Excel 2013 PivotTables and PivotCharts PivotTables... 1 PivotTable Wizard... 1 Creating a PivotTable... 2 Groups... 2 Rows Group... 3 Values Group... 3 Columns Group... 4 Filters Group... 5 Field Settings... 5 Pivot Table Design... 6 Moving a PivotTable... 8 Refreshing Data... 8 Changing the Data Source... 8 Slicer... 8 Timeline... 9 PivotCharts... 10 Technology Training Resources can be found at http://www.davis.k12.ut.us/dsd/techtraining. PivotTables A PivotTable is a tool that can be used to summarize and manipulate the information of a worksheet without changing the worksheet. A PivotTable is also an effective way to simplify the information in a worksheet by filtering out information that is not needed. PivotTable Wizard The PivotTable Wizard is a quick and easy way to get started with a PivotTable. Click in the data to be included in the PivotTable. Note: If only part of the data is to be used, highlight the desired data. On the Ribbon, click on the Insert tab. In the Tables group, click on Recommended PivotTables. Scroll through the list of recommendations to see which will work best. Click once on a recommendation to see a larger view displayed. Click on the desired PivotTable. Note: Click on Blank PivotTable to create a blank PivotTable. Page 1
Creating a PivotTable Click in the data to be included in the PivotTable. Note: If only part of the data is to be used, highlight the desired data. On the Ribbon, click on the Insert tab. In the Tables group, click on PivotTable. The selected information is indicated in the Table/Range box. Click on New Worksheet to place the PivotTable on a new worksheet. Click on OK. A new worksheet opens with a task pane on the right showing the PivotTable Fields and the Groups. Building the PivotTable The PivotTable is built by choosing fields from the PivotTable Field List. A field is a column of information from the worksheet. In the PivotTable Fields pane, click to select the desired fields. Fields with text information are placed in the Rows group. Fields with numerical information are placed in the Values group. Naming a PivotTable Groups The PivotTable can be given a name. On the ribbon, click on the Analyze tab of the PivotTable Tools. In the PivotTable group, click in the PivotTable Name box and enter a name for the PivotTable. Press the Enter key. The task pane has four groups that control the design of the PivotTable. Filters provide the ability to control the specific information to be displayed. Columns provide the ability to add or remove the specific information of a field as an additional column. Rows provide the ability to add or remove the specific information of a field as an additional row(s). Values provide the ability to select specific information to be displayed and is usually displayed at the top of the PivotTable. Adding a Field to a Group To add a field to a group, drag the desired field from the PivotTable Fields list to the desired group. Removing a Field from a Group To remove a field from a group, drag the desired field from the group. Page 2
Changing the Order of the Fields in a Group To change the order of the fields in a group: o In the desired group, click on the name of the field to be changed and choose the desired option. o The options may include: Move Up, Move Down, Move to Beginning, and Move to End. Rows Group The Rows group is where the field(s) are placed for the basic list of what is being organized or evaluated. The specific information of a field(s) can be added or removed from the Rows group. When first setting up the PivotTable, fields with text information are added to the Rows group. To add a field to the Rows group, click on the desired field in the PivotTable Fields area and drag it to the Rows group OR Right click on the desired field in the PivotTable Fields area and choose Add to Row Labels. To control or customize the way the information is displayed, refer to Field Settings below. To remove a field from the Rows group, click on the desired field and drag it out of the Filters group OR Click on the desired field and choose Remove Field. Values Group The Values group is where the numeric information is placed and controlled to give the desired results. The specific numeric information of a field(s) can be added or removed from the Values group and the name of the field is displayed at the top of the PivotTable. To add a field to the Values group, click on the desired field in the PivotTable Fields area and drag it to the Values group OR Right click on the desired field in the PivotTable Fields area and choose Add to Values. To remove a field from the Values group, click on the desired field and drag it out of the Filters group OR Click on the desired field and choose Remove Field. Controlling How the Values are Summarized By default, columns of numbers are totaled. To change the type of calculation, click on the desired field and choose Value Field Settings Click on the Summarize Values By tab. Click on the desired calculation to be used to summarize the data in the selected field. o The choices include Sum, Count, Average, Max, Min, Product, Count Numbers, StdDev, StdDevp, Var, and Varp. Note: The numbers displayed in the field may change depending on the selection. To change the name of the column, click in the Custom Name box and enter the desired name. Page 3
