PivotTable Reports. Notice that PivotTable Tools tabs appear on the Ribbon, which include the Options and Design tabs.

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1 PivotTable Reports This exercise will help you practice creating and working with PivotTable reports in Excel. To complete this assignment, you will need to open the PivotTable Assignment from the Community School Excel website. Step 1: Create the PivotTable report layout area In this exercise you'll get the report layout area ready so that you can build a PivotTable report. Before you begin this exercise, take a minute to review the worksheet data in Excel. The columns have titles across the first row. Each title will show up later as a field name in the PivotTable Field List. Each column contains one type of data, either text, numbers, or dates. There should be no empty columns or rows within the data that will be used for the PivotTable report. 1. Click any cell in the data. 2. Click the Insert tab>tables group. Click the PivotTable arrow. From the menu, click PivotTable. The Create PivotTable dialog box opens. 3. Select a table or range is selected. The Table/Range box shows all the data in the sheet selected, from cell A1 to cell E800, which is what you want (that's all the data on the worksheet). The New Worksheet option is selected for where the report will be placed. Click OK. A new worksheet (Sheet2) is inserted. On the left is the layout area to build the PivotTable report. On the right is the PivotTable Field List (if the field list is not on the worksheet, click in the report layout area). In the list are the names of all the columns from the worksheet. Those column headings are now fields. You can place any of the fields on the PivotTable report layout but you don't have to use all the fields. Notice that PivotTable Tools tabs appear on the Ribbon, which include the Options and Design tabs. Step 2: Create a PivotTable report Now you'll create your report. Normally when you choose to use a PivotTable, it is to answer a specific question regarding the data. For this exercise, begin with this question in mind: How much have the salespeople sold? To answer, you need to add the Salesperson and the Order Amount fields to the report. 1. In the PivotTable Field List, click the check box next to Salesperson.

2 The field is added to the report. 2. Next, in the PivotTable Field List, click the check box next to Order Amount. The field is added to the report. Now you can see how much each salesperson sold. Hint: If you click in the worksheet outside the PivotTable report, you can't see the PivotTable Field List. To get it back, click anywhere inside the report; for example, click in cell A3. If the field list still won't appear, it means it has been turned off. At the top of the window, on the Options tab, in the Show/Hide group, click Field List to turn the field list back on. Step 3: Change a heading name It says "Sum of Order Amount" above the field because Excel used the Sum function to add up the numbers. You can leave the name as it is, or you can change it, which you'll see how to do in this exercise. 1. Click the field name in the report, Sum of Order Amount, in cell B3. 2. At the top of window, on the Ribbon, on the Options tab, go to the Active Field group. In the Active Field text box (you'll see the "Sum of Order Amount" name there), type Amount Sold for new name for the field. Note: The new name you use cannot be the same name as the field name in the PivotTable Field List (Order Amount). If you wonder if you can change a heading name, select it. See if it shows up in the Active Field text box. If so, you can change it. Just remember not to try to give it the same name as the name in the PivotTable Field List. Note that you cannot change the names of the Row Labels and Column Labels headings in the report.

3 Step 4: Sort the report In this step you'll find out how the salespeople rank in order of sales by seeing who sold the most to the least. You can quickly do this by sorting the Amount Sold field. 1. Right-click one of the cells in the Amount Sold field; for example, right-click in cell B6. 2. Point to Sort, and then click Sort Largest to Smallest. Now Peacock's name is at the top of the list, so you can see that Peacock sold the most, with Leverling coming in next, while Buchanan sold the least. Step 5: Add another field to the report In this step you'll add the Order Date field to the report. Then you'll group the sales dates by quarter so that you can see how much each salesperson sold each quarter. 1. In the PivotTable Field List, click the check box next to Order Date. Notice that because the field does not contain numbers (dates may look like numbers, but they are formatted as dates), the field was automatically added to the left on the report. Because it is the second non-numerical field (Salesperson was the first), it is indented to the right of the salesperson names. The Order Date field shows up in the report as individual days of the year, because that is how the data was entered in the original source data. When you have a lot of data that contains either dates or times, you can group the data. For example, with dates, you can group them into days, months, quarters, or years. 2. Click in a cell in the date field. For example, click in cell A6. 3. At the top of the window, on the Ribbon, on the Options tab>group group>group Field. In the Grouping dialog box, select Quarters. If Months is also selected, click it to cancel the selection. Click OK. Now the report shows the dates grouped by quarter. Hint: You can also group data by right-clicking the data you want to group and then clicking Group on the shortcut menu.

