Index symbols % Difference From custom calculation, 49, 65 % of Column custom calculation, 53 % Of custom calculation, 48 % of Row custom calculation, 52 % of Total custom calculation, 54 < less than symbol, 92 > greater than symbol, 92 [ ] square brackets, 181 * wildcard, 29? wildcard, 29 A Access queries preparing source data and, 13 source file and, 146 adding items, with calculated items, 57 Advanced Filters, 9 amounts, calculating percent difference between, 64 applying PivotTable styles, 72 area charts, 191 ascending sorts, 22 AutoFilters, 9 Average summary function, 43 AVERAGE worksheet function, 43 axis title, 200 B bar charts, 191 Between filter, 28 black-and-white printing, 173 blank cells, counting, 45 blank rows, as separations for field items, 96 Bottom 10 filtering, 36 Bottom 10 Items conditional formatting option, 84 Bubble charts, 191, 193 buttons hiding, 81 scrolling, for pivot charts, 233 C calculated fields, 56 67 vs. calculated items, 56 correcting results in, 67 creating, 61 count of unique items, 66 grand total, correcting for, 65 identifying, 63 list of, creating, 67 modifying, 62 removing, 63 calculated items, 56 69 adding to fields with grouped items, 64 vs. calculated fields, 56 created accidentally, 67 errors messages and, 105 identifying, 63 index numbers, using, 59 list of, creating, 67, 105 modifying, 58, 60 removing, 59 with no data, hiding, 135 calculations, 41 69 custom, 46 56 formulas and, 56 69 summary functions and, 41 45 captions, hiding, 81 Cartesian products, 135 categories, sorting, 21 category axis, of pivot charts, 189 cell references, 179 182 cells Highlight Cell Rules option and, 85 Merge and Center Cells with Labels option and, 97 changing. See editing charts. See pivot charts chart templates, 194 chart title, 199 cities, sorting, 21, 24 Client Safety options error message, 152 Collapse/Expand indicator, 131 collapsing items in selected fields, 131 row labels, 130 color scales, 81, 87 column charts, 191 column headings freezing, 98 repeating across pages, 167 column labels, 9, 16 blank, adding N/A to, 133 filters for, 30 subtotals and, 118 column width, lost formatting and, 79 237
238 INDEX columns % of Column custom calculation and, 53 Index custom calculation and, 55 monthly, 9 new, automatically including with source data, 141 organizing data in, 4 comments, adding to pivot table cells, 129 common filters, 32 Compact Form, 93 conditional formatting, 81 92 between two values, 85 bottom 10 items, 84 color scale, 81 data bars, 87, 226 data range, changing, 89 date period, 86 icon set, 82 order of rules, changing, 91 pivot charts and, 198 removing (clearing), 92 connections, enabling, 156 Contains filter, 29 contextual tooltips, 129 Count Numbers summary function, 43, 44 Count summary function, 41, 43, 213 blank cells and, 45 source data errors and, 44 COUNT worksheet function, 43 COUNTA worksheet function, 43 COUNTIF formula, 66 Create a Single Page Field for Me option, 17 creating calculated items/calculated fields, 61, 105 chart templates, 194 custom lists, 25 custom PivotTable styles, 74 customized copies of pivot tables, 187 Excel Tables, 6 lists of formulas, 67 pivot charts, 189 196, 203 pivot tables, 1 20 current month, conditional formatting for, 86 custom calculations, 46-56 custom lists, 25, 27 custom number formats, 92 custom order, sorting in, 25 D data creating pivot tables from, 15 extracting, 173 186 grouping/totaling, 101 121 normalizing 11 12 organizing in rows/columns, 4 preparing source data and, 4, 8 data bars, 87, 226 data connections, enabling, 156 database password, storing in connection string, 155 date filters, 28, 30, 32 dates current month, conditional formatting for, 86 data ranges, filtering for, 38 errors and, 185 filtering data by, 31 formatted, summarizing, 112 future, filtering for, 38 grouping, 101, 104, 107 113, 134 nonconsecutive, 33 pivot charts and, 201 Report Filter formatting and, 98 Running Total custom calculation and, 51 subtotal labels and, 99 default PivotTable style, changing, 74 deleting. See removing difference between amounts, calculating, 64 Difference From custom calculation, 46 disabling pivot table features, 228 security features, 230 Show Details feature, 230 Show Report Filter Pages feature, 160 displaying all field items, 134 multiple value fields, 114 seconds, hundredths of, 121 subtotals, 115, 118 districts, sorting, 8, 21 Document Themes, 77 Does Not End With filter, 29 doughnut charts, 191 Down, Then Over option, Report Filters and, 125 drag-and-drop functionality, 137 drop-downs, disabling, 228 dynamic filters, 32 E editing calculated fields, 62 calculated item formulas in cells, 60 calculated items, 58 default PivotTable style, 74 grand total label text, 100 layouts, 93, 229 order of rules, 91 pivot tables, 123 138 ranges of data, 89 Report Layouts, 93 source Access file, 146 source CSV file, 147 source Excel Table, 145