Controlling How the Values are Summarized The way the values are shown can be customized. To change the way the values are shown, click on the desired field and choose Value Field Settings Click on the Show Values As tab. Click on the desired option. o The choices include: No Calculation, % of Grand Total, % of Column Total, % of Row Total, % Of, % of Parent Row Total, % of Parent Column Total, % of Parent Total, Difference From, % Difference From, Running Total In, % Running Total In, Rank Smallest to Largest, Rank Largest to Smallest, or Index. To change the name of the column, click in the Custom Name box and enter the desired name. Controlling the Number Format The number format of the values shown can be customized. Click on the desired field and choose Value Field Settings To change the number format of the values, click on Number Format. In the Category box, click on the desired format. o The choices include: General, Number, Currency, Accounting, Date, Time, Percentage, Fraction, Scientific, Text, Special, or Custom. Most of the choices have additional options that must be selected from. Columns Group The Columns group holds the Values and any additional field(s) that may be added. The Columns group is where an additional field(s) can be placed to organize or evaluate information in an expanded form. When first setting up the PivotTable, a field for Values is displayed representing the information which has been added to the Values group. To add a field to the Columns group, click on the desired field in the PivotTable Fields area and drag it to the Columns group OR Right click on the desired field in the PivotTable Fields area and choose Add to Column Labels. To control or customize the way the information is displayed, refer to Field Settings below. To remove a field from the Columns group, click on the desired field and drag it out of the Filters group OR Click on the desired field and choose Remove Field. Page 4
Filters Group The Filters group provides the ability to select only a portion of the information to be displayed based on the content of a field(s). A field added to the Filters group allows the user to select what information is to be used in the PivotTable. To add a field to the Filters group, click on the desired field in the PivotTable Fields area and drag it to the Filters group OR Right click on the desired field in the PivotTable Fields area and choose Add to Report Filter. To control the information displayed in the PivotTable: o At the top of the PivotTable, click on the down arrow of the desired field. o To select all, click on (All). o To select a single item, click on the desired item. o To select several items, click on Select Multiple Items and then click on each of the desired items. o When a field is used to filter the data and All is not selected, a funnel icon appears in the PivotTable Fields list to show that filtering is taking place. Filtering with More Than One Field o More than one field can be added to the Filters group. o When more than one field is being used, they work together in restricting or filtering what is displayed. To control or customize the way the information is displayed, refer to Field Settings below. To remove a field from the Filters group, click on the desired field and drag it out of the Filters group OR Click on the desired field and choose Remove Field. Field Settings The way the information from a field is shown can be customized. This section does not apply to the Values group. Subtotals & Filters To change subtotals and filters: o Click on the desired field. Choose Field Settings OR Click on the Analyze tab of PivotTable Tools and, in the Active Field group, click on Field Settings. Click on the Subtotals & Filters tab. In the Subtotals section, click on the desired option of how the subtotals will be shown. The choices include: Automatic, None, and Custom. The Custom choices include: Sum, Count, Average, Max, Min, Product, Count Numbers, StdDev, StdDevp, Var, and Varp. To customize the filter to include new items in a manual filter, in the Filter section, click to select Include new items in manual filter. Page 5
