes the calculation options on the Show Values As tab of the Value Field Settings dialog box. Calculation No Calculation Result Does not apply any calculation. % of Grand Total Displays a percentage of the grand total, so all the detail cells in the PivotTable add up to 100 percent. % of Column Total Displays a percentage of the values in the columns. % of Row Total Displays a percentage of the values in the rows. % Of Displays a percentage of the value of the Base item in the Base field. % of Parent Row Total % of Parent Column Total With multiple row fields, shows a row's percentage of the parent row's total. The calculation takes the value of the item divided by the value of the parent item on rows. With multiple column fields, displays a column's percentage of the parent column's total. The calculation takes the value of the item divided by the value of the parent item on columns. % of Parent Total With multiple row and/or column fields, displays a cell's percentage of the parent item's total. The calculation takes the value of the item divided by the value of the parent item of the Base field you select. Difference From Displays the difference from the value of the Base item in the Base field. % Difference From Displays the percentage difference from the value of the Base item in the Base field. Running Total In Displays the value for successive items in the Base field as a running total. % Running Total In Displays the value as a percentage for successive items in the Base field as a running total. Lesson 2: Analyzing Data by Using PivotTables Topic A

50 Microsoft Office Excel 2016: Data Analysis with PivotTables 41 Calculation Rank Smallest to Largest Rank Largest to Smallest Index Result Displays the numeric rank of selected values in a field. Excel lists the smallest item in the field as 1, and each larger value with a larger rank. Displays the numeric rank of selected values in a field. Excel lists the largest item in the field as 1, and each smaller value with a smaller rank. Displays the relative importance of an item. Excel performs the calculation as follows: ([value in the cell] [grand total of grand totals]) / ([grand row total] [grand column total]). The Insert Calculated Field Dialog Box Another way to summarize data is to create a custom calculated field in your PivotTable. You can create custom calculated fields using the Insert Calculated Field dialog box, located in the Calculations group of the Analyze tab on the PivotTable Tools contextual tab. In the Insert Calculated Field dialog box, you can choose to name your calculated field and then create a formula from the numeric fields in your data source. The arithmetic operations allowed in the Formula text box are + for addition, - for subtraction, * for multiplication, and / for division. Once the field is created, it appears as another column in your PivotTable and is added as a field in the PivotTable Fields task pane. For example, suppose you want to create a field with the calculated tip percentage, which is calculated by dividing the tip amount by the amount of the service. You would first add the Tip Amount field to the Formula text box. To accomplish this, select the Tip Amount field from the Fields area of the Insert Calculated Field dialog box and select Insert Field, which places the field into the Formula text box. Then type in the forward slash / to denote division. Finally, insert the Service Amount field into the Formula text box. You can always modify or delete previously created calculated fields. Simply use the Name dropdown menu to choose the desired calculated field and use the dialog box to modify the calculation or delete it altogether. The Insert Calculated Field Dialog Box Lesson 2: Analyzing Data by Using PivotTables Topic A

51 42 Microsoft Office Excel 2016: Data Analysis with PivotTables Figure 2-4: Use the Insert Calculated Field dialog box to create, modify, or delete custom calculated fields in your PivotTable. Access the Checklist tile on your CHOICE Course screen for reference information and job aids on How to Summarize PivotTable Data. Lesson 2: Analyzing Data by Using PivotTables Topic A

52 Microsoft Office Excel 2016: Data Analysis with PivotTables 43 ACTIVITY 2-1 Summarizing PivotTable Data Data File C:\091066Data\Analyzing Data by Using PivotTables\LeapsAndBounds-Bookings2015.xlsx Scenario You are preparing for an upcoming presentation, where you will present important data from the travel bookings for You'll start by answering three questions: Which region did customers spend the most money booking in 2015? Which region was the most popular travel destination that was booked in 2015? What percentage of trips were booked to the most popular region in 2015? Your supervisor has also asked you how much the bookings would have been per region if Leaps & Bounds had offered a 5-percent discount on all bookings in 2015, for which you will create a calculated field. You already have a PivotTable set up, so you can start right in on the analysis. 1. Open and save a copy of the workbook. a) In Excel, open C:\091066Data\Analyzing Data by Using PivotTables\LeapsAndBounds- Bookings2015.xlsx. b) Save the document in C:\091066Data\Analyzing Data by Using PivotTables as My_LeapsAndBounds-Bookings2015.xlsx 2. Structure the PivotTable to answer the question "Which region did customers spend the most money booking in 2015?" a) Ensure that the PivotTable is selected. Note: You can tell that a PivotTable is selected if you can see the PivotTable Fields task pane and the PivotTable Tools contextual tab. If you cannot see the task pane and the contextual tab, then select any cell within the PivotTable. b) In the PivotTable Fields task pane, drag the following items to structure the PivotTable. Drag Destination_Region to ROWS. Drag Amount to VALUES. 3. Review the totals in the PivotTable cells to determine the amount of money spent on booking trips to each region. 4. Which region did customers spend the most money booking in 2015? A: North America, with $43,362,038 booked on travel to this region in Use the PivotTable to answer the question "Which region was the most popular travel destination that was booked in 2015?" a) In the PivotTable Fields task pane, in the VALUES area, select the Sum of Amount drop-down arrow. b) From the drop-down menu, select Value Field Settings. c) In the Value Field Settings dialog box, on the Summarize Values By tab, select Count. Then select OK. 6. Review the totals in the PivotTable cells to determine the number of trips booked to each region. Lesson 2: Analyzing Data by Using PivotTables Topic A

53 44 Microsoft Office Excel 2016: Data Analysis with PivotTables 7. Which region was the most popular travel destination that was booked in 2015? A: North America, with 5,122 trips booked in Use the PivotTable to answer the question "What percentage of trips were booked to the most popular region in 2015?" a) In the PivotTable Fields task pane, in the VALUES area, select the Count of Amount drop-down arrow. b) From the drop-down menu, select Value Field Settings. c) In the Value Field Settings dialog box, select the Show Values As tab. d) From the Show values as drop-down menu, select % of Grand Total. Then select OK. 9. Review the totals in the PivotTable cells to determine the percentage of trips taken in North America. 10. What percentage of trips were booked to the most popular region in 2015? A: percent of trips were taken to North America in Reset the summarizing of the Amount field in the PivotTable. a) In the PivotTable Fields task pane, in the Choose fields to add to report section, uncheck the Amount field check box. b) Re-check the Amount field check box. c) Observe that in the PivotTable Fields task pane, in the VALUES area, the Amount field now reads Sum of Amount. 12. Create a calculated field to find out how much the bookings would have been per region if Leaps & Bounds had offered a 5-percent discount on all bookings in a) Select PivotTable Tools Analyze Calculations Fields, Items, & Sets Calculated Field. b) In the Name text box, type After_Discount c) In the Fields area, select Amount and then select Insert Field. d) In the Formula text box, after Amount, type *0.95 e) Select Add. The calculated field After_Discount is added to the PivotTable Fields task pane. f) Select OK. The calculated field After_Discount is added to the PivotTable. 13. Review the totals in the PivotTable cells. Lesson 2: Analyzing Data by Using PivotTables Topic A

54 Microsoft Office Excel 2016: Data Analysis with PivotTables Clear the PivotTable fields. a) In the PivotTable Fields task pane, drag Destination_Region from the ROWS area to the Choose fields to add to report section. b) In the VALUES area, drag Sum of Amount to the Choose fields to add to report section. c) In the VALUES area, drag Sum of After_Discount to the Choose fields to add to report section. 15. Save the workbook and leave it open. Explain that you're clearing the fields in preparation for the next activity. This also demonstrates how to remove fields from the PivotTable. Lesson 2: Analyzing Data by Using PivotTables Topic A

