01 - Make Your First PivotTable1

Make your first PivotTable
PivotTables are not as hard as you think. After you walk through
these simple steps, you'll know how to quickly create one.
Let's go >
Go back to top by pressing CTRL+HOME. To start the tour, press CTRL+PAGE DOWN.
Version 25-May-2020
What is a PivotTable? In its most basic form, a PivotTable takes data and summarizes it so you
can make sense of it, all without typing any formulas!
This is data. This simple PivotTable summarizes the data.
Country PI Site Type Subjects Country Sum - Subjects

Belgium Indigo Non-University 24 Belgium 64
France Orange University 72 France 77
UK Purple Non-University 21 UK 68
Belgium Blue University 40 Total Result 209
UK Black GP 13
France Silver GP 5
UK Yellow University 34
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Page 2 of 25
That was a simple example. Here's a more sophisticated one. This one shows the Subjects
broken down by Country and by Site Type.
A more sophisticated PivotTable
Country PI Site Type Subjects Sum - Subjects Site Type

Belgium Indigo Non-University 24 Country GP Non-University University Total Result
France Orange University 72 Belgium 24 40 64
UK Purple Non-University 21 France 5 72 77
Belgium Blue University 40 UK 13 21 34 68
UK Black GP 13 Total Result 18 45 146 209
France Silver GP 5
Previous Next
Page 3 of 25
There are also PivotCharts, which are a more visual way to summarize and make sense of the
data. We will cover these at the end of the session.
This PivotChart summarizes and visualizes the data.
Country PI Site Type Subjects Sum - Subjects Site Type

Belgium Indigo Non-University 24 Total Result
Country GP Non-University University Total Result
France Orange University 72 Belgium 24 40 64
UK Purple Non-University 21 UK
France 5 72 77
Site Type GP
Belgium Blue University 40 UK 13 21
Non-University 34 68
UK Black GP 13 France
Total Result 18 University45 146 209
France Silver GP 5
UK Yