Pivot Table Project Objectives By the end of this lesson, you will be able to: Set up a Worksheet Enter Labels and Values Use Sum and IF functions Format and align cells Change column width Use AutoFill Use VLOOKUP Enter cell references between worksheets Select non-adjacent cells Create PivotTables Use the Slicer Create an interactive Dashboard Use sheet reference Name sheet tabs Group worksheets Copy/paste worksheets Convert range to table Format a table Create Pivot Charts Modify Chart properties and formatting You will use a Lookup table to populate values in a sales report, then calculate sales data. Then, you will create an interactive dashboard using pivot tables, pivot charts, and slicer controls. 1. Open the Pivot Table Data File, save it as Pivot Table Project, click cell I1 in the Sales Data worksheet, type Product Cost, click in cell H1 and type Product Price, type Markup in cell J1, then Sales in L1. click in cell I2, click the AutoSum down arrow, click More functions in the functions dialog box, type VLOOKUP in the search field. The VLOOKUP Functions Argument dialog box appears, click the Lookup_value data range button, click cell E2, click the data range button to return to the Functions Arguments dialog box, click the Table-array data range button, click the Product Ledger sheet tab, select the range A2:D13 for the argument, press the F4 key to make the value absolute, type 3 in the Col_index_num field, type False in the Range_lookup field, click OK. You are asking Excel to look up the product cost from the third column of the Product Ledger table for the item in cell E2. By typing false in the Range_lookup field, you are telling Excel you are looking for an exact match. If you left this field blank, or entered true, Excel would look for similar values. This might be handy when data is not specific. The Function argument in your formula bar should look like this: =VLOOKUP(E2,'Product Ledger'!$A$2:$D$13,3,FALSE) The value in cell I2 should be 0.3.
1-4 Use the fill handle to populate the rest of the column. Use the VLOOKUP function to determine the Product Price for each product in column J. 2. Enter a simple formula to calculate the values for the Markup column. Markup is the difference between the product cost, and the product price. Click cell L2, enter the formula =G2*J2. Because SUPA101 is a product sample, there is no sale price, and the value in the cell is blank (we will come back to that). However, there is a loss because there is cost involved in producing it. Type Loss in cell M1, click the FORMULAS Tab, click the Insert Function button, type IF in the Search for a function field. Click OK to open the IF Function Arguments dialog box. Type G2*K2<0 in the Logic_test field, type G2*K2 in the Value_if_true field, type 0 in the Value_if_false field, click OK. You are asking Excel to check whether the product of units Sold and Markup is less than zero (a loss). If it is, then you are telling Excel to calculate the loss. If it is not, then you are telling Excel to enter a zero. The function argument in the formula bar should look like this: =IF(G2*K2<0,G2*K2,0) The value in cell M1 should be -35.1.
Use the fill handle to populate the rest of the Sales and Loss columns. Format the five new columns as Currency. Use AutoSum to calculate the totals for the Sales and Loss columns. Total Sales should be $649,329.69 and Total Loss should be -$2,682.90. You decide that you want to include the loss values within the sales column. The same IF function you created to calculate loss could be used to accomplish this, but the Value_if-false field will have the argument to calculate the product of units sold and product price. Your function argument would look like this: =IF(G2*K2<0,G2*K2,G2*J2) 3. Select columns A:M, click the Format as Table button and chose a table style of your liking. The Format As Table dialog box will appear as below. Make sure that the My table has headers checkbox is checked. Click OK. Before you create a pivot table, you must have your columns in tabular form. If you are working with an extremely large amount of data, this process can take a while to tabulate. In this case, the spreadsheet is fairly small in comparison to many sales reports. Filter buttons will populate the Header row.
Click any cell in the Sales Data worksheet, click the INSERT tab, click the Pivot Table button in the Tables group, The Create PivotTable dialog box will appear. The Table/Range is already populated because you had clicked on a cell within the worksheet. Otherwise, you would need to select the range you wanted to analyze. Click the New Worksheet button to place your pivot table in a new worksheet, then click OK. You are presented with a new worksheet with a Pivot table area on the left and a PivotTable fields list on the right. Double-click the Region field. Excel automatically placed it into the ROWS area, and you can see the Regions populated on the left. Notice there is a (blank) region. That is because we added a row of totals to the bottom of the Sales Data worksheet. Click the filter button on the Row Label list, deselect the (blank) label. Select the Sales field and
drag it down to the Values area. If your settings are set as default you will see the Count of Sales in the Pivot Table area. Click on the Count Sales arrow, click Value Field Settings, change the value to Sum of Sales, click the Number Format button, and change the category to Currency. Right-click any of the Sum of Sales values, right-click, click sort, click Sort Largest to Smallest. 4. Click the Analyze tab, click PivotChart from the Tools group, click Bar chart, and click OK. Right-click the Sum of Revenue button, click Hide All Field Buttons on Chart, right-click the Y axis values (the one with the names), click Format Axis, and check the box for Categories in reverse order in the Axis Options section. Click on the X axis labels, press [Delete], click the Legend, press [Delete], click the vertical lines, press [Delete], right-click the bars, click Add Data Labels, click the columns again, click Format Data Series, change the Gap Width to 50%, Change the chart title to Sales by Region. Your pivot chart should resemble the one below: 5. Double-click the sheet tab, Change the Sheet name to Sales by Region. Left-click and hold as you drag the sheet pointer to the right of the Pivot Table sheet tab, press and hold [Ctrl], release the left mouse button. You just created a copy of the Sales by Region sheet. Change the name of the new sheet Sales by Product. Replace the Region field in the rows area with productsold, filter out the (blank) and SUPA101. Delete the bar chart. Drag the Sales by Product field down to the VALUES field again so that you have two categories. Again, if your settings are set as default, the Count of Sales will appear in
addition to Sum of Sales. Click the Count of Sales field, click Value Field Setting, click the Show Values A tab, select % of Grand Total. Move the productsold field down to the ROWS area, and move the Region field to the COLUMNS area. 6. Make a copy of the Sales by Product worksheet, change the sheet name to Product Percent by Region, move the Region field from the COLUMS area to the FILTERS area. Click the ANALYZE tab, click the PivotChart button in the Tools group, click 3D Pie chart. Hide all the field buttons on the chart, click the pie, click Add Data Labels, click
the data labels, and change the data labels to show percent only. Change the chart title to Percent of Sales. You can now filter the data and chart by region. 7. Make a copy of the Product Percent by Region worksheet, Rename the new sheet Product Sales, right-click the chart, and change the 1-2 chart type to Column. Filter by Region, Place productsold in the Columns, and Sum of Sales in the Values. Filter out SUPA101 and (blank). Format the chart to look as shown below:
1-4 8. Create a blank worksheet, name the worksheet Dashboard, Select all cells, Change the fill color to a light shade of your choosing, copy the charts you create to the Dashboard. Click the Sales by Region chart, click INSERT, click Slicer from the Filters group. Click productsold, click OK. Click the Percent of Sales chart, click INSERT, click Slicer, click Region, and click OK. Click the Region slicer, click the SLICER TOOOLS OPTIONS tab, click the Report Connection button, check both the Product Percent by Region and the Product Sales charts, click OK. You can now have slicer control over the charts. Click the slicers to see the charts data change.
Make sure the blanks are filtered out of your pivot tables. Save and close the workbook, then submit a copy to your instructor.