INDEX 239 subtotal date format, 99 subtotal label text, 99 electronic format, sharing information and, 3 empty cells, showing zero, 80 Enable Selection option, 78, 97 error values, hiding, 79 errors calculated items and, 105 custom subtotals and, 183 dates and, 101, 185 Excel Field Names Not Valid, 8 GetPivotData formulas and, 179 GetPivotData function and, 182 186 numbers groupings and, 102 missing items and, 182 OLAP cubes and, 152 pivot charts and, 194 PivotTable reports and, 222 event code, 206 Excel 2007 new functions with, 71, 183 object model and, 205 Excel Field Names Not Valid error message, 8 Excel Lists (Excel 2003), 6, 15, 18 Excel Macro-Enabled Workbooks, 205 Excel Tables, 6 preparing source data and, 6, 9 source, 139, 144 external ranges of data, 143 extracted data deleting sheets created, 176 formatting, 175 extracting data, 173 186 extracting underlying data, 173 F field items blank, extracting data for, 182 displaying all, 134 printing each on a new page, 172 separating with blank rows, 96 field labels, centering vertically, 96 field list order, 20 field names showing on pivot charts, 199 changing in source data, 132 fields source data and, 2 using multiple, 113 file size, reducing, 164 filter lists, clearing old items from, 132 filtered data, preparing source data and, 8 filtering by selection, 35 date range, 38 nonconsecutive dates, 33 pivot charts, 195 pivot tables, 28 37 row field values, 32 top items, 36 filters clearing old items from, 132 for dates, 32 for row labels, 30 manual filter, including new items, 34 multiple filters, applying, 29 removing from pivot fields, 220 report filter items, hiding, 37 row label text, 28 using more than one at a time, 29 fiscal quarter, grouping dates by, 108 formatting extracted data, 175 hyperlinks, 98 losing when refreshing, 79 pivot charts and, 198 pivot tables, 71 100 formulas, 56 69 automatic insertion for, 176 changing Solve Order and, 68 creating list of, 67 determining type of, 63 freezing column/row headings, 98 functions, new with Excel 2007, 183 future dates, filtering for, 38 G GetPivotData function, 167, 176 186 blank field items, 183 cell references and, 179 182 custom subtotals, 183 date references, 185 errors and, 182 186 missing items, 182 referencing other workbooks, 179 referring to a pivot table, 186 turning off, 178 value fields, cell references, 182 grand total values changing label text for, 100 correcting for calculated field, 65 filtering, 32 hiding specific, 120 simulating an additional, 119 greater than (>), custom number formats and, 92 Group Selection command, 106 grouping another pivot table affected, 110 calculated items, error message, 105 data, 101 113 dates, 104, 107 113, 134 dates by month, 107 dates outside the range, 112 Find it faster at http://superindex.apress.com/
240 INDEX error message, 101 fiscal quarter, 108 months and weeks, 110 numbers, 102 report filter, 104 showing all months, 134 starting date, 107 text items, 106 H heading cells, blank, 8 heading rows, freezing, 98 headings, repeating across pages, 167 hiding buttons, 81 error values, 79 grand total values, 120 items, 16, 36, 37, 135 labels/captions, 81 highest values data bars for, 87 highlighting, 81 Highlight Cell Rules conditional formatting option, 85 hours, totaling, 121 hyperlinks, formatting, 98 I I Will Create the Page Fields option, 17 icon sets, 82, 87 IFERROR function, 183 indentation, for row labels, 94 Index custom calculation, 55 INDEX function, 143 index numbers, in calculated items, 59 INDIRECT function, 186 Information Rights Management, 3 inner fields, 21 innermost fields, row/column label subtotals and, 118 items, 134 136 adding, with calculated items, 57 bottom, filtering for, 36 grouping, in Report Filters, 104 hiding, 16, 36, 37, 135 left-to-right sorting for, 24 limits on, 162 missing, preventing errors for, 182 new, sorting for, 23 old, clearing from filter lists, 132 in selected fields, collapsing, 131 top, filtering for, 36, 221 troubleshooting sorting of, 27 unique, counting, 66 with no data, hiding, 135 K keyboard shortcuts, for macros, 209, 212 L label filters, 28, 30, 32 labels, 9, 16. See also column labels; row labels blank, adding N/A to, 133 for grand total values, changing, 100 hiding, 81 merged, changing alignment for, 97 subtotals and, 99, 118 vertical centering and, 96 layouts changing, 93, 229 deferred update for, 154 pivot charts and, 197 pivot table performance improvement and, 164 preventing changes to, 229 left-to-right sorting, 24 legend fields, of pivot charts, 189 less than (<), custom number formats and, 92 Less Than Or Equal To filter, 29 limits, 162 line breaks, displaying, 97 line charts, 191 locating source Access file, 146 source data, 1 source Excel Table, 139 source pivot table, 202 lowest values data bars for, 87 highlighting, 81, 84 M macro recorder, 205, 208 macros, 4 changing recorded code and, 212 keyboard shortcuts for, 209, 212 modifying recorded code, 212 recording, 208 213 running, 206, 212 manual filters, 30, 34 Manual sorts, 23 MAX worksheet function, 43 Max summary function, 43 Median function, 42 Merge and Center Cells with Labels option, 97 Microsoft Access queries preparing source data and, 13 source file and, 146 Min summary function, 43
INDEX 241 MIN worksheet function, 43 Mode function, 42 modifying. See also editing calculated fields, 62 calculated item formulas in cells, 60 calculated items, 58 pivot tables, 123 138 monthly columns, 9 months current, conditional formatting for, 86 grouping, 107, 110, 134 moving pivot charts, 203 source Excel Table, 144 Multiple Consolidation Ranges, 11, 16 multiple fields, sorting and, 21 multiple filters, 29 multiple text columns, normalizing data and, 12 multiple values for a field, 113 multiple value fields, displaying vertically, 114 N N/A, adding as text to blank row/column labels, 133 naming Excel Tables, 6 worksheets, 188 new items out of order, 23 nonconsecutive dates, 33 normalizing data, 10 multiple text columns and, 12 single text columns and, 11 numbers. See also dates custom number formats and, 92 grouping, 102 pivot charts and, 198 Report Filter formatting and, 98 O OFFSET function, 142 OLAP cubes Client Safety options error message and, 152 preparing source data and, 14 OLAP-based pivot tables, cell references in, 180 order dates, 105, 112 order of rules, changing for conditional formatting, 91 OrderDate field, 101 113, 118 outer fields, 21 Outline Form, 94 Over, Then Down option, Report Filters and, 125 P page fields, 16-18 page labels, 16 passwords, 2 database, 155 workbook protection and, 161 worksheet protection and, 225 Paste Special Values, caution for, 96 percent % Difference From custom calculation and, 49, 65 % of Column custom calculation and, 53 % Of custom calculation and, 48 % of Row custom calculation and, 52 % of Total custom calculation and, 54 filtering for, 37 Percentile function, 42 performance, ways to improve, 163 permissions, 3 pie charts, 191 pivot caches, 111, 223, 224 PivotChart Field List, 196 PivotChart Filter Pane, 196 pivot charts, 189 204 adding text boxes to, 200 combination pivot chart, 203 converting to static charts, 199 chart title, 199 chart subtype, selecting, 191 chart type, selecting, 191 column charts, 191 creating, 189 196, 203 data table, formatting, 198 default chart type, 193 field names, showing, 199 filtering, 195 grand totals, 198 keyboard shortcut, 193 layout affects pivot table, 197 moving, 203 normal chart from pivot table data, 194 number format, 198 planning, 189 refreshing, 201 removing, 204 scrolling buttons for, 233 series order, 197 sorting, 197 source pivot table, locating, 202 static chart, converting to, 199 subtypes of, 192 templates, 194 types of, 191 years, multiple series, 201 pivot fields, modifying, 129 133 Find it faster at http://superindex.apress.com/
242 INDEX pivot items hiding items with no data, 135 showing all field items, 134 trailing spaces, 136 pivot tables creating, 1 20 customized copies of, 187 deferred layout update for, 154 deleting, 137 disabling features for, 228 drag-and-drop, allowing, 137 filtering, 28 37 formatting, 71 100 grouping dates and, 110 lost formatting when refreshing, 79 modifying, 123 138 new features with Excel 2007, 71 overlapping, refreshes and, 153 pivot charts created from, 189 204 printing, 167 173, 208, 231 privacy and, 160 programming, 205 236 referenced in other workbooks by GetPivotData formula, 179 referring from one to another, 186 refreshing, 149 154 security/protection and, 155, 161 sharing, 2 sorting, 21 28 source for pivot chart, locating, 202 styles for. See PivotTable styles updating, 139 154, 226 PivotChart Filter pane, 195 PivotTable and PivotChart wizard, 10, 15 PivotTable Field List, 18, 195 PivotTable styles, 71 77 applying/canceling, 72 copying to a different workbook, 76 custom, 7, 74 default, changing, 74 how they work, 72 removing (clearing), 73 themes, impacting, 77 PivotTable wizard, 10, 15 planning a pivot table, 1-4 preparing source data, 4 14 previewing styles, 71 print area resetting automatically, 231 adjusting automatically, 170 printed format, sharing information and, 3 printing pivot tables 167 173 black and white, 173 for each report filter item, 170, 232 recording macros and, 208 resetting print area and, 231 starting each item on a new page, 172 privacy, 160 Product summary function, 43 PRODUCT worksheet function, 43 programming pivot tables, 205 236 changing recorded code and, 212 pivot cache and, 223 protection, 157 161 preventing changes to pivot tables and, 157 protected worksheets, refreshing pivot tables and, 152, 225 Show Report Filter Pages feature and, 160 Q QAT (Quick Access Toolbar), 10 quick styles. See PivotTable styles R radar charts, 191 ranges of data changing, 89 external, 143 formatting, 85 outside-of-range dates and, 112 records, limits and, 162 re-creating source data, 174 reducing file size, 164 refreshing after queries have been executed, 153 all pivot tables in a workbook, 151 automatically when source data changes, 226 defer layout update, 154 losing formatting, 79 every 30 minutes, 150 pivot charts, 201 pivot tables, 149 154, 225, 230 protected sheet, 152 stopping refreshes and, 150 two tables overlap, 153 when a file opens, 149 removing calculated fields, 63 calculated items, 59 conditional formatting, 92 filters, from pivot fields, 220 formulas, from accidentally created calculated items, 67 pivot charts, 204 pivot tables, 137 PivotTable styles, 73 renaming Values fields, 127 repeating headings, across pages, 167 report filters, across pages, 167 row labels, 95, 167
INDEX 243 report filters, 18, 37 arranging, 124 changing selection in related tables, 218 grouping items and, 104 lost formatting and, 79 number format and, 98 pivot table printing and, 232 preventing selection of (All) in, 227 repeating across pages, 167 scrolling through items and, 233 shifts when adding, 123 worksheet printing and, 170 Report Layouts. See layouts resources for further reading Excel 2007 object model, 205 Information Rights Management, 3 Microsoft Access queries, 13 normalization, 10 OLAP cube error message, 152 OLAP cubes, 14, 162 programming Excel, 205 security/privacy, 161 statistical function improvements in Excel, 43 VAR/VARP improvements, 44 Reverse Icon Order option, 84 row headings, freezing, 98 row labels, 9, 16 blank, adding N/A to, 133 centering vertically, 96 collapsing, 130, 131 filtering, 28 grand total value filtering and, 32 indentation for, 94 merged, changing alignment, 97 repeating, 95, 167 selection filtering and, 35 sorting, 21 subtotals and, 118 rows % of Row custom calculation and, 52 Index custom calculation and, 55 new, automatically including with source data, 141 organizing data in, 4 rules Data Bar, 88 order of, changing for conditional formatting, 91 ranges of data, conditional formatting and, 89 running macros, 206 Running Total custom calculation, 50 S sales data OLAP cubes and, 14 by region, 15 summarizing, 1, 9 sales order data, 8 by district, 8 Microsoft Access and, 13 summarizing, 4 sample code, using, 205 sample files, folder for, 139 Scatter charts, 191, 193 Screen Tip feature, 71 seconds, displaying hundredths of, 121 secured network folders, 3 security, 3, 155 157 disabling security features and, 230 resources for additional reading and, 161 Selection, Enable, 78 sensitive data, 2 separate sheets, using Excel data on, 15 series order, pivot charts and, 197 sharing pivot tables, 2 Shortest Bar, data bars and, 