4 4. Before you go on to the next step, notice the minus sign (-) next to Peacock's name. Click the minus sign. That collapses the Order Date field beneath Peacock so that you do not see the date information for Peacock, and brings Leverling's name higher up in the report. Now there is a plus sign (+) by Peacock's name, which indicates that there is more data under Peacock's name. Now click the minus sign (-) by Leverling's name to collapse the Order Date field there as well. You can control how much data is exposed on the report. When you see a minus sign, you can use that to collapse the report, and then use the plus sign to expand the report as needed. Now expand all the data for both Peacock and Leverling by right-clicking Leverling's name. Point to Expand/Collapse and then click Expand Entire Field. All the data for both Peacock and Leverling is expanded. Step 6: Add a report filter In this step you'll add the Country field to the report to see how sales break down by country. You'll add the Country field in two different ways: first as a row label, and then as a report filter. 1. In the PivotTable Field List, click the check box next to Country. Because the field is non-numerical, it is added on the left. It's the third field added on the left, and is indented under the Order Date field. It's not very easy to compare USA sales to Canadian sales (which you can see if you scroll to the bottom of the report). 2. Try moving the country field to see if that improves the readability. Right-click one of the country items; for example, right-click in cell A6. Point to Move, and see all the options you have for moving the Country field. Click Move "Country" to Beginning. The Country field will move up two levels (above the Order Date field and the Salesperson field). Now the Salesperson and Order Date fields are indented below Country field. Notice that this moved the Canadian data from the bottom of the report to the top. Now the USA data is under the Canadian data. 3. Click the minus sign (-) next to Canada to collapse the data under Canada. Now click the minus sign (-) next to USA to collapse that data. You can see the sales for both countries, but you can't

5 see the sales by salesperson. So adding the Country field as a row label doesn't seem very useful. 4. In the PivotTable Field List, clear the check box next to Country. That removes the field from the PivotTable report so that you can try another method. Note: You can also remove the field by right-clicking the field and selecting Remove "Country". Or you can remove the field by looking in the bottom of the PivotTable Field List, in the Drag fields between areas below area, clicking the arrow on the field, and then clicking Remove Field. 5. In the PivotTable Field List, right-click the Country field, and click Add to Report Filter. (Or, if you prefer to use the drag-and-drop method, drag the Country field down to the Report Filter box.) You use a report filter to focus on a subset of data in the report, often a product line, a time span, or a geographic region. The Country field is added above the report. (All) to the right of the Country title means that the data for both countries (Canada and the USA) is displayed. In other words, the data is not filtered. 6. To filter the report by country, click the arrow in the report next to (All). Select either Canada or USA, and then click OK. A filter icon appears next to the country you selected, which means that the data is filtered. If you want to see the data for the other country, select that country, and then click OK. 7. To see both countries again, click (All), and then click OK. Step 7: Pivot the report Next you'll pivot the report by moving the row data to the column area. 1. Right-click a cell in the date field. For example, right-click in cell A5. 2. Point to Move, and then click Move "Order Date" to Columns. Now the quarters are aligned across the top. At the bottom of the report you can see a grand total for each quarter. Step 8: Add currency formatting to the report Formatting can be applied to the PivotTable. The numbers in the report represent money, but they are not formatted as currency. In this step you'll learn a handy way to format all the data at once, instead of having to select the range or individual cells. 1. Right-click in cell A3 (the Amount Sold field heading). Then click Number Format in the shortcut menu.

6 2. On the Number tab, in the Category list, click Currency. 3. In the Decimal places box, click the down arrow until there are 0 decimal places. 4. Click in the Symbol box, and click a currency symbol to select it. Because you selected a currency format, a currency symbol is already selected for you. You can change this if you want to. 5. Click OK. Now all the numbers are formatted as currency. PivotTable Practice Using the data files given, create PivotTables to answer the following questions. Write the answers where indicated. Activity 1 Open the file Faculty Lunch from the Community School Excel website. Use the information on the 1. How many faculty members want burritos? 2. How many faculty members want salads? 3. How many sweet pork burritos were requested? 4. How many chicken salads were requested? Activity 2 Open the file Orders from the Community School Excel website. Use the information on the 1. Which employees shipped orders on 8/16/1996? 2. Which customer(s) required their order on 23-Apr-1997? 3. Which regions were orders shipped to on 26-Feb-1998? 4. What were the freight costs to ship to Finland? 5. How much did Germany Spend shipping via Speed Express? 6. How many orders did Maison Dewey place? Activity 3 Open the file Supplies from the Community School Excel website. Use the information on the 1. What was the total amount of sales made by Graham? 2. How many orders of laptops did Smith sell overall?

7 3. How many orders of briefcases were sold to Office Mart? 4. What was the total sales of pencils pouches? Activity 4 Open the file Voter Data from the Community School Excel website. Use the information on the 1. How many collective years have voters been registered? 2. How many voters age are Democrats? 3. Which precinct(s) had the highest number of voters? 4. How many voters voted in Precinct 2408? What were their age groups?

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