Develop spreadsheets with Microsoft Excel Lez. 9 - Pivot Tables Dr.

Henry Frere Business & Relationship Management: service innovation and customer management i n cooperative banks. Fourth Edition Summary lesson Pivot Tables Example PivotTables PivotTable Creating a PivotTable PivotTables Working with Pi vot Charts Examples Henry Frere Microsoft Excel: Excel Pivot Tables 2.9 Microsoft EXCEL Introduction to Pivot Tables

PivotTables are suitable for summarizing the information contained in a list (da tabase, spreadsheet). A PivotTable is an analysis tool that summarizes informati on from a database and allows you to reorganize the original data table to see d ata from other perspectives. A PivotTable report thus provides a dynamic data co ntained in a list, and can interpret the same data in different 'views'. Henry Frere Microsoft Excel: Excel Pivot Tables 3.9 Microsoft EXCEL Terminology Pivot Tables Data Source Header Field Element Field Function list list or table from which th e PivotTable is converted into a category of information (equivalent to a column of a list) label that describes the contents of a field. You can create a Pivot Table by dragging the headers of its fields a field member function summary used by Excel to calculate the values in the table body. The default summary functio n is SUM for numeric values and count for the text Updating Recalculate the pivot table so that its values reflect the current status of the data Henry Frere Microsoft Excel: Excel Pivot Tables 4.9 Microsoft EXCEL Creating a Pivot Table Creating a PivotTable (a practical example)

Henry Frere Microsoft Excel: Excel Pivot Tables 9.5 Microsoft EXCEL Creating a Pivot Table

Consider a table containing information relating to orders received in the first three months of the year from sellers of a company operating in the field of co mputer peripherals. As it appears, the table does not say much and only photogra ph the situations relating to individual time periods. If we explore with the ri ght tool, but we can turn it into a mine of information. You can go from total t urnover for the seller to seller and product, the turnover per item. You can cou nt how many printers has placed a seller in the quarter, sales related to a give n month, and so on. Microsoft Excel: Excel Pivot Tables 6.9 Henry Frere Microsoft EXCEL Creating a Pivot Table Sample analysis Henry Frere Microsoft Excel: Excel Pivot Tables 9.7 Microsoft EXCEL Creating a Pivot Table Example analysis: summary of turnover per month Henry Frere Microsoft Excel: Excel Pivot Tables 8.9 Sellers Microsoft EXCEL Creating a Pivot Table Example analysis: summary data for a single turnover Henry Frere Microsoft Excel: Excel Pivot Tables 9.9 month Microsoft EXCEL Pivot Tables

PivotTables PivotTables stems from a table that contains the data portion (or rather, from a database table) and then have the character to transform their architecture to interpret the original information in various optics. For the construction of pi vot tables, Excel provides a wizard, which creates an empty first, and then buil ds from this real-time pattern that must be submitted to the analysis results, s imply by placing his Internal references to information for analysis.

Ex practical example of the table we obtain information on sales figures by mont h, by vendor, and product category. In other words, a report summarizing each mo nth and each seller to Henry Frere Microsoft Excel: Excel turnover achieved on t hree items sold Pivot Tables. All, 09:10 Microsoft EXCEL The construction of Pivot Tables

Construction of the PivotTable: proceedings First, position the cursor on the table to analyze. With this simple move, you t ell Excel what the area on which to operate. It is worth noting that the table m ust not 'break' eg. empty rows or columns. Also the first line, the header conta ins the field names of the archive table, not be separated from other lines, mot ifs, or otherwise. Open the Data menu and select PivotTable and PivotChart. In s o doing,€displays the first dialog box, which should indicate the type of data t o be analyzed, and if you want to make a numerical analysis and graphics. In our case, activate the buttons respectively corresponding to items list or database and Microsoft Excel PivotTable. Microsoft Excel: Excel Pivot Tables 09:11

Henry Frere Microsoft EXCEL Pivot Tables - Created the first phase Example analysis: Phase 1 construction Pivot Table Henry Frere Microsoft Excel: Excel Pivot Tables 09:12 Microsoft EXCEL Pivot Tables - Created the first and second phase Note: The analysis can also be used for data residing outside of the current wor ksheet, multiple zones positioned differently, or even from another PivotTable.

Made appropriate choices, click Next. You log on as a new dialog. Since we have already placed the cursor inside the table, Excel offers us as the area of analy sis the coordinates of that occupied by the table. Henry Frere Microsoft Excel: Excel Pivot Tables 09:13 Microsoft EXCEL Pivot Tables - Created: 3rd stage Click Next to accept the approach proposed by Excel and continue. This will acce ss the dialog box where you must indicate the location where the results should be viewed.

