ASMC Professional Development Institute, Anaheim, CA. Teksouth Corp.

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1 PivotTable Power For You! A Guide to Powerful Data Analysis in Microsoft Excel ASMC Professional Development Institute, Anaheim, CA May 27, 2012 Paul Friedman, CDFM Teksouth Corp. Paul.Friedman.ctr@hq.southcom.mil

2 PivotTable Power For You! Accompanying sample data may be found at: Use this guide to help navigate the main features of Microsoft Excel PivotTable. As you become more experienced, explore additional i options available in Excel menus. The best way to learn PivotTable: Practice! 2

3 PivotTable Power For You! PivotTables work best when source data is properly organized 1. The first row needs to contain column names 2. The second and following rows contain the data to be processed 3. There cannot be any blank rows or columns within the dataset 3

4 Insert a Table I recommend storing your raw data in tables. Tables are great for organization and formatting. Changing your data and adding records is easier. Refreshing an existing PivotTable with new records is simpler. 1 To insert a table: Click anywhere in your data 1. Click the Insert tab 2. Select Table 2 4

5 Insert a table Click OK Now your data is in a table 5

6 Insert a PivotTable Click on your table 1. Select Insert tab 2. Click PivotTable Click OK 1 2 6

7 Insert a PivotTable You now have a PivotTable on a new worksheet. Do not forget to name your worksheet tab. 7

8 Click off the PivotTable. Notice the PivotTable field list and context sensitive ribbon tabs disappear. A PivotTable is an object on the workbook. Excel will only give you access to PivotTable tools when the object is selected. Click on the PivotTable. Notice the tb tabs and the field list reappear. 8

9 Adding Fields Drag and drop Employee field to Row Labels The PivotTable will display all of the records associated itd with the Employee field. 9

10 Adding Fields Drag and drop Region field to Column Labels The PivotTable now displays all of the Region field records across the Y Axis 10

11 Adding Fields Drag and drop Disbursement field to Values Numerical data is displayed as a sum be default. Notice the data is generically formatted. 11

12 Formatting Value Field Right click anywhere on the Value Data. A context sensitive menu will appear. Sect Value Field Setting 12

13 Formatting Value Field Select Number Format Click Currency and OK 13

14 Formatting Value Field You are now back to the Value Field settings menu. You can rename the Custom Name in the PivotTable so long as it does not match the field s source name. However, we do want the same name as the source for readability. The trick is to type a space after the name. 1. Click in the Custom Name input and type Disbursement. Add a space after Disbursement 2. Click OK

15 Formatting Value Field The Disbursement field is formatted as currency. Also note that Sum of Disbursements now reads Disbursement. 15

16 Adding Multiple Fields Drag and drop Customer field to Row Labels Make sure to add the field below Employee The PivotTable displays a summarization of each employee followed by a breakout of customers. 16

17 PivotTable Design tab The Design ribbon solely affects cosmetic aspects and readability of the PivotTable report. The next few slides outline the options available. 17

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24 PivotTable Styles Click on the bottom right triangle to view all available options. The PivotTable will show you a preview as you hover over a style. You can even create your own new style! 24

25 Returning to our PivotTable: Select Show all Subtotals at Bottom Group (slide 18) Choose Grand totals On for Rows and Columns (Slide 19) Pick Report Layout Show in Tabular Form (Slide 20) 25

26 Removing Fields Drag and drop Customer field from Row Labels to Field List The report currently displays the sum of travel disbursement by region traveled Alternatively you can Drag and drop Customer field outside of the entire menu. 26

27 Drilldown Feature Curious what travel records comprise Sarah s North East total? Double click on the intersecting cell (C10) to receive more detail. 27

28 Drilldown Feature Excel will return a copy of all records that make up the selected cell on a brand new tab. You can manipulate or delete the data without affecting the PivotTable. Don t forget to name the new tab! 28

29 Report Filters Go back to the PivotTable Drag and drop Purpose field into Report Filters The Purpose field now displays just above the data 29

