You are on page 1of 6

Creating Pivot Tables in Excel 2003 Imagine an Excel worksheet of sales figures for your company with hundreds—no

, thousands—of rows of data. Everyone has questions about what the data means. How do you get the answers? PivotTable reports organize and summarize your data so that it doesn't just sit on a worksheet gathering dust. PivotTable reports offer comparisons, reveal patterns and relationships, and analyze trends. In this lesson you'll find out how PivotTable reports make it all so easy: They compare, they reveal, they analyze, by displaying different views of data, turning data into information that makes sense. You decide what data you want analyzed, and how to organize it. Instead of a single arbitrary form that doesn't really suit your needs, each PivotTable report gives you a different view of your data, answering your questions on the spot, and is customized to your purposes. To compare facts, to find their meanings, begin by asking questions. Do you need to know sales totals by region, by salesperson, by quarter, or by month? Would your business do better if your best people sold only top products? Or would that mean whole product lines with no revenue? Once you have your questions in mind, Excel makes it easy to get answers. First, it brings you a wizard to prepare the data for a new view. Next, you drag and drop the data from your sales-figure list into a new PivotTable report view. Creating a PivotTable report is about moving pieces of information around to see how they fit together. Not satisfied with the first report? It takes a couple of seconds to pivot rows and columns into a different arrangement, a bit like turning a kaleidoscope to see different patterns. PivotTable reports do so much to make data manageable, it's enough to make your head spin, but you don't have to worry about arranging a report in the "wrong" way. Move the data around again and again, to get as many clear answers as you have questions. So you can move in a second from a report that lists sales by salesperson, to a report listing sales by country, or how salespeople are ranked by order amounts—it's like turning a mob into a marching band.

the wizard will: • Use data in an Excel list or in a database. You could spend more time with the wizard.) You'll learn how to drag selected data into the PivotTable layout area. Create the PivotTable report. Click Finish in the PivotTable and PivotChart Wizard to use default settings.Ask questions. (Don't bother about what's going on behind the curtain. . Use the wizard. By default. Once the wizard is opened. you would click Finish. you'll have a chance to create a PivotTable report. In the practice session at the end of the lesson. In this lesson you'll meet the wizard. That's it. Clicking Finish tells the wizard to use its default settings. and you'll see how the new view answers your questions about a list of sales figures in Excel. but in this example it's not necessary.

In the practice session at the end of the lesson. . The wizard takes less than a second to prepare a new worksheet with everything you would need to create a PivotTable view of your data: the PivotTable Field List to drag items from. you'll see for yourself: It takes just a few seconds more for you to lay out the PivotTable view than it does for the wizard to prepare the worksheet area. Place the report layout area on a new worksheet.• • • Prepare a layout area for creating a PivotTable report. and the PivotTable toolbar. Use all the data on the list. the layout area to drag items onto. PivotTable Field List to drag items from. PivotTable layout area to drag items onto.

Salesperson.become fields on the field list. In the PivotTable Field List are the names of the columns from the source data (the sales figures): Country. Order Amount. Dragging fields from the field list and dropping them onto the layout area is how you would create a PivotTable view of your data. Use drop areas to control the report organization.Column headings on the worksheet. . .. The layout area is divided into separate outlined drop areas onto which you'd drag and drop fields from the field list.. Each column in the source data has become a field with the same name. Order Date. and OrderID... The layout area will become your PivotTable report.

Now it's time to put the pieces together. If you dragged the Salesperson field into the area labeled Drop Column Fields Here. When you dropped the Salesperson field. When you dropped the Order Amount field into the data drop area. Drag the Salesperson field onto the layout area for rows to display each salesperson's name on one row apiece.Labels on the drop areas tell you where to drop data to display it in a specific orientation. The Data Items drop area is where you would usually drop data containing numbers. you would drag the Order Amount field into the area labeled Drop Data Items Here. If you were to drag the Salesperson field into the area labeled Drop Row Fields Here. To see the sales amount for each person. Say that your first question is: How much has each salesperson sold? To find out the answer. Next you'll see how to determine which fields to drop onto the layout area (you don't have to use all of them). the colored outline would disappear. and the Order Amount field to display the amount that each person sold. for example. you would use two of the fields on the field list: the Salesperson field to display the names of the salespeople. you would decide where to drop each field. The totals then appear in your PivotTable report. you would see one row for each salesperson's name. you would drag the Salesperson field to the drop area labeled Drop Row Fields Here. After deciding which fields to use. you would see one column for each salesperson's name. Then drag the Order Amount field to the Drop Data Items Here layout area to see the sales amounts for each salesperson. To display each salesperson's name on its own row. and you would see the report view. . the names would show up on the layout. because Excel automatically adds up numbers in this area.

to display different relationships. To get the answers to other questions as quickly and easily. Or you could sort or pivot your data with different fields in the columns or rows.The PivotTable report summarizes 799 rows of information. copy it into a Word document. You can use the information any way you want to: show the report to others. There you have it! The PivotTable report summarizes 799 rows of information so that you can see at a glance how much each salesperson sold. . simply by dragging field items from one drop area to the other. or publish it to a Web page. you could drag other field items onto the layout.