Henry Frere Microsoft Excel: Excel Pivot Tables 09:14 Microsoft EXCEL Pivot Tables - Created: 3rd stage

Regarding the position of the pivot table, you can choose from the worksheet is located in the table with the original data or another sheet. In most cases we r ecommend the second option, since it allows, in a new worksheet to operate more smoothly. Press the Finish button. At this point you open a new worksheet in whi ch upper-left corner displays the empty frame of a table with two entries. Simul taneously, the work area you open a box that houses an operating menu field name s and references to archive the original table. When you move the cursor over th em, they become buttons. Henry Frere Microsoft Excel: Excel Pivot Tables 09:15 Microsoft EXCEL Pivot Tables - creation The new worksheet created by the hollow structure for the pivot table, and the b ox with the operating menu Henry Frere Microsoft Excel: Excel Pivot Tables 09:16 Microsoft EXCEL Pivot Tables The result area is divided into four distinct areas, namely: the area reserved for references to the line where you drag the buttons correspo nding to the fields to be included as rows in the table area reserved for refere nces to the column where you drag the buttons corresponding to the fields to be included as columns in the table ' Data area where you drag the mouse button cor responding to the reference to the field to be covered by the processing

area of the page where you drag the button corresponding to the field you must r eport the contents of the table when he takes the view in reduced mode. Eg. if H enry Frere original data refer to the Microsoft Excel Pivot Tables: twelve month s of the year, bringing the Excel 09:17 Microsoft EXCEL Pivot Tables

Now you can set the table structure of the results. Drag the button in the Rows and Seller Month. This will complement the first. The order in which they fit th e buttons is very important because it determines how data is displayed. In this case will be produced turnovers achieved by the seller within three months of t he quarter. Drag in the area of the Columns button corresponding to the Category field

Drag the button in the Data area Turnover on which will do the calculations prov ided. That standard is the sum (the one that interests us in this case), but it is possible to conduct other types of processing. Here ends the procedure, since this time we planned the use of the page. As soon as you release the button in the Sales Data, Henry Frere creates the table with the results. Pivot Microsoft Excel: Excel Tables 09:18 Microsoft EXCEL Pivot Tables Table with the results of Henry Frere Microsoft Excel: Excel Pivot Tables 09:19 Pivot Tables - Analysis and interpretation

Microsoft EXCEL Analysis and interpretation of results What we have just created is a table with two entries that express the analysis specified by the button placement. Note that this is not a static but dynamic an alysis,€in the sense that we can proceed on site for new interpretations of the data, simply acting on the buttons that appear in the table itself, and that to be precise, are the three that we dragged in rows and columns, plus one, positio ned top left, indicating the type of development that was conducted on data for the Sales field (the sum). If you have thoughts on the framework for presenting the data can always interve ne to create new situations: just add or remove pulsanti.Le Henry Frere Microsof t Excel Pivot Tables: Excel 09:20 Microsoft EXCEL Pivot Tables - Edit Eg. If we add the Paid field in the columns, we have this result: In this case the table is presented in two sections, each of which contains tran saction data respectively were successful or still outstanding. Henry Frere Microsoft Excel: Excel Pivot Tables 09:21 Microsoft EXCEL Pivot Tables - Edit

If, however, for another example, you delete the field months, simply by draggin g it out of the zone lines, the structure autodimensiona to interpret the data o nly for the three vendors, consolidating them in the quarter Henry Frere Microsoft Excel: Excel Pivot Tables 09:22 Microsoft EXCEL Pivot Tables - Edit Once you set the final structure, it can be recreated simply by acting on other buttons available. First, you can proceed to a different type of data processing . Here's how to operate. Double-click on the button with the inscription engrave d above Sum of Revenue. In doing so opens a dialog box where Box Summary, choose the desired type of processing among the proposals (Count, Average, Maximum, Mi nimum, and so on). Pressing the Ok button automodifica the table to present the new situation. Henry Frere Microsoft Excel: Excel Pivot Tables 09:23 Microsoft EXCEL Pivot Tables - Hit target

Views targeted If the PivotTable analysis plays a large data set, its size can be very extensiv e, and may be difficult due out information that particularly interest us. No pr oblem. Opening the drop-down lists associated with the field buttons you can det ermine which data should be displayed. If, for example, we see only those in the Mori and seller for the month of Janua ry, opening the drop-down lists associated with the Vendor and Month buttons are respectively open the list of names of sellers or months. At this point, just u ncheck the ones that should not appear in the report, and you're done. EnricoOvv iamente, you can trace back to Frere PivotTables Microsoft Excel: The Excel jour ney 9:24 restore the original. Microsoft EXCEL Pivot Tables - Hit target When analyzing large archives reveals precious can also see the results broken d own into pages, each of which relates to certain types of information. Thus, if the data sources refer to various periods of time (years, months, quarters, week s or days) you can create a page devoted to each period, and only display the on e you want by selecting the dropdown list button that is associated in 'area pag e. To give a practical example, with reference to our table always limited, we c ould create three pages corresponding to the three months covered by the data. I n this case, when setting the pivot table, rather than drag the Month field in t he row, it is positioned directly in the page. Microsoft Excel: Excel Pivot Tables 09:25

Henry Frere Microsoft EXCEL Pivot Tables - Hit target Result of Month field setting in the page Henry Frere Microsoft Excel: Excel Pivot Tables 09:26 Microsoft EXCEL Pivot tables - calculated fields

The calculated fields The data housed in the homonymous area of the table can be developed only under certain types of calculation. But if it was necessary to manipulate them individ ually, you can use the so-called calculated fields. In practice, you can add new fields to pivot table that contains the formulas in charge of calculations you want. Ie we calculate the commission to recognize vendors enhance their value am ounting to 5 percent of turnover achieved. To resolve this problem, we can add a calculated field that makes this statement. Microsoft Excel: Excel Pivot Tables 09:27

Henry Frere Microsoft EXCEL Pivot tables - calculated fields

Proceedings Move the cursor over any cell in the PivotTable, and right click. From the short cut menu, select the Formulas, and the corresponding submenu select Calculated F ield. In the dialog box that appears, enter in the Name text box, to be assigned to the calculated field (5% commissions, for example). In the text box below, i nstead, set the calculation formula by referring to field names listed in the Fi elds window. The formula is: = Turnover * 5 / 100.

Click the Add button to add the new field list, then press the OK button to disp lay the results. Henry Frere Microsoft Excel: Excel Pivot Tables 09:28 Microsoft EXCEL Pivot tables - calculated fields Insert dialog box calculated fields Henry Frere Microsoft Excel: Excel Pivot Tables 09:29 Microsoft EXCEL

Pivot tables - calculated fields The new table, as it appears, is not exactly easy reading. To make it more under standable, at least for the reading of the commission, we can move the button in the Month page for a view much more succinct and more readable. To access the i ndividual views monthly open the list attached to the button and select the name of the month to display. Henry Frere Microsoft Excel: Excel Pivot Tables 09:30 Microsoft EXCEL Pivot Tables - Sizes

The formats can submit pivot tables in a pleasant way by applying one of 22 form ats contained in the gallery devoted. Here's how:

Position the cursor over any table cell. Click the right mouse button, and the s hortcut menu select the format, this makes access to the tunnel sizes. Select th e format you want to apply it to the PivotTable. Henry Frere Microsoft Excel: Excel Pivot Tables 09:31 Microsoft EXCEL Pivot Tables - Sizes The dialog with the gallery format Henry Frere Microsoft Excel: Excel Pivot Tables 09:32 Microsoft EXCEL Pivot Tables - Options

Options Creating a PivotTable takes place according to the parameters that are collected in a special dialog box accessed from the right click context menu on the table , selecting the options table. To activate or deactivate a parameter or to remov e the checkmark in the box associated with the same item. Most items on the form are self-explanatory, but if there were problems of interpretation is always co ntextual help available. Read more about the functions performed by a single opt ion, click the question mark at the top right corner of the screen, move the cur sor (which became the same symbol) on the entry for which you want light and cli ck. Doing so displays a riquadrino with the desired information. Henry Frere Microsoft Excel: Excel Pivot Tables 09:33 Microsoft EXCEL

Pivot Tables - Options The PivotTable Options dialog box Henry Frere Microsoft Excel: Excel Pivot Tables 09:34 Microsoft EXCEL Pivot Tables - Operations Working with PivotTables Data Update - A pivot table is linked to data sources and reflects the changes t hat are made to them if necessary. The update can be performed at any time by ri ght clicking on the table and selecting Refresh. You can also request that the t able is updated automatically every time you open the folder that hosts it. In t hat case, go wing form of options, and data in the Options section tick the box corresponding to Refresh on open.