30 Report Filters Currently all categories in the Purpose field are included on the PivotTable as indicated by the (All) to the right of the field name. 1. Click on the triangle right of (All) 2. Click Conference 3. Select OK

31 Report Filters Instantly the report is filtered to only show conference related trips. Notice the filtering i category Conference is displayed. d The triangle is replaced by the filtering i icon. Also note there are blank cells representing no data that fits the criteria. 31

32 Report Filters To select multiple filtering criteria: 1. Click on the filter triangle 2. Check Select ect Multiple utpeitems 3. Check Conference, Meeting, and Planning 4. Select OK

33 Report Filters The report is now filtered to display Conference, Meeting, and Planning trips only. The report filter does not detail which items it has selected. This report, if printed, may lead to confusion by those who do not know the filters. 33

34 Slicers (Excel 2010 only) Excel 2010 allow users to insert slicers to better show selected filters. To insert a slicer, click a cell on the PivotTable. Select Options ribbon > Insert Slicer Check Purpose field in the slicers menu and click OK 34

35 Slicers (Excel 2010 only) A new slicer object will appear on your worksheet. This object is independent of the worksheet cells. You can drag and drop it anywhere on the worksheet. The highlighted blue categories are currently calculated on the worksheet. 35

36 Slicers (Excel 2010 only) To clear all filters click the filter Clear Filter icon. 36

37 Slicers (Excel 2010 only) Click on DV 37

38 Slicers (Excel 2010 only) To add multiple categories into the PivotTable, hold down the Ctrl key and click Misc Notice that the PivotTable and the report filters are updated instantly 38

39 Slicers (Excel 2010 only) To remove e the slicer, right click on the object and select Remove Purpose Your report filters are unchanged even though your slicer is gone. 39

40 Row and Column Filters and Sort You can also filter any field within the PivotTable. Each field has a triangle icon that allows you to filter as well as sort. 40

41 Show Report Filter Pages Say your boss wants to see a report by each purpose. Excel allows you to make a new PivotTable by each report filter category quickly. Be careful with this feature because a new PivotTable will be made for every filtered category (regardless if data exists for the category). Start by selecting all of the categories in the Purpose report filter. 41

42 Show Report Filter Pages Choose Options ribbon and select PivotTable Options, click Show Report Filter Pages. 42

43 Show Report Filter Pages Select OK Five new PivotTables are instantly created, named, and filtered by each category. 43

44 Adding Records and Refreshing PivotTable 1. Create a new PivotTable (Slide 6). Do not forget to name the tab! 2. Add Disbursement field to Values (Slide 9). 3. Format the Values to Currency (Slide 12). Your PivotTable should look like this: 44

45 Adding Records and Refreshing PivotTable Add a new record to your TDY Data on row Notice the record is automatically inserted into the table. 45

46 Adding Records and Refreshing PivotTable 2 1. Go back to your PivotTable 2. Select Options tab 3. Click Refresh

47 Adding Records and Refreshing PivotTable Your total Sum of Disbursement will update to include the new record. Before After 47

48 Calculations 1. Add Region and Purpose fields to Report Filter (Slide 9). 2. Add Customer to Column Labels. Your PivotTable should look like this: 48

49 Calculations Add Disbursement 4 more times to Values. Your PivotTable should look like this: 49

50 Calculations 1. Right Click cell C6 change the Value Field number format to Currency (slide 12). 2. Select Summarize Value field by Average 3. Change the Custom name to Avg Disb 4. Click OK

51 Calculations Column C currently shows the average disbursement of each trip 51

52 Calculations Repeat the steps on slide 50. Change Columns D and E Select Summarize Value field by Min for column D Select Summarize Value field by Max for column E Your PivotTable should look like this: 52

53 Calculations 1. Click on Cell F6 2. Select Options ribbon 3. Choose Summarize Values By 4. Click Count

54 Calculations You can change the name of the field by clicking on the cell and typing out your new name in the formula bar. 54

55 Show Values as Percentage Drag and drop Disbursement to Values box below Sum Disb and above Avg Disb Your PivotTable should look like this: 55