55 46 Microsoft Office Excel 2016: Data Analysis with PivotTables TOPIC B Organize PivotTable Data The PivotTable does a great job of summarizing raw data, but sometimes the data isn't presented in the best way for your analysis. For a PivotTable to be truly useful, you need to be able to read it and make sense of it quickly, so that you can make meaningful decisions from the data. For example, instead of searching through rows of data to find the largest or smallest value, it would be quicker and easier to simply sort the data. In this topic, you will organize PivotTable data. Sorting Sorting It can be helpful to sort the summarized data in your PivotTable, to quickly determine which value is largest or to see data in ascending or descending order. You can sort numbers by value and text alphabetically in your PivotTable using the Row Labels and Column Labels drop-down menus. Figure 2-5: Sort row and column field entries using the Row Labels and Column Labels dropdown menus. The Expand and Collapse Feature The Expand and Collapse Feature The expand and collapse feature allows you to show or hide data within your PivotTable. The Expand and Collapse buttons appear in your PivotTable when you drag more than one field to either the ROWS or COLUMNS area of the PivotTable Fields task pane. This feature can come in handy when you have very detailed data to drill down into. For example, if you had fields containing state, county, and town information, you could show or hide the data within the PivotTable as your analysis requires. Lesson 2: Analyzing Data by Using PivotTables Topic B

56 Microsoft Office Excel 2016: Data Analysis with PivotTables 47 Figure 2-6: Use the Collapse button to see less detail and the Expand button to see more detail. The Group and Ungroup Feature Grouping the summary data in your PivotTable can help you to get a better view of the data you want to analyze. You can group date, time, number, and text fields. For example, you could group date and time fields into more manageable chunks, such as into quarters and years. Or you could group sales reps into their respective departments or numbers into intervals. In the following example, individual dates are grouped into months for easier analysis. The Group and Ungroup Feature Figure 2-7: Use the Group feature to combine data into more manageable pieces for analysis. Lesson 2: Analyzing Data by Using PivotTables Topic B

57 48 Microsoft Office Excel 2016: Data Analysis with PivotTables The Grouping Dialog Box The Grouping Dialog Box Use the Grouping dialog box to group date and time fields. This is accessed by selecting PivotTable Tools Analyze Group Group Field. Note that you have to select a date or time field within the PivotTable itself for the Group Field button to be active. Note: Even though you cannot select the PivotTable Tools contextual tab, throughout this book, the instruction will include the name of the contextual tab to orient you to the correct place to find the command specified. Figure 2-8: Use the Grouping dialog box to define your date and time field groupings. Access the Checklist tile on your CHOICE Course screen for reference information and job aids on How to Organize PivotTable Data. Lesson 2: Analyzing Data by Using PivotTables Topic B

58 Microsoft Office Excel 2016: Data Analysis with PivotTables 49 ACTIVITY 2-2 Organizing PivotTable Data Before You Begin The My_LeapsAndBounds-Bookings2015.xlsx workbook is already open. Scenario A colleague is giving a presentation and sends you a couple of questions he'd like you to answer based on your PivotTable data. The questions are: Which region has the largest percentage of its bookings for days? In the Oceania/Australia region, which city has the most trips booked for days? You already have a PivotTable set up, so you can start right in on the analysis. 1. Structure the PivotTable to answer the question "Which region has the largest percentage of its bookings for days?" a) Ensure that the PivotTable is selected. b) In the PivotTable Fields task pane, structure the PivotTable as follows: Drag Destination_Region to ROWS. Drag Length of Stay to COLUMNS. Drag Booking# to VALUES. c) In the PivotTable Fields task pane, in the VALUES area, select the Sum of Booking# drop-down arrow, and select Value Field Settings. d) In the Summarize value field by list, select Count. e) Select the Show Values As tab. f) From the Show values as drop-down list, select % of Row Total. Then select OK. 2. Group the Length of Stay field into intervals of 10. a) Select cell B4. b) Select PivotTable Tools Analyze Group Group Field. c) Confirm that the Starting at check box is checked and 1 is in the text field. d) Confirm that the Ending at check box is checked and 30 is in the text field. e) In the By field, type 10 and select OK. 3. Which region has the largest percentage of its bookings for days? A: Oceania/Australia, with percent of trips to that region booked for days. 4. Structure the PivotTable to answer the question "In the Oceania/Australia region, which city has the most trips booked for days?" a) In the PivotTable Fields task pane, in the Choose fields to add to report section, drag Destination_City to the ROWS area under Destination_Region. Lesson 2: Analyzing Data by Using PivotTables Topic B

59 50 Microsoft Office Excel 2016: Data Analysis with PivotTables b) Select the Collapse buttons for every region except Oceania/Australia. c) In the PivotTable Fields task pane, in the VALUES area, select the Count of Booking# drop-down arrow. d) From the drop-down menu, select Value Field Settings. e) Select the Show Values As tab. f) From the Show values as drop-down list, select No Calculation. Then select OK. 5. Sort the data for the group. a) Right-click cell D11, where the Brisbane row and the column intersect. b) From the fly-out menu, select Sort Sort Largest to Smallest. 6. In the Oceania/Australia region, which city has the most trips booked for days? A: Melbourne, with 34 trips booked for days. 7. Ungroup the Length of Stay field. a) Select any of the Length of Stay groups across the top of the PivotTable. (For example, cell D4) b) Select PivotTable Tools Analyze Group Ungroup. 8. Clear the PivotTable of all fields by selecting PivotTable Tools Analyze Actions Clear Clear All. 9. Save the workbook and leave it open. Lesson 2: Analyzing Data by Using PivotTables Topic B

60 Microsoft Office Excel 2016: Data Analysis with PivotTables 51 TOPIC C Filter PivotTable Data Now that you can summarize and organize your PivotTable data in different ways, you are ready to filter your PivotTable data. This comes in handy when you are analyzing a subset of your data and want to ignore all data that is not relevant to your current analysis. The FILTERS Area You can filter your PivotTable data as a whole by dragging a field into the FILTERS area of the PivotTable Fields task pane. When you do this, the field to filter on appears above your PivotTable. You can then use the drop-down menu to decide which item(s) you'd like to filter on. The FILTERS Area Figure 2-9: Drag a field to the FILTERS area to filter the entire PivotTable based on unique entries. Manual Filters You can apply a manual filter to a PivotTable field already in the PivotTable by selecting the Row Labels or Column Labels drop-down menu in the PivotTable itself. The drop-down menu allows you to see only certain values in that field and exclude others. For example, using the drop-down menu next to Row Labels, you could filter to show data for selected countries only, as shown in the following figure. Manual Filters Lesson 2: Analyzing Data by Using PivotTables Topic C

61 52 Microsoft Office Excel 2016: Data Analysis with PivotTables Figure 2-10: You can manually filter a PivotTable field by selecting an entry from the Row Labels or Column Labels menu. You can also filter on values and labels using the Label Filters and Value Filters fly-out menus. For example, you could set up the filter to display data for the Amount field only if it is greater than or equal to 10,000. The resulting PivotTable would display data only for entries with sales amounts that are $10,000 or more. Or you might choose to show only entries with the top 10 sales amounts. The following filter options are available in the Label Filters and Value Filters fly-out menus: Equals Does Not Equal Begins With Does Not Begin With Ends With Does Not End With Contains Does Not Contain Greater Than Greater Than or Equal To Less Than Less Than or Equal To Between Not Between Top 10 Lesson 2: Analyzing Data by Using PivotTables Topic C

62 Microsoft Office Excel 2016: Data Analysis with PivotTables 53 Slicers When you are filtering on multiple entries, it can be easy to lose track of what you're filtering on. Instead of manually filtering data in your PivotTable, you can use slicers to see what you are filtering on at a glance. A slicer is an individual Excel object used to filter the data in PivotTables. You can create a slicer out of any of the fields associated with a PivotTable, and then use those slicers to filter each field by any of its unique entries. When you create a slicer, each unique entry in that field is turned into a button within the slicer. You use these buttons to select which data you'd like to see in your PivotTable, as indicated when the button appears blue, and which data you want to filter out of your PivotTable, as indicated when the button appears white. If a slicer button is a faded-out shade of blue, this means that some active filter has removed the entries from the PivotTable. Faded-out slicer buttons are inactive, as you cannot filter on entries that do not appear in the PivotTable. Clearing the filter that is suppressing the entries will reactivate the associated slicer button(s). To select multiple slicer buttons simultaneously, press and hold Ctrl while making your selections. Selecting the Clear Filter button deactivates all filters on a slicer, so that all the entries appear in the PivotTable. You can place slicers anywhere on your worksheets and resize them. You can even place copies of slicers in multiple locations. The original slicer and the copies remain linked, so whatever filters you apply to one of them affect all of the copies. Slicers Figure 2-11: Use slicers to quickly and easily apply multiple filters to your PivotTables. Although a slicer is typically associated with just one PivotTable, you can link slicers to multiple PivotTables. This is usually done when the PivotTables are associated with the same data source. The Insert Slicers Dialog Box You use the Insert Slicers dialog box to create slicers out of any field in your PivotTable. Each field appears as a check box option in the dialog box. To create a slicer out of a particular field, simply check the associated check box. The Insert Slicers Dialog Box Lesson 2: Analyzing Data by Using PivotTables Topic C

63 54 Microsoft Office Excel 2016: Data Analysis with PivotTables Figure 2-12: The Insert Slicers dialog box allows you to create a slicer from any field available in your PivotTable. The Slicer Tools Contextual Tab The Slicer Tools Contextual Tab You can access commands specific to working with slicers from the Slicer Tools contextual tab. The Slicer Tools contextual tab appears when you select any slicer. It contains just one tab, the Options tab. Figure 2-13: The Slicer Tools contextual tab. The following table describes the types of commands you will find in the command groups on the Slicer Tools contextual tab. Slicer Tools Contextual Tab Group Slicer Slicer Styles Arrange Buttons Size Contains Commands For Renaming slicers, accessing slicer options, and managing slicer connections to PivotTables. Applying formatting to slicers. Configuring the arrangement of slicers on the screen. Modifying the size and alignment of slicer buttons. Modifying the size of slicers. Lesson 2: Analyzing Data by Using PivotTables Topic C

64 Microsoft Office Excel 2016: Data Analysis with PivotTables 55 Timelines With a PivotTable timeline, you can easily filter dates in your PivotTable. The timeline works like a slicer, but has a different interface. The timeline groups your dates into days, months, quarters, or years. The default view for the timeline filter is months, as seen in the following figure, but you can use the Time period drop-down menu to change the view to days, quarters, or years. To filter your PivotTable data, use the Time period selector. Simply select a time period in the timeline or drag the ends of the Time period selector to your desired time period. If you want to view all of the dates in your PivotTable, select the Clear Filter button. Timelines Figure 2-14: Timelines. The Insert Timelines Dialog Box The Insert Timelines dialog box is similar in format to the Insert Slicers dialog box. You use the Insert Timelines dialog box to create a timeline out of any date field in your PivotTable. Each field appears as a check box option in the dialog box. To create a timeline out of a particular field, simply check the associated check box. The Insert Timelines Dialog Box Figure 2-15: The Insert Timelines dialog box allows you to create a timeline from any date field available for your PivotTable. Lesson 2: Analyzing Data by Using PivotTables Topic C

65 56 Microsoft Office Excel 2016: Data Analysis with PivotTables The Timeline Tools Contextual Tab The Timeline Tools Contextual Tab You can access commands specific to working with timelines from the Timeline Tools contextual tab. The Timeline Tools contextual tab appears when you select any timeline. It contains just one tab, the Options tab. Figure 2-16: The Timeline Tools contextual tab. The following table describes the types of commands you will find in the command groups on the Timeline Tools contextual tab. Timeline Tools Contextual Tab Group Timeline Timeline Styles Arrange Size Show Contains Commands For Renaming timelines and managing timeline connections to PivotTables. Applying formatting to timelines. Configuring the arrangement of timelines on the screen. Modifying the size and properties of timelines. Modifying the options shown on the timeline. The Filter Connections Dialog Box The Filter Connections Dialog Box You can use the Filter Connections dialog box to manage filter connections among your PivotTables that are associated with the same raw source data. Each available filter appears as a check box option in the dialog box. To connect a filter to your current PivotTable, simply check the associated check box. It is important to note that PivotTables that are associated with the same raw source data do not have to share filters. You can create unique filters for each PivotTable that filter the same field independently. However, if you choose to connect a filter among multiple PivotTables, changes you make to that filter for one PivotTable will simultaneously affect all PivotTables connected to that particular filter. You can access the Filter Connections dialog box from the PivotTable Tools contextual tab by selecting Analyze Filter Filter Connections. Figure 2-17: The Filter Connections dialog box. Lesson 2: Analyzing Data by Using PivotTables Topic C

66 Microsoft Office Excel 2016: Data Analysis with PivotTables 57 Note: You use the Filter Connections dialog box to manage all filter connections, but you can manage just slicer connections or just timeline connections. To manage only slicer connections, use the Report Connections dialog box on the Slicer Tools contextual tab by selecting Options Slicer Report Connections. Likewise, to manage only timeline connections, use the Report Connections dialog box on the Timeline Tools contextual tab by selecting Options Timeline Report Connections. The Quick Explore Feature When your PivotTable contains data from multiple tables, you have access to a feature called Quick Explore. Quick Explore helps you navigate to data on different levels and acts like a filter when you drill down. The Quick Explore button appears whenever you select an item in a field. On the left side of the Explore dialog box, other tables are displayed. Use the drop-down arrows to access the field lists for each table. On the right side, you can drill to specific data, or, if your data has groups or hierarchies, you can drill up or down in the data. For example, if you have a State field and a City field, you could drill down to cities or drill up to states. The Quick Explore Feature Figure 2-18: Access the Quick Explore feature by hovering over a selected field. Note: To learn more, check out the LearnTO Use the Quick Explore Feature to Drill into Your Data presentation from the LearnTO tile on the CHOICE Course screen. Access the Checklist tile on your CHOICE Course screen for reference information and job aids on How to Filter PivotTable Data. You may want to show LearnTO Use the Quick Explore Feature to Drill into Your Data from the CHOICE Course screen or have students navigate out to the Course screen and watch it for themselves as a supplement to your instruction. If not, please remind students to visit the LearnTOs for this course on their CHOICE course screen after class for supplemental information and additional resources. Lesson 2: Analyzing Data by Using PivotTables Topic C

67 58 Microsoft Office Excel 2016: Data Analysis with PivotTables ACTIVITY 2-3 Filtering PivotTable Data Before You Begin The My_LeapsAndBounds-Bookings2015.xlsx workbook is already open. Scenario Your supervisor has asked you to determine the top travel destinations in He sends you the following specific questions: What are the top five destination countries in 2016? What are the top five destination cities in the United States in 2016? What are the top five destination cities in Canada in 2016? What are the top five destination cities in Europe in 2016? You plan to use a timeline and manual filters to answer these questions. After using manual filters to answer the first two questions, you realize it would be easier to use slicers instead. You already have a PivotTable set up, so you can start right in on the analysis. 1. Structure the PivotTable to answer the question "What are the top 5 destination countries in 2016?" a) Ensure that the PivotTable is selected. b) In the PivotTable Fields task pane, in the Choose fields to add to report section, drag the Destination_Country field to the ROWS area. c) Drag the From_Date field to the VALUES area. d) Examine the value you added to the VALUES area. In previous examples, the default value was the sum of the field you dragged into the VALUES area. In this case, the count is shown by default because you dragged a date value. While you're likely to want a sum for currency (e.g., total sales), it's not likely that you would want a sum of dates, so Excel displayed count as the default value, instead of sum. 2. Insert a timeline into the PivotTable. a) Select PivotTable Tools Analyze Filter Insert Timeline. The Insert Timelines dialog box presents a list of all of the date fields contained in your table. b) From the Insert Timelines dialog box, check the From_Date check box and select OK. c) If the timeline is covering up the PivotTable, move the timeline away from the PivotTable. 3. Use the timeline to filter for trips booked in a) In the timeline, make sure that MONTHS is selected. Use the drop-down arrow to select MONTHS, if it is not selected. Lesson 2: Analyzing Data by Using PivotTables Topic C

68 Microsoft Office Excel 2016: Data Analysis with PivotTables 59 b) Use the horizontal scroll bar in the timeline box to scroll as far as you can to the left. The earliest date shown in the timeline is January c) Widen the timeline using the sizing handles at the sides of the timeline box so that you can see at least an entire year in the timeline. d) Drag the left handle of the Time period selector to Jan Note: The handle is not shown until you position the mouse pointer over the Time period selector. Results will be filtered to exclude dates before January e) Use the horizontal scroll bar in the timeline box to scroll to the right of the timeline and then drag the right handle of the Time period selector if necessary to end the period at the end of Dec 2016 as shown. With this configuration, results will be filtered to include only dates within Filter the PivotTable for the top 5 countries and sort the results. a) In the PivotTable, from the Row Labels drop-down menu, select Value Filters Top 10. Lesson 2: Analyzing Data by Using PivotTables Topic C

69 60 Microsoft Office Excel 2016: Data Analysis with PivotTables b) Change the 10 in the second field to 5 so that the Show fields are selected as Top 5 Items by Count of From_Date. c) Select OK. d) Sort the entries by right-clicking cell B4 and, from the fly-out menu, select Sort Sort Largest to Smallest. 5. What are the top 5 destination countries in 2016? A: 1. United States, 2. Canada, 3. Mexico, 4. China, 5. Kenya 6. Structure the PivotTable to answer the question "What are the top 5 destination cities in the United States in 2016?" a) From the Row Labels drop-down menu, clear the filter by selecting Value Filters Clear Filter. All countries are shown again. b) In the PivotTable Fields task pane, drag Destination_Country from the ROWS area to the FILTERS area. c) In the PivotTable Fields task pane, in the Choose fields to add to report section, drag Destination_City to the ROWS area. d) Examine the Destination_Country filter that you just added, which is shown in cells A1 and B1. Currently no countries are filtered out. All countries are selected. e) In cell B1, select the drop-down menu, and in the Search text box, type united The country list is filtered to show only countries that start with "united". Lesson 2: Analyzing Data by Using PivotTables Topic C

70 Microsoft Office Excel 2016: Data Analysis with PivotTables 61 f) Select United States and select OK. Now only U.S. cities are shown. 7. Filter the PivotTable for the top 5 U.S. cities and sort the results. a) Right-click cell A4 (Anaheim) and select Filter Top 10. b) Change the 10 in the second field to 5 so that the Show fields are selected as Top 5 Items by Count of From_Date. Then select OK. c) Sort the entries by right-clicking cell B4 and, from the fly-out menu, selecting Sort Sort Largest to Smallest. 8. What are the top 5 destination cities in the United States in 2016? A: 1. Charlotte, 2. Newark, 3. Palm Springs, 4. Baltimore, 5. Orlando (tied with Memphis) 9. Insert slicers. a) In the PivotTable Fields task pane, in the Choose fields to add to report section, uncheck the Destination_Country check box. b) Select PivotTable Tools Analyze Filter Insert Slicer. c) From the Insert Slicers dialog box, check the boxes for Destination_Country and Destination_Region. Then select OK. 10. Reposition the slicers to the right of the PivotTable and resize them so you can see the complete field name at the top of each of them. 11. Move the timeline down if it is covered by the slicers. Lesson 2: Analyzing Data by Using PivotTables Topic C

71 62 Microsoft Office Excel 2016: Data Analysis with PivotTables 12. Use slicers to answer the question "What are the top 5 destination cities in Canada in 2015?" a) In the Destination_Region slicer, select North America. b) In the Destination_Country slicer, select Canada. 13. What are the top 5 destination cities in Canada in 2016? A: 1. Montreal, 2. Halifax, 3. Niagara Falls, 4. Toronto, 5. Quebec City 14. Use slicers to answer the question "What are the top 5 destination cities in Europe in 2015?" a) In the upper-right corner of the Destination_Country slicer, select the Clear Filter button to clear the Canada filter. b) In the Destination_Region slicer, select Europe. 15. What are the top 5 destination cities in Europe in 2015? A: 1. London, 2. Lisbon, 3. Milan, 4. Budapest, 5. Amsterdam As they did in the previous activity, students are clearing the fields in preparation for the next activity. This demonstrates a different way to clear all fields from the PivotTable. 16. Clear the PivotTable fields and all filters by selecting PivotTable Tools Analyze Actions Clear Clear All. 17. Save the workbook. 18. Close the workbook, but leave the Excel application open by selecting File Close. Lesson 2: Analyzing Data by Using PivotTables Topic C

72 Microsoft Office Excel 2016: Data Analysis with PivotTables 63 TOPIC D Format a PivotTable After you've manipulated your PivotTable data, you're ready to present it in the best way. When you format a PivotTable, it's important to align the design efficiently to meet the business needs in question. Often, a well-constructed PivotTable can draw attention to issues and help springboard solutions. In this topic, you will format a PivotTable. Subtotals and Grand Totals On the Design tab of the PivotTable Tools contextual tab, you can use the options in the Layout group to affect the layout of your PivotTable. The Layout Group Figure 2-19: The Layout group. Subtotals and grand totals appear automatically when you create a PivotTable. You can choose to hide or show all subtotals or grand totals, or hide or show just the row or column totals. These options are located in the Layout group on the Design tab. Lesson 2: Analyzing Data by Using PivotTables Topic D

73 64 Microsoft Office Excel 2016: Data Analysis with PivotTables Subtotals and Grand Totals Figure 2-20: Subtotals are located within the PivotTable, whereas grand totals are located on the right side and on the bottom. Report Layout and Blank Rows On the Design tab of the PivotTable Tools contextual tab, the Report Layout and Blank Rows menus allow you to alter the default layout and add blank rows into your PivotTable. The following table describes the options contained in the Report Layout menu. Option Show in Compact Form Show in Outline Form Show in Tabular Form Repeat All Item Labels Do Not Repeat All Item Labels Description Field labels on the left side of the PivotTable are kept in one column to minimize scrolling and are indented to show their hierarchical relationship. This form optimizes readability of the PivotTable and is the default layout. Field headings are included in the PivotTable. This form is the classic PivotTable style. Field headings are included in the PivotTable. The data is shown in a traditional table format, so that you can easily copy cells to another worksheet or range. Item and field labels are repeated in the PivotTable. This makes the data easier to scan by visually grouping rows or columns together. Item and field labels are shown only once in the PivotTable. This option is the default option for PivotTables. The following table describes the options contained in the Blank Rows menu. Lesson 2: Analyzing Data by Using PivotTables Topic D

74 Microsoft Office Excel 2016: Data Analysis with PivotTables 65 Option Insert Blank Line After Each Item Remove Blank Line After Each Item Description Inserts a blank row after items in the PivotTable. This separates the data, which can result in better readability in some circumstances. Removes the blank rows after each item in the PivotTable for a more compact view. This is the default option for PivotTables. Style Options In the PivotTable Style Options group on the Design tab of the PivotTable Tools contextual tab, there are four style options for you to choose from: Row Headers, Column Headers, Banded Rows, and Banded Columns. PivotTable Style Options Figure 2-21: The PivotTable Style Options group. The following table describes each style option. Option Row Headers Column Headers Banded Rows Banded Columns Description Bolds and underlines row headers. Bolds and highlights column headers. Highlights every other row. Highlights every other column. Styles Instead of manually applying formatting throughout your PivotTables, you can select from a variety of styles to format reports quickly. Not only do preset styles save you time, but they can also give your PivotTable a more polished look and make it easier to read. PivotTable Styles Figure 2-22: The PivotTable Styles group. The New PivotTable Style Dialog Box If none of the preset styles in the PivotTable Styles group are what you're looking for, you can create a new style using the New PivotTable Style dialog box. At the top of the box, name your style. Then format each table element. You can set font styles, borders, and fills for each of the table elements listed in the dialog box. The New PivotTable Style Dialog Box Lesson 2: Analyzing Data by Using PivotTables Topic D

75 66 Microsoft Office Excel 2016: Data Analysis with PivotTables Figure 2-23: Create a new style for your PivotTable using the New PivotTable Style dialog box. You may want to show LearnTO Enhance a PivotTable With Conditional Formatting from the CHOICE Course screen or have students navigate out to the Course screen and watch it for themselves as a supplement to your instruction. If not, please remind students to visit the LearnTOs for this course on their CHOICE course screen after class for supplemental information and additional resources. Note: To learn more, check out the LearnTO Enhance a PivotTable With Conditional Formatting presentation from the LearnTO tile on the CHOICE Course screen. Access the Checklist tile on your CHOICE Course screen for reference information and job aids on How to Format a PivotTable. Lesson 2: Analyzing Data by Using PivotTables Topic D

76 Microsoft Office Excel 2016: Data Analysis with PivotTables 67 ACTIVITY 2-4 Formatting a PivotTable Data File C:\091066Data\Analyzing Data by Using PivotTables\LeapsAndBounds-Format.xlsx Scenario You have been working on a PivotTable to present at an upcoming meeting. To make it easier to read during the presentation, you will format the PivotTable. 1. Open and save a copy of the workbook. a) In Excel, open C:\091066Data\Analyzing Data by Using PivotTables\LeapsAndBounds-Format.xlsx. b) Save the document in the current folder (C:\091066Data\Analyzing Data by Using PivotTables) as My_LeapsAndBounds-Format.xlsx 2. Show the subtotals at the bottom of each group. a) Ensure that the PivotTable is selected. b) Select PivotTable Tools Design Layout Subtotals Show all Subtotals at Bottom of Group. 3. Hide row grand totals (shown in column E) by selecting PivotTable Tools Design Layout Grand Totals On for Columns Only. 4. Apply banded columns. a) On the PivotTable Tools contextual tab, on the Design tab, in the PivotTable Style Options group, check the Banded Columns check box. 5. Apply a preset style to the PivotTable. a) In PivotTable Tools Design PivotTable Styles, select the More button. b) Select a style of your choice, such as Pivot Style Light Format the PivotTable data as Currency. a) In the PivotTable Fields task pane, in the VALUES area, select the Sum of Amount drop-down arrow and select Value Field Settings. b) In the Value Field Settings dialog box, select Number Format. Note: All corresponding values will be formatted, not just the one you have selected. c) In the Format Cells dialog box, select Currency. Lesson 2: Analyzing Data by Using PivotTables Topic D

77 68 Microsoft Office Excel 2016: Data Analysis with PivotTables d) Set the Decimal Places to 0 and then select OK. e) In the Value Field Settings dialog box, select OK. Depending on your style choice, your PivotTable may look something like the following. 7. Save the workbook. 8. Close the workbook, but leave the Excel application open by selecting File Close. Lesson 2: Analyzing Data by Using PivotTables Topic D

78 Microsoft Office Excel 2016: Data Analysis with PivotTables 69 TOPIC E Refresh and Change PivotTable Data You've already created your PivotTable and summarized, filtered, organized, and formatted the PivotTable data so that you can deliver an insightful analysis. But what if your source data changes? Perhaps you have new data such as recent transactions, or maybe the data has been updated due to customers updating their addresses or phone numbers. How do you make sure that your PivotTable data is as up-to-date as your source data? Or maybe you want to analyze a different set of data altogether. In this topic, you will refresh and change your PivotTable data. The Refresh Menu By default, a PivotTable will not automatically update itself when the source data changes. To manually update the data in a PivotTable, use the options found in the Refresh menu. You can access the Refresh menu by selecting PivotTable Tools Analyze Data Refresh. The Refresh Menu Figure 2-24: Use the Refresh menu options to refresh your PivotTable and to access the Connection Properties dialog box. The following table describes the options in the Refresh drop-down menu. Option Refresh Refresh All Refresh Status Cancel Refresh Connection Properties Description Refreshes the data for the currently selected PivotTable. You can use the keyboard shortcut for this option by pressing Alt+F5. Refreshes all the sources in the current workbook. Shows the status of the data refresh. Cancels the data refresh that is in progress. Opens the Connection Properties dialog box, which allows you to set options pertaining to your external data or local data that's in the Data Model. Lesson 2: Analyzing Data by Using PivotTables Topic E

79 70 Microsoft Office Excel 2016: Data Analysis with PivotTables The Change PivotTable Data Source Dialog Box The Change PivotTable Data Source Dialog Box If you decide that you no longer want your current source data connected to your PivotTable, you can change the source data using the Change PivotTable Data Source dialog box. You may choose to change the source data instead of creating a new PivotTable in circumstances when you have a formatted PivotTable with specific slicers and timelines set up that would apply to another set of data with the same column headings. Otherwise, it's usually easier to simply create a new PivotTable for each dataset. Another reason to change the data source is when a data refresh will not suffice. If you add data to source data that is in a table, that data is automatically included in the table name. In this case, you would refresh the PivotTable data. However, if the source data is from a range of cells, you would need to use the Change PivotTable Data Source dialog box to redefine the source data range for the PivotTable after adding new entries to the dataset. To select a different local data source, specify a table or range in the Table/Range box. To select an external data source, select Choose Connection, which opens the Existing Connections dialog box, where you can choose from an external source or from Excel's Data Model. Figure 2-25: Use the Change PivotTable Data Source dialog box to choose a different data source for your PivotTable. The Connection Properties Dialog Box The Usage Tab You can manage settings for your PivotTable data from the Data Model and external sources using the Connection Properties dialog box. At the top of the dialog box, you can view and change the connection name and description. The rest of the dialog box is divided into two tabs: the Usage tab and the Definition tab. Use the Usage tab to control the way Excel uses the connection information in the workbook. Lesson 2: Analyzing Data by Using PivotTables Topic E

80 Microsoft Office Excel 2016: Data Analysis with PivotTables 71 Figure 2-26: The Usage tab of the Connection Properties dialog box. The following table describes the options in each section on the Usage tab of the Connection Properties dialog box. Section Refresh control OLAP Server Formatting OLAP Drill Through Language Description Contains options for controlling settings related to refreshing the PivotTable source data, including enabling the refresh query in the background while you use Excel, setting automatic refresh intervals, refreshing the data when opening the file, and refreshing the connection when the Refresh All option is selected from the Refresh menu. Contains options for controlling whether the specified Online Analytical Processing (OLAP) formats are retrieved and displayed in the data. Allows you to determine the maximum number of records to retrieve from an OLAP data source when you expand a level of data in a hierarchy. Use this option to enable or disable the retrieval of translated data and errors from the OLAP server, if there are any. Lesson 2: Analyzing Data by Using PivotTables Topic E

81 72 Microsoft Office Excel 2016: Data Analysis with PivotTables The Definition Tab Use the Definition tab to control how the connection information is defined. Figure 2-27: The Definition tab of the Connection Properties dialog box. The following table describes the components on the Definition tab of the Connection Properties dialog box. Component Connection type section Connection file text box Connection string text box Description Displays the connection type, which is either a connection file or a workbook. Displays the current connection file. If the field is blank, the connection file was broken or a connection file was never used. To update the connection, use the Browse button. Check the Always use connection file check box to ensure that the most up-to-date version of the connection file is used whenever the data is refreshed or displayed. Displays the connection information in the form of a connection string. Use this to verify that the connection information is correct and to edit any specific connection information. Check the Save password check box to save the user name and password in the connection file. Lesson 2: Analyzing Data by Using PivotTables Topic E

82 Microsoft Office Excel 2016: Data Analysis with PivotTables 73 Component Command type dropdown menu Command type text box Description Displays one of four command type options: SQL, Table, Default, and Cube. Displays the data returned based on the command type. If the command type is Table, the table name(s) are displayed. If the command type is SQL, the SQL query that specifies the data is displayed. Excel Services section Opens the Excel Services Authentication Settings dialog box, where you can choose a method of authentication when you access the data source. The authentication methods are Windows authentication, SSS (Secure Storage Service), and none. Edit Query button Parameters button Export Connection File button Allows you to change the query that Excel is using to retrieve data from the data source. Opens the Parameters dialog box, where you can edit parameter information for a Web Query or Microsoft Query connection. Opens the File Save dialog box, where you can save the current connection information to a connection file. Access the Checklist tile on your CHOICE Course screen for reference information and job aids on How to Refresh and Change PivotTable Data. Lesson 2: Analyzing Data by Using PivotTables Topic E

83 74 Microsoft Office Excel 2016: Data Analysis with PivotTables ACTIVITY 2-5 Refreshing and Changing PivotTable Data Data File C:\091066Data\Analyzing Data by Using PivotTables\LeapsAndBounds-Refresh.xlsx Before You Begin The LeapsAndBounds-Refresh.xlsx workbook contains two named tables: Bookings for the 2015 bookings data and JanBookings for the bookings data from January of Scenario Travel bookings in January are historically slow. In an effort to motivate its travel agents, the Leaps & Bounds sales department had a contest, with prizes for the top travel agent who booked the most trips in January of The sales manager has sent over the January 2016 data to you and has asked that you answer two questions: Which travel agent booked the most trips in January of 2015? Which travel agent booked the most trips in January of 2016? You have already created a PivotTable and set up a timeline to determine which travel agent booked the most trips in January of Since your original source data had only the agent numbers and not their names, you added in a column to the source data with their names. You will now refresh the PivotTable data source so that you can see the name of the top travel agent. Then you will change the data source to the 2016 data to determine which travel agent booked the most trips in January of Open and save a copy of the workbook. a) In Excel, open C:\091066Data\Analyzing Data by Using PivotTables\LeapsAndBounds-Refresh.xlsx. b) Save the document in the current folder (C:\091066Data\Analyzing Data by Using PivotTables) as My_LeapsAndBounds-Refresh.xlsx 2. Confirm that there is a new column in the data that is not yet showing up in the PivotTable Fields task pane. a) At the bottom of the workbook, select the 2015 Bookings worksheet. b) In the 2015 Bookings worksheet, confirm that column D contains the travel agents' names and that it is titled Agent_Name. c) At the bottom of the workbook, select Sheet1. d) Review the fields in the PivotTable Fields task pane to confirm that the Agent_Name field does not appear in the Choose fields to add to report section. 3. Refresh the PivotTable. a) Ensure that the PivotTable is selected. b) Select PivotTable Tools Analyze Data Refresh. c) Observe that the Agent_Name field is now listed in the PivotTable Fields task pane. 4. Structure the PivotTable to answer the question "Which travel agent booked the most trips in January of 2015?" a) In the PivotTable Fields task pane, drag Agent# from the ROWS area to the Choose fields to add to report section. b) Drag Agent_Name to the ROWS area. Lesson 2: Analyzing Data by Using PivotTables Topic E

84 Microsoft Office Excel 2016: Data Analysis with PivotTables 75 c) Right-click cell B4 and, from the fly-out menu, select Sort Sort Largest to Smallest. 5. Which travel agent booked the most trips in January of 2015? A: Kay Adams, with 83 trips booked. 6. Change the PivotTable data source to the 2016 data to determine which travel agent booked the most trips in January of a) Select PivotTable Tools Analyze Data Change Data Source. b) In the Change PivotTable Data Source dialog box, confirm that Select a table or range is selected. c) In the Table/Range field, type JanBookings and select OK. d) Clear the timeline filter by selecting the Clear Filter button on the timeline. The PivotTable has updated to show results from the January 2016 bookings. 7. Which travel agent booked the most trips in January of 2016? A: Simon Fleming, with 103 trips booked. 8. Save the workbook. Point out to students that the table JanBookings is a named table in the workbook. In Step 6d, explain to students why the filtering needs to be cleared. The timeline was filtering on the year 2015 for the previous data source. To see the January 2016 data, the timeline filter must be cleared. 9. Close the workbook, but leave the Excel application open by selecting File Close. Lesson 2: Analyzing Data by Using PivotTables Topic E

85 76 Microsoft Office Excel 2016: Data Analysis with PivotTables You may want to show LearnTO Get More Out of Your PivotTable Data from the CHOICE Course screen or have students navigate out to the Course screen and watch it for themselves as a supplement to your instruction. If not, please remind students to visit the LearnTOs for this course on their CHOICE course screen after class for supplemental information and additional resources. Encourage students to use the social networking tools provided on the CHOICE Course screen to follow up with their peers after the course is completed for further discussion and resources to support continued learning. Summary In this lesson, you learned how to use a variety of methods for presenting data in a user-friendly format to make interpreting data easier. In addition, as businesses become more data centric, the ability to quickly summarize and analyze large sets of data becomes more and more critical not only to your organization's success, but also to your personal success. In what specific situations would you use a timeline versus grouping a time field? A: Answers will vary, but one common answer is that a timeline allows you to filter easily, but you still can't see the data in groups. Also, if the data is not a date, then you must use grouping. What tasks will Excel's advanced PivotTable options make easier for you in your current role? A: Answers will vary, but most students will say that PivotTables make any data analysis task easier, especially if it's repetitive. Also, the table functionality in Excel is made easier when using a PivotTable. Note: To learn more, check out the LearnTO Get More Out of Your PivotTable Data presentation from the LearnTO tile on the CHOICE Course screen. Note: Check your CHOICE Course screen for opportunities to interact with your classmates, peers, and the larger CHOICE online community about the topics covered in this course or other topics you are interested in. From the Course screen you can also access available resources for a more continuous learning experience. Lesson 2: Analyzing Data by Using PivotTables

86 3 Working with PivotCharts Lesson Time: 30 minutes Lesson Objectives In this lesson, you will: Create a PivotChart. Manipulate PivotChart data. Format a PivotChart. Lesson Introduction You've explored how PivotTables enable you to present business intelligence information quickly and easily from multiple sources. This data can help organizations make wellinformed decisions and solve problems based on solid business analytics. Yet as powerful as PivotTables are, users often don't have time to absorb what all the numbers are showing. Leadership especially needs the ability to make decisions quickly. By presenting PivotTable data graphically through PivotCharts, you can help users tell at a glance what the data is showing. The graphical interface makes it easy to notice patterns and trends. This can greatly reduce the time it takes to make important business decisions.

87 78 Microsoft Office Excel 2016: Data Analysis with PivotTables TOPIC A Create a PivotChart When a PivotTable grows too big or when you'd like to present the information in your PivotTable to others, it can be helpful to turn that data into a chart. Examining data visually helps you to easily see the story in the data. In this topic, you will create a PivotChart. PivotCharts PivotCharts A PivotChart is an interactive, graphical representation of numeric values and relationships among those values. When you create a PivotChart from a PivotTable, you're creating a graphical interface of the PivotTable. Microsoft Excel pulls the entire PivotTable layout into the chart, allowing you to interact with the data in a variety of ways, such as adding, removing, or filtering data. The chart's functionality is similar to a regular Excel chart, but is linked to the underlying PivotTable. You can create a PivotChart in the same spreadsheet as the PivotTable or place the chart in its own sheet. It's important to keep in mind that because the two objects are linked, if you change items in the PivotTable, the PivotChart updates to reflect those modifications. Note: When you create a PivotChart, Excel does not include subtotals or grand totals. The PivotChart graphically represents the summary information in a PivotTable. When you create a column chart, the row labels in the PivotTable become the categories on the x-axis, the column labels become the series on the y-axis, and the values are displayed as columns within the PivotChart itself. Figure 3-1: PivotCharts. Note: In Excel 2016, you can also create a PivotChart from an external data source without needing to create a PivotTable first. This method is a helpful timesaver if your main purpose is to have an interactive chart and you don't need to have a PivotTable visible. You can access this option in the Import Data dialog box when you are importing external data into Excel. See Lesson 1 for more information on importing external data into Excel. The Insert Chart Dialog Box The Insert Chart Dialog Box Use the Insert Chart dialog box to create a PivotChart from a PivotTable. On the left side of the dialog box, select a chart type. Then select your preferred subtype from the options across the top. Lesson 3: Working with PivotCharts Topic A

88 Microsoft Office Excel 2016: Data Analysis with PivotTables 79 A preview of what the PivotChart will look like is shown in the middle. You can access the dialog box by selecting PivotTable Tools Analyze Tools PivotChart. Figure 3-2: Create a PivotChart from a PivotTable using the Insert Chart dialog box. Chart Types Note: When any cell is selected in a PivotTable, pressing Alt+F1 creates a PivotChart in the current worksheet. Pressing F11 creates a PivotChart in a new worksheet. Excel 2016 includes 15 different chart types, each of which is ideal for displaying a particular type of relationship. All of the chart types, except for X Y (Scatter) and Stock can be created from PivotTable data. The following table describes the ideal uses for the various Excel chart types that can be created from PivotTable data. Consider demonstrating these shortcuts either here or when you get to the activity. Chart Types Chart Type Column Line Pie Bar Is Best Used to Display Relationships among values in a number of categories or changes in values over time. Trends in data over a period of time at consistent intervals. The relative size of values compared to the whole and to other parts of the whole. Relationships among values in a number of categories. Lesson 3: Working with PivotCharts Topic A

89 80 Microsoft Office Excel 2016: Data Analysis with PivotTables Chart Type Area X Y (Scatter) Stock Surface Radar Treemap Sunburst Histogram Box & Whisker Waterfall Combo Is Best Used to Display Relationships among values in a number of categories over time with visual emphasis on the magnitude of each data category. Relative position of values along two coordinates. High and low values over a period time. Three-dimensional representations of data. Typically, you would use a surface chart when working with three sets of data. The aggregate relational sizes of multiple data categories in terms of multiple criteria. For example, you could use a radar chart to track the popularity of a particular item in multiple countries for each year in a decade. Proportions of values associated with hierarchically organized categories. For example a single treemap shows a large box, subdivided by smaller boxes. Each of the smaller boxes might represent sales totals in various regions. The size of each box is proportional to the volume of sales for that region. Each of the smaller boxes might be further subdivided into boxes that represent countries. The relative size of various categories within a multiple-level hierarchy. It is somewhat like a pie chart, but with each pie slice further divided into wedges or sectors that show the relative size of sub-categories under each main category. How values are distributed across a range. For example, you could use a histogram to show how sales amounts are distributed across days of the week. How values are distributed across a range, with key details provided to support deeper analysis. This chart type is similar to a histogram ("boxes" part of the chart), but with lines added (the "whiskers" part) to provide statistical insights, such as the range, mean, and outliers. How financial line items affect the bottom line. A series of columns show the proportion of each item, using color-coding to differentiate increases from decreases. Relationships among values of widely differing ranges of data. A combo chart combines two different charts into one by utilizing a secondary axis. Combo charts are also referred to as dual-axis charts. The Recommended Charts Feature Recommended PivotCharts If you would like recommendations as to how to pivot your data for a chart, Excel provides chart recommendations for you based on your source data. To access the Recommended Charts tab of the Insert Charts dialog box, simply click anywhere in your source data in Excel. Then select Insert Charts Recommended Charts. Once the Insert Chart dialog box appears, scroll through the PivotChart suggestions on the left side of the Recommended Charts tab and preview the suggested PivotCharts on the right side. Simply select OK when you have found a PivotChart you want. After you view the newly created PivotChart, you can always alter the chart in any way you want. This feature is just meant to give you a starting point or to offer ways to pivot the data into a chart that you may not have thought of. Lesson 3: Working with PivotCharts Topic A

90 Microsoft Office Excel 2016: Data Analysis with PivotTables 81 Figure 3-3: The Recommended Charts tab of the Insert Chart dialog box. Access the Checklist tile on your CHOICE Course screen for reference information and job aids on How to Create a PivotChart. Lesson 3: Working with PivotCharts Topic A

91 82 Microsoft Office Excel 2016: Data Analysis with PivotTables ACTIVITY 3-1 Creating a PivotChart from a PivotTable Data File C:\091066Data\Working with PivotCharts\LeapsAndBoundsBookings_Analysis.xlsx Scenario The sales manager at Leaps & Bounds is planning to present some data on bookings for an upcoming meeting and has requested your help. She wants a chart that shows total bookings and bookings per region per month for You decide to create a PivotChart to accommodate this request. 1. Open and save a copy of the workbook. a) In Excel, open C:\091066Data\Working with PivotCharts\LeapsAndBoundsBookings_Analysis.xlsx. b) Save the document in the current folder (C:\091066Data\Working with PivotCharts) as My_LeapsAndBoundsBookings_Analysis.xlsx 2. Group the dates into months. a) Select cell A5. b) Select PivotTable Tools Analyze Group Group Field. c) In the Grouping dialog box, verify that Months is selected. Then select OK. 3. Insert a line PivotChart. a) Select PivotTable Tools Analyze Tools PivotChart. b) On the left side of the Insert Chart dialog box, select Line and select OK. c) If the PivotChart is covering up the PivotTable, drag the PivotChart away from the PivotTable so that you can view both simultaneously. Lesson 3: Working with PivotCharts Topic A

92 Microsoft Office Excel 2016: Data Analysis with PivotTables 83 Note: Drag from a blank area or the borders of the PivotChart to avoid moving or resizing items within the chart. 4. Save the workbook and leave it open. Lesson 3: Working with PivotCharts Topic A

93 84 Microsoft Office Excel 2016: Data Analysis with PivotTables TOPIC B Manipulate PivotChart Data When you create a PivotChart from a PivotTable, any data manipulation that you perform on the PivotTable is reflected in the PivotChart. But instead of working with the PivotTable all the time to alter your PivotChart, you could just work directly in the PivotChart. In this topic, you will manipulate data directly in a PivotChart. The PivotChart Fields Task Pane The PivotChart Fields Task Pane When you create a PivotChart, Excel automatically opens the PivotChart Fields task pane. As with the PivotTable Fields task pane for a PivotTable, the PivotChart Fields task pane enables you to select the fields you want in your PivotChart and to organize its structure. By default, the top half of the PivotChart Fields task pane provides field choices based on the columns in your source data. From here, you can select the fields you want included in your PivotChart. The bottom half of the task pane, the Drag fields between areas below section, displays four areas that you use to structure the PivotChart and select the values upon which Excel performs calculations. Like PivotTables, PivotCharts are dynamic. This means you can drag fields among the various areas of the PivotChart Fields task pane as necessary and your PivotChart will update automatically. If you choose to drag more than one field into an area, Excel creates a hierarchy in the PivotChart, with fields on top of the area representing higher levels in the hierarchy. Lesson 3: Working with PivotCharts Topic B

94 Microsoft Office Excel 2016: Data Analysis with PivotTables 85 Figure 3-4: Use the PivotChart Fields task pane to manipulate your PivotChart just like you would use the PivotTable Fields task pane to manipulate your PivotTable. The following table provides a brief description of the various elements of the PivotChart Fields task pane. PivotChart Fields Task Pane Element Tools drop-down arrow Field check boxes Description Selecting the Tools drop-down arrow displays a menu that allows you to rearrange the sections and areas by selecting various preconfigured PivotChart Fields task pane layouts. You can also alter the order in which the fields appear within the Choose fields to add to report section of the PivotChart Fields task pane. The columns from your data source are now fields for the PivotChart. The field check boxes allow you to add or remove fields from the various areas. Checking a field's check box adds it to an area, whereas unchecking it removes the field from all areas. Since you have no control over where Excel places a field when you check its check box, many users prefer to simply drag the fields to the desired areas. Lesson 3: Working with PivotCharts Topic B

95 86 Microsoft Office Excel 2016: Data Analysis with PivotTables PivotChart Fields Task Pane Element Field drop-down arrow FILTERS area LEGEND (SERIES) area AXIS (CATEGORIES) area VALUES area Description Selecting a field's drop-down arrow displays a menu that allows you to move fields among the areas, move fields up or down in an area's hierarchy, or remove the field from that area. You can also access the Field Settings dialog boxes. Drag fields here to filter the PivotChart. Filters provide a quick way to narrow data so you can zero in on specific information. Drag fields here to add to the chart's legend. Drag fields here to create categories for the chart. Drag fields here to have Excel perform calculations on or summarize data. You must have at least one numeric field in this area. Note: Due to a PivotChart being a chart instead of a table, the columns and rows in a PivotTable become the legend and axes in a PivotChart. The Analyze Tab The Design and Format tabs will be covered in the next topic. The PivotChart Tools Contextual Tab The PivotChart Tools contextual tab displays commands and options that are specific to working with PivotCharts. It appears when you select a PivotChart and disappears when you select anywhere outside a PivotChart. The PivotChart Tools contextual tab consists of three tabs: the Analyze tab, the Design tab, and the Format tab. For now, we'll cover the Analyze tab. You may recognize many of these options from the Analyze tab of the PivotTable Tools contextual tab. Figure 3-5: The Analyze tab. The following table identifies the types of commands in the various groups on the Analyze tab. Analyze Tab Group PivotChart Active Field Filter Data Actions Calculations Contains Commands For Accessing the PivotChart Options dialog box, which allows you to change the general settings of your PivotChart. This group also displays the name of the currently selected PivotChart. Accessing the Value Field Settings dialog box, expanding or collapsing hierarchies in your PivotCharts, and drilling up or down in PivotCharts created from databases. Inserting a slicer or timeline and managing filter connections. Refreshing PivotChart data and changing the data source for the PivotChart. Clearing filtering and moving the PivotChart to a different sheet in your workbook. Configuring PivotChart calculations and relationships. Lesson 3: Working with PivotCharts Topic B

96 Microsoft Office Excel 2016: Data Analysis with PivotTables 87 Analyze Tab Group Show/Hide Contains Commands For Toggling the display of the PivotChart Fields task pane on and off and the field buttons in the PivotChart itself. Field Buttons Use the field buttons in a PivotChart to filter and sort the data in your PivotChart. Selecting the Filter button opens a drop-down menu where you can choose which unique items to filter your PivotChart on. This works exactly the same as the filter field that sits above a PivotTable. Use any Legend or Axis button to open a drop-down menu that allows you to sort and filter each field individually. Again, these drop-down menus contain the same sorting and filtering functionality as when you sort and filter fields in a PivotTable. Field Buttons Figure 3-6: Use the field buttons in the PivotChart to filter and sort the data in your PivotChart. Access the Checklist tile on your CHOICE Course screen for reference information and job aids on How to Manipulate PivotChart Data. Lesson 3: Working with PivotCharts Topic B

97 88 Microsoft Office Excel 2016: Data Analysis with PivotTables ACTIVITY 3-2 Manipulating PivotChart Data Before You Begin The My_LeapsAndBoundsBookings_Analysis.xlsx workbook is already open. Scenario The sales manager at Leaps & Bounds has come to you with another request for a chart. She wants a chart that shows bookings per travel agent for January 2015, with the ability to narrow the data down by region. The first region she'd like to see is Africa. You already have a PivotChart set up from her previous request, so you need to restructure the PivotChart before you can move forward with the analysis. 1. Structure the PivotChart. a) Ensure that the PivotChart is selected. b) In the PivotChart Fields task pane, in the Drag fields between areas below section, in the AXIS (CATEGORIES) area, drag Date_Sold to the FILTERS area. c) In the Choose fields to add to report section, uncheck the Destination_Region check box. d) In the Choose fields to add to report section, drag Agent_Name to the AXIS (CATEGORIES) area. 2. Change the chart type. a) Select PivotChart Tools Design Type Change Chart Type. b) In the Change Chart Type dialog box, select Column and then select OK. 3. Filter the data for January only. a) In cell B1, select the Date_Sold drop-down arrow. b) Check the Select multiple items check box. c) Uncheck the (All) check box, check the Jan check box, and then select OK. 4. Insert a slicer to quickly filter by region. a) Select PivotChart Tools Analyze Filter Insert Slicer. b) In the Insert Slicers dialog box, check the Destination_Region check box and then select OK. c) Size and position the slicer and chart next to the PivotChart, so you can see all three items simultaneously. 5. In the Destination_Region slicer, select Africa to view bookings for Africa. Lesson 3: Working with PivotCharts Topic B

98 Microsoft Office Excel 2016: Data Analysis with PivotTables Save the workbook and leave it open. Lesson 3: Working with PivotCharts Topic B

99 90 Microsoft Office Excel 2016: Data Analysis with PivotTables TOPIC C Format a PivotChart With PivotTables, you can apply a variety of formatting options to enhance your data analytics. With PivotCharts, you are summarizing your data visually, so it's important to use layouts and colors that represent your data in ways that make it easy for users to interpret what the charts are portraying. In this topic, you will format a PivotChart. Chart Elements Chart Elements Chart elements are the individual objects that can appear on charts that convey some level of information about the chart's data to a viewer. Chart elements can include axes, axis titles, a chart title, data labels, gridlines, trend lines, and a legend, among others. Each chart element serves a different role in visually communicating information about the data and trends. Figure 3-7: Chart elements help the audience interpret chart data. The Design Tab The PivotChart Tools Design and Format Tabs When you select a PivotChart, the PivotChart Tools contextual tab appears. Its Design and Format tabs display commands and options that are specific to changing the look and feel of PivotCharts. If you have worked with charts in Excel before, these commands and options will be familiar to you. Figure 3-8: The Design tab. Lesson 3: Working with PivotCharts Topic C

100 Microsoft Office Excel 2016: Data Analysis with PivotTables 91 The following table identifies the types of commands in the various groups on the Design tab. Design Tab Group Chart Layouts Chart Styles Data Type Location Contains Commands For Adding or removing individual chart elements and quickly configuring the display of all chart elements according to predefined configurations. Quickly formatting a chart by selecting a set of predefined chart colors or a predefined chart style. Switching row and column data and selecting the data source. Changing the chart type. Moving the chart to a different sheet in your workbook. The Format Tab Figure 3-9: The Format tab. The following table identifies the types of commands in the various groups on the Format tab. Format Tab Group Current Selection Insert Shapes Shape Styles WordArt Styles Arrange Size Contains Commands For Selecting particular chart elements and accessing the Format task pane. Inserting or changing shapes on PivotCharts. Configuring formatting options for chart elements. Configuring formatting options for chart text. Arranging the front-to-back placement of chart elements and configuring the orientation of chart elements. Changing the size of charts and chart elements. The Format Task Pane Use the Format task pane to configure the overall formatting of your PivotCharts. Excel 2016 opens the Format task pane when you select PivotChart Tools Format Current Selection Format Selection. The title of the task pane will change slightly depending on the chart element that is currently selected. For example, if you have the legend selected in the PivotChart, the task pane's title appears as Format Legend; if you have one of the axes selected in the PivotChart, the task pane's title appears as Format Axis. The Format task pane also displays a different configuration of tabs and commands depending on the chart element that is currently selected. Below the title are the primary tabs, and below these are the secondary tabs. Within these secondary tabs are expandable sections that display the commands and options you will use to apply specific formatting to the selected chart element. The Format Task Pane Lesson 3: Working with PivotCharts Topic C

101 92 Microsoft Office Excel 2016: Data Analysis with PivotTables Figure 3-10: The Format task pane displays different sets of commands and options depending on which chart element you currently have selected. The following table describes the various elements of the Format task pane. Format Task Pane Element Title Task Pane Options drop-down arrow Options drop-down arrow Primary tabs Secondary tabs Command sections Commands and options Description Changes to reflect the chart element that is currently selected in the PivotChart. Allows you to move, resize, or close the Format task pane. Opens a drop-down menu that allows you to select a different chart element to format. You can also change the element by selecting a different element in the PivotChart itself. Divide the formatting commands and options into high-level groups, usually between object and text formatting tasks. Divide the formatting commands and options at a more detailed level than the primary tabs. These tabs change depending on the currently selected chart element. Task-specific sections that you can expand or collapse to view the specific commands and options. Enable you to apply formatting options to the chart element that is currently selected. Lesson 3: Working with PivotCharts Topic C

102 Microsoft Office Excel 2016: Data Analysis with PivotTables 93 Chart Formatting Buttons When you select a PivotChart, Excel displays two buttons that are located at the top-right corner of the chart area. You can use these buttons to access some of the most commonly used formatting commands without needing to use the contextual tab in the Excel ribbon. Chart Formatting Buttons Figure 3-11: Use the chart formatting buttons to quickly access common formatting commands. The following table describes the options available from each of the chart formatting buttons. Item Chart Elements button Chart Styles button Description Opens a menu that allows you to toggle the display of various chart elements on or off. Opens a gallery of chart styles and color palettes. Access the Checklist tile on your CHOICE Course screen for reference information and job aids on How to Format a PivotChart. Lesson 3: Working with PivotCharts Topic C

103 94 Microsoft Office Excel 2016: Data Analysis with PivotTables ACTIVITY 3-3 Formatting a PivotChart Before You Begin The My_LeapsAndBoundsBookings_Analysis.xlsx workbook is already open. Scenario You have been working on a PivotChart that your colleague will present at an upcoming meeting. To make it easier to read during the presentation, you will format the PivotChart. 1. Add a chart title. a) Ensure that the PivotChart is selected. b) Select PivotChart Tools Design Chart Layouts Add Chart Element Chart Title Above Chart. The title is added with the default text "Total". c) Select the Chart Title text field in your PivotChart and type January 2015 Bookings 2. Change the chart style. a) Click in a blank area of the PivotChart to select the whole chart. b) To the right of the PivotChart, select the Chart Styles button. c) On the STYLE tab, select a style of your choice. 3. Change the chart color. a) In the Chart Styles fly-out menu, select the COLOR tab. b) From the options, select a color set of your choice. c) Select the Chart Styles button to close the fly-out menu. 4. Create a border around the chart title. a) In the PivotChart, select the chart title: January 2015 Bookings. b) Select PivotChart Tools Format Current Selection Format Selection. c) In the Format Chart Title task pane, expand the options for BORDER and then select Solid line. d) Select the Color drop-down menu and select a color of your choice. 5. Hide all field buttons by selecting PivotChart Tools Analyze Show/Hide Field Buttons. Depending on your style choices, your PivotChart may look something like the following. Lesson 3: Working with PivotCharts Topic C

104 Microsoft Office Excel 2016: Data Analysis with PivotTables Save and close the workbook. Lesson 3: Working with PivotCharts Topic C