Layout & Print Custom Name To change the layout and how it prints: o Click on the desired field. Choose Field Settings OR Click on the Analyze tab of PivotTable Tools and, in the Active Field group, click on Field Settings. Click on the Layout & Print tab. To show items in outline form: o In the Layout section, click to choose Show item labels in outline form. o To use the compact form, click to select Display labels from the next field in the same column (compact form). o To display subtotals at the top of each group, click to select Display subtotals at the top of each group. To show items in tabular form: o In the Layout section, click to choose Show item labels in tabular form. To repeat item labels: o In the Layout section, click to choose Repeat item labels. To insert a blank line after each item label: o In the Layout section, click to choose Insert blank line after each item label. To show items with no data: o In the Layout section, click to choose Show items with not data. To insert a page break after each item: o In the Print section, click to choose Insert page break after each item. To change the name of the column: o Click on the desired field. Choose Field Settings OR Click on the Analyze tab of PivotTable Tools and, in the Active Field group, click on Field Settings. Click in the Custom Name box and enter the desired name. Pivot Table Design The PivotTable has many options in its design. PivotTable Style Options The PivotTable has many style options. Click on the Design tab of PivotTable Tools. In the PivotTable Style Options group, click on the desired options. The options include Row Headers, Column Headers, Banded Rows, and/or Banded Columns. Page 6
PivotTable Styles The PivotTable has many predesigned styles to choose from. Click on the Design tab of PivotTable Tools. In the PivotTable Styles group, click on the desired style. To see all of the styles available, click on More at the bottom right. Note: Holding the mouse over a style creates a preview of that style applied to the PivotTable. Subtotals Subtotals can be displayed at the top of the group, at the bottom of the group, or not displayed. Click on the Design tab of PivotTable Tools. In the Layout group, click on Subtotals and choose the desired option: o Do Not Show Subtotals o Show all Subtotals at Bottom of Group o Show all Subtotals at Top of Group Grand Totals Grand Totals can be displayed for rows and/or columns. Click on the Design tab of PivotTable Tools. In the Layout group, click on Grand Totals and choose the desired option: o Off for Rows and Columns o On for Rows and Columns o On for Rows Only o On for Columns Only Report Layout The layout of the report has several options. Click on the Design tab of PivotTable Tools. In the Layout group, click on Report Layout and choose the desired option: o Show in Compact Form o Show in Outline Form o Show in Tabular Form o Repeat All Item Labels o Do Not Repeat All Item Labels Blank Rows The report can have blank rows after each item. Click on the Design tab of PivotTable Tools. In the Layout group, click on Blank Rows and choose the desired option: o Insert Blank Line after Each Item o Remove Blank Line after Each Item Page 7
Moving a PivotTable The PivotTable can be moved to another location in the spreadsheet. Click on the Analyze tab of PivotTable Tools. In the Layout group, click on Move PivotTable. To move the PivotTable to a new worksheet, click to select New Worksheet and then click OK. To move the PivotTable to an existing worksheet: o Click to select Existing Worksheet. o Click on the button with the red arrow at the end of the Location box. o Click in the worksheet the PivotTable is to be moved to. o Refreshing Data If the data the PivotTable is based on has been changed, refresh the data. Click on the Analyze tab of PivotTable Tools. In the Data group, click on Refresh. Changing the Data Source Slicer If additional data has been added to the section of the worksheet on which the PivotTable is based, the data area must be selected again. Click on the Analyze tab of PivotTable Tools. In the Data group, click on the Change Data Source down arrow. Click on the button with the red arrow at the right end of the Table/Range: box. Click and drag to select the area of the worksheet to be included in the PivotTable. The Slicer is a tool that can be used to select only certain parts of the information to be displayed based on the contents of a certain field. Several Slicers can be in use at the same time. Click on the Analyze tab of PivotTable Tools. In the Filter group, click on Insert Slicer. In the Insert Slicers window, choose the desired field(s) to be used. Click on the name of the desired item. To select a series of items, click and drag over the desired items. To select items not located next to each other on the list, click on the first item and then hold down the Ctrl key while clicking on each additional item. Selecting all items in the list displays all data in the PivotTable. Page 8