56 1. Click on Cell C8 2. Select Options ribbon 3. Choose Show Values As (Notice all the choices available!) 4. Select % of Column Total 5. Rename the field (C4) to % Sum of Disb Show Values as Percentage

57 Show Values as Percentage Your PivotTable should look like this: 57

58 PivotTable Power! Drag and drop Purpose From Report Filters to Row Labels below Customer Your PivotTable should look like this: 58

59 Grouping 1. Create a new PivotTable (Slide 6). Do not forget to name the tab! 2. Add Trip ID, Employee,andDate fields to Report Filter (Slide 9) 3. Add Region to Row Labels 4. Add Disbursement to Values 5. Format the Values to Currency (Slide 12). 59

60 Grouping Your PivotTable should ldlook klk like this: 60

61 Grouping 1. Click South East 2. Click and hold on the black line on the right side of the cell 3. Drag and drop South East between North East and North West 3 1. Click South West 2. Click and hold on the black line on the right side of the cell 3. Drag and drop South West between North West and South 61

62 1. Highlight North East and South East 2. Select Options tab from the ribbon 3. Click Group Selection Grouping

63 Grouping 1. A new field named Region2 is created 2. Click on Group1 (cell A7) and rename it East 3. Click Region2 (cell A5) and rename it Region Grp 63

64 1. Highlight North West and South West 2. Select Options tab from the ribbon 3. Click Group Selection Grouping

65 Grouping Click on Group2 (cell A9) and rename it West Remove Region From PivotTable 65

66 Grouping Success! Region Grp works just like any other field. Add employee to Row Labels 66

67 Date Grouping Move Region and Region Grp, fields From Row Labels to Report Filter Move Date from Report Filter to Row Labels 67

68 Date Grouping Right click Date and select Group Click Months and Years and select OK 68

69 Date Grouping A new field called Years is made. The dates are now grouped. Move Years from Row Labels to Column Labels. 69

70 Grouping We now see how the travel expenses have changed over time. Note the blank spots from May to December 2012 because there is no data to report. 70

71 Empty Cells Right click on the PivotTable. Select PivotTable Options For empty cells show enter 0 (Zero). Click OK 71

72 Empty pycells The cells with ih no data now repot $

73 Running Totals Move Years from Column Labels to Row Labels above Date. The totals of each month are displayed. However, we also want to see running totals for each year. 73

74 Running Totals Add the field Disbursement to Values Right Click on the PivotTable under Sum of Disbursement2 Select Value Field Settings 74

75 Running Totals Click Show Value As tab Select Running Total In Choose Number Format 75

76 Running Totals Click Currency Select OK Click OK 76

77 Running Totals Click Design Ribbon Select Subtotals Choose Show All Subtotals at Bottom of Group 77

78 Running Totals Notice the end of year totals match 78

79 Charts 1. Create a new PivotTable (Slide 6). Do not forget to name the tab! 2. Add Trip ID, Region Grp,and Employee fields to Report Filter (Slide 9) 3. Add Years, and Date to Row Labels 4. Add Disbursement to Values 5. Format the Values to Currency (Slide 12). 79

80 Chose Your PivotTable should look like this: 80

81 Charts Click Options Ribbon Select PivotChart 81

82 Charts Choose Line Click OK 82

83 Charts A Chart! Notice all of the chart context ribbon tabs. A PivotChart is formatted the same as other Excel charts. 83

84 Charts Drag and drop Date into Report Filter The PivotTable and PivotChart update together 84

85 Charts Filter 2010 out of the Row Labels. Notice the chart instantly updates. 85

86 Charts Drag and drop Employee to Column Labels The chart shows each traveler's cost throughout the years. 86

87 PivotTable Power For You! A Guide to Powerful Data Analysis in Microsoft Excel ASMC Professional Development Institute, Anaheim, CA May 27, 2012 Paul Friedman, CDFM Teksouth Corp. Paul.Friedman.ctr@hq.southcom.mil