Henry Frere Microsoft Excel: Excel Pivot Tables 09:35 Microsoft EXCEL Pivot Tables - Operations Show or hide the details - If you want to hide the explosion of a voice, for exa mple the distribution of revenues among the various printer vendors, simply high light the group header or a salesperson's name, right click and select the menu contextual voice Group and Outline. In the corresponding submenu option Hide det ail. Follow the reverse procedure, or cancel the operation, to return to the sta rting position. If the steps you highlight a cell in the data area, the table sh rinks at the highest level and can no longer be able to return to the original. Delete a table - Right click on the table, in the context menu choose Select, an d the corresponding sub-menu to entire table. A selection occurred just press th e delete key.

Henry Frere Microsoft Excel: Excel Pivot Tables 09:36 Microsoft EXCEL Pivot Tables - Operations

Copying a table - Select the entire table with the above steps, open the Edit me nu and select Copy. Position the cursor where it should be the reply, reopen the Edit menu and select Paste. Replication does not take into account the width of the columns to be resized by hand. Here's a little trick to avoid the tedious t ask. Once copied the table, take a cell of the column coincides with the first c olumn of the table itself, but is external to it, reopen the Edit menu and selec

t Paste Special. On the form that appears check the box width columns, then pres s Ok, to get the desired arrangement of the columns. It is very important that t he cursor is outside the table because otherwise scaling will not apply. Henry Frere Microsoft Excel: Excel Pivot Tables 09:37 Microsoft EXCEL Pivot Tables Creating a pivot table with the wizard Henry Frere Microsoft Excel: Excel Pivot Tables 09:38 Microsoft EXCEL Pivot Tables - Create The dialog box of 1 step of the PivotTable Wizard Identifying the data source. Henry Frere Microsoft Excel: Excel Pivot Tables 09:39 Microsoft EXCEL Pivot Tables - Create

The specification of data The second step requires the data. If you position the mouse pointer anywhere wi thin the database works when you select Data> PivotTable, Excel automatically id entifies the range of the database. In any case, you can select the data from th is window. Henry Frere Microsoft Excel: Excel Pivot Tables 09:40 Microsoft EXCEL Pivot Tables - Create

The position of the PivotTable. Step 3 requires the placement of the pivot table is created. Henry Frere Microsoft Excel: Excel Pivot Tables 09:41 Microsoft EXCEL Pivot Tables - Create

If you choose the new worksheet, Excel creates a new worksheet for the pivot tab

le. If you choose the Existing worksheet, the pivot table appears on the current worksheet, you can specify the start position of the cell. At the last Wizard d ialog box, you have a button layout ... that allows you to set the layout of the PivotTable.

Henry Frere Microsoft Excel: Excel Pivot Tables 09:42 Microsoft EXCEL Pivot Tables - Create The Layout dialog box, where you can set the layout of the PivotTable is created . Henry Frere Microsoft Excel: Excel Pivot Tables 09:43 Microsoft EXCEL Pivot Tables - Create The database fields appear as buttons along the right side of the dialog, these buttons can be dragged onto the appropriate diagram of the PivotTable. The diagr am of the pivot table has four areas:

Page field values are displayed as page items in the PivotTable. Line: values in the field are displayed as line items nlla PivotTable. Data: the field is summa rized in the PivotTable. Column: The values in the field are displayed as column headings in the PivotTable. Henry Frere Microsoft Excel: Excel Pivot Tables 09:44 Microsoft EXCEL Pivot Tables - Create You can drag any buttons you want in any of these positions, and do not necessar ily have to use all fields. Those who do not use, do not appear in the PivotTabl e. When you drag a button in the Data Wizard apply the Sum function if the field contains numeric values and the function count if the field contains numeric va lues. Henry Frere Microsoft Excel: Excel Pivot Tables 09:45 Microsoft EXCEL

Pivot Tables - Create The Layout dialog box after setting the layout you want for the pivot table. Henry Frere Microsoft Excel: Excel Pivot Tables 09:46 Microsoft EXCEL Pivot Tables - Create The PivotTable set the Total field displays the sum divided by TipoCont as rows, and Customer, as columns, in addition the Branch field appears as a page field.

Note that the page field is displayed as a drop-down box. You can choose which i tem in Page view by selecting it from the list. You can also select All to displ ay all data. Microsoft Excel: Excel Pivot Tables 09:47 Henry Frere Microsoft EXCEL Pivot Tables - Create Creating the layout of the PivotTable toolbar You can create the layout of the P ivotTable directly on a worksheet using the PivotTable toolbar. Again this is dr ag and drop fields. Excel displays a model of the pivot table on which to drag t he fields.