Using the Slicer The Slicer window(s) stay active as long as they are visible. Different choices can be made at any time. Click on Clear Filter in the top right corner of the window to show all information. Deleting the Slicer Click in the Slicer window. Press the Delete key. Timeline If the data includes dates, a Timeline can be inserted and used to filter the data. Click on the Analyze tab of PivotTable Tools. In the Filter group, click on Insert Timeline. In the Insert Timelines window, click to choose the desired field with the dates. Notice the slider at the bottom for moving through the Timeline. Changing the Display In the Timeline, click on the word by the down arrow on the right. Choose the desired block of time (Years, Quarters, Months, or Days) Choosing a Block of Time Click in the Timeline. Use the slider to move to the desired location in the Timeline. Click and drag to select the desired block of time. To select an extended block of time: o Click on the beginning of the desired block of time. o Hold down the Shift key and click on the end of the desired block of time. Click on Clear Filter in the top right corner of the window to show all information. Removing the Timeline Click in the Timeline window. Press the Delete key. Page 9
PivotCharts Charts can be an effective visual presentation showing a comparison of items, changes over time, parts of a whole, trends, and correlations. PivotCharts represent what is displayed in the PivotTable. PivotCharts change as the PivotTable changes. A PivotChart can be created from an existing PivotTable or directly from data on a worksheet without a using a previously created PivotTable. Creating a PivotChart without an Existing PivotTable Click in the data to be used for the PivotChart. On the Ribbon, click on the Insert tab. In the Charts group, click on the PivotChart. The selected information is indicated in the Table/Range box. Click on New Worksheet to place the PivotChart on a new worksheet. To place the PivotChart on an existing worksheet: o Click on the button with the red arrow at the right of the Location box. o Navigate to the worksheet where the PivotChart is to be placed. o Press the Enter key or click on the button with the red arrow. o Build the PivotTable as noted above and the PivotChart is built at the same time. Creating a PivotChart from an Existing PivotTable Click in the PivotTable. On the Ribbon, click on the Insert tab. In the Charts group, click on PivotChart. Choose the desired type of chart based on what is to be shown. o Comparisons, Changes over Time, and Trends Use a column chart, a bar chart, a line chart, a cone chart, a pyramid chart, area chart, or surface chart. o Parts of a Whole - Use a pie chart, a doughnut chart, a stacked column chart, or a stacked bar chart. o Correlations Use an X Y (Scatter) chart or a Bubble chart. o Note A radar chart shows data from a central point in a circle. Page 10
Changing the Chart Type Click on the PivotChart to select it. On the Ribbon, click on the Design tab of PivotChart Tools. In the Type group, click on Change Chart Type. Click on the desired chart type in the list on the left. Choose the desired chart subtype on the right. Click on OK. Switching Rows and Columns Switching rows and columns changes the way the data is represented on the PivotChart. Click on the PivotChart to select it. On the Ribbon, click on the Design tab of PivotChart Tools. In the Data group, click on Switch Row/Column. Notice the change to the PivotTable and the PivotChart. Changing the Data Selected The data included in the chart changes as the PivotTable is changed. Make the desired changes in the PivotTable and notice the changes in the PivotChart. Changing the Chart Layout Click on the PivotChart to select it. On the Ribbon, click on the Design tab of PivotChart Tools. In the Chart Layouts group, click on Quick Layout. Click on the desired layout. Changing the Chart Style Click on the PivotChart to select it. On the Ribbon, click on the Design tab of PivotChart Tools. In the Chart Styles group, click on More. Click on the desired style. Changing the Chart Location Click on the PivotChart to select it. On the Ribbon, click on the Design tab of PivotChart Tools. In the Location group, click on Move Chart. Choose the desired location. Note If the PivotChart is being moved to a new sheet, the desired name for the sheet can be entered. Click on OK. Page 11
Chart Elements The elements or parts of a PivotChart can be added or removed as well as positioned in the desired location. Click on the PivotChart to select it. Click on Chart Elements. A checkmark in front of an item indicates it is included in the PivotChart. To add an element, click in the box in front of the desired item. To remove an element, click in the box in front of the desired item to remove the check mark. To control the element selected: o Place the cursor to the right of the element. o Click on the triangle. o Make the desired choice(s). Formatting Elements of the Chart Click on the PivotChart to select it. Double click on the element of the PivotChart to be formatted. The chart formatting pane opens on the right. If the correct element is not shown, click on the Chart Options down arrow and select the desired element. Click on Fill & Line. Make the desired changes. Note To show the options for an item, click on the triangle in front of it. Click on Effects. Make the desired changes. Click on Size & Properties. Make the desired changes. Close the chart formatting pane. Deleting a PivotChart Click on the PivotChart to select it. Press the Delete key. Page 12