88 Show Details feature, 173 176 disabling, 230 naming/formatting, 214 Show Report Filter Pages feature, disabling, 160 single text columns, normalizing data and, 11 Solve Order, changing, 68 sorting custom order, 25 left-to-right, 24 new items out of order, 23 pivot charts, 197 pivot tables, 21 28 row labels, 21 troubleshooting for, 27 values, 22 source Access file, 146 source CSV file, 147 source data automatically including new data with, 141, 143 changing the source Access file, 146 changing the source CSV file, 147 changing the source Excel Table, 145 custom number formats and, 92 errors in, 44 extracting, 173 field names in, changing, 132 filtered Excel data, 8 locating the source Access file, 146 locating the source Excel Table, 139 location of, 1 Find it faster at http://superindex.apress.com/
244 INDEX moving the source Excel Table, 144 number fields in, 128 number of records and, 162 preparing, 4 14 re-creating, 174 update frequency of, 2 updating pivot tables and, 139 149, 226 source Excel Table, 139, 144 spaces, ignoring when summarizing data, 136 square brackets [ ], in field/item names, 181 starting date, grouping dates and, 107, 109 static charts, converting pivot charts to, 199 StDev summary function, 43 STDEV worksheet function, 43 StDevp summary function, 44 Stock charts, 191, 193 strong passwords, 3 styles. See PivotTable Styles. subtotals 115 119 creating multiple, 117 custom, errors and, 183 data format for, changing, 99 displaying, at bottom of group, 115 formatting, Enable Selection option and, 78 label text for, changing, 99 preventing from appearing, 116 removing from source data, 5 sorting and, 22 sum, filtering for, 37 Sum summary function, 41, 213 summarizing data, ignoring trailing spaces and, 136 formatted dates, 112 summary functions, 41 45, 213 changing for all value fields, 213 counting blank cells, 45 defaulting to Sum or Count, 41 errors in the source data, 44 surface charts, 191 T table. See Excel Tables Tabular Form, 94 templates, for pivot charts, 194 text for grand total labels, changing, 100 pivot charts and, 200 replacing with cell references, 179 for subtotal labels, changing, 99 in Values area, displaying, 128 text files, preparing source data and, 14 text items, grouping, 106 themes, 77 time field, totaling hours, 121 time formats, 121 tooltips, 129 Top 10 filtering, 36, 221 Top/Bottom Rules list, 84 totals. See also grand total values % of Total custom calculation and, 54 for data, 101, 119 121 for hours, 121 Index custom calculation and, 55 removing from source data, 5 Running Total custom calculation and, 50 trailing spaces, ignoring when summarizing data, 136 troubleshooting item sorting, 27 U unique count of items, 66 update frequency for source data, 2 updating pivot tables, 139 154 refreshing and, 149 154 OLAP-based pivot tables and, 152 source data and, 139 149 V value filters, 30 values. See also grand total values formatting specific range of, 85 value fields and, 113 Values area changing content in, 126, 222 displaying text in, 128 empty cells, showing zero/character in, 80 Values fields arranging vertically, 127 changing summary function for, 213 modifying, 126 129 multiple value fields, displaying vertically, 114 renaming, 127 text, showing, 128 using cell references for, 181 Var summary function, 44 VAR worksheet function, 44 Varp summary function, 44 VARP worksheet function, 44 VBA (Visual Basic for Applications), 208 VBE (Visual Basic Editor), 205 visual impact, adding to data via conditional formatting, 81 92 W week number, 110 weeks, grouping dates by, 108, 110 wildcard characters, 29 wizards PivotChart, 10, 15 PivotTable, 10, 15
INDEX 245 workbooks custom styles, copying to, 76 deleting worksheets automatically upon closing, 216 pivot charts, removing from, 204 pivot table performance improvement and, 165 refreshing all pivot tables in, 151 sharing pivot tables and, 3 worksheets automatic deletion of when closing workbooks, 216 copying, 188 created by extracted data, deleting, 176 creating pivot tables and, 15 deleting pivot tables from, 137 event code and, 206 formatting data as Excel Table and, 6 protected, refreshing pivot tables and, 152, 225 Show Details feature and, 214 X.xlsm files, 205 Y year-to-date transactions, 14 Z zero, displaying in empty Values cells, 80 Find it faster at http://superindex.apress.com/