Henry Frere Microsoft Excel: Excel Pivot Tables 09:48 Microsoft EXCEL Pivot Tables - Create Using the PivotTable toolbar to set the layout of the PivotTable Henry Frere Microsoft Excel: Excel Pivot Tables 09:49 Microsoft EXCEL Pivot Tables - Create Working with PivotTables. Henry Frere Microsoft Excel: Excel Pivot Tables 09:50 Microsoft EXCEL Pivot Tables - Create

After you create a PivotTable, you do not have to do with a static object, you c an indeed continue to change until you get the look you want. To do so is very u seful PivotTable toolbar. Changing the structure of the PivotTable. The PivotTab le when displayed in a worksheet, includes buttons fields, which can be dragged to a new location in the PivotTable. Eg. You can drag a column field in the row position. Immediately redisplays the Excel pivot tables to reflect the change.

Henry Frere Microsoft Excel: Excel Pivot Tables 09:51 Microsoft EXCEL Pivot Tables - Create Delete a field To remove a field from a PivotTable, it selects the field button and drag it away from the PivotTable. Adding a field to add a new field to the P ivotTable, select a field you want to add from the PivotTable toolbar and then d rag it to the PivotTable that you upgrade immediately. You can also add fields f rom the PivotTable Wizard.

Henry Frere Microsoft Excel: Excel Pivot Tables 09:52 Microsoft EXCEL Pivot Tables - Create Updating a PivotTable If you change the source data, but Excel does not automati cally update the PivotTable, it must be done manually, with one of the following methods:

Choose Data> Refresh Data Click the right mouse button anywhere on the PivotTabl e and to update data from the shortcut menu Click the Refresh Data tool on the t oolbar PivotTable Henry Frere Microsoft Excel: Excel Pivot Tables 09:53 Microsoft EXCEL Pivot Tables - Create The customization of a PivotTable field inside a pivot table there are many opti ons for fields; to access it, just double-click on the buttons of a field or cli ck the right mouse button and select Field Settings menu shortcut. Excel display s the PivotTable Field dialog box.

The PivotTable Field dialog box Henry Frere Microsoft Excel: Excel Pivot Tables 09:54 Microsoft EXCEL Pivot Tables - Create Formatting a PivotTable when you create a PivotTable, Excel applies the formatti ng automatically, and can be changed by clicking the Options button in the last step of the wizard. Once you create the PivotTable, you can specify a different automatic formatting, positioning the cell pointer in the PivotTable report and clicking on the instrument Format PivotTable toolbar. Then Excel displays the Au toFormat dialog box, where you can choose the new format. Henry Frere Microsoft Excel: Excel Pivot Tables 09:55 Microsoft EXCEL Pivot Tables - Create To change the number format for the data in a PivotTable:

Select a cell in the PivotTable Data Click the right mouse button and choose Piv otTable Field from the shortcut menu. Excel displays the PivotTable Field dialog box. Select the Number button Select the number format to use. Henry Frere Microsoft Excel: Excel Pivot Tables 09:56 Microsoft EXCEL Charts Pivot Charts Pivot Henry Frere Microsoft Excel: Excel Pivot Tables 09:57 Microsoft EXCEL Charts Pivot Charts Pivot Tables in Excel 2000 PivotTables are supported by a very powerful o ption: homonyms graphs that can be created directly using the data to be analyze d or based on a PivotTable. The beauty of these diagrams is that they have the s ame interactive features of the tables from which they are named, so you can set tle in real time according to the views that we want to interpret.€Everything al ways acting on the usual buttons that allow you to build the PivotTable. To crea te a chart from a PivotTable exists on you just right click and select context m enu item PivotChart. The diagram will be immediately implemented in a dedicated worksheet.

Henry Frere Microsoft Excel: Excel Pivot Tables 09:58 Microsoft EXCEL Charts Pivot Henry Frere Microsoft Excel: Excel Pivot Tables 09:59 Microsoft EXCEL Charts Pivot We see, however, how you build a PivotChart starting from the original data. In practice, launched the procedure for creating a pivot table, simply choose Pivot Chart. In doing so leads to the sheet where the chart will be created, where you see a structure similar to the one we used to set the tables. Dragging the butt ons in the various areas you create the graph interprets exactly the kind of ana lysis that we conduct. All possible variants are obtained by acting appropriatel y on the drop-down lists associated with buttons. To change the chart type, inst ead, right click on it and select Chart Type to visit the gallery of models. Henry Frere Microsoft Excel: Excel Pivot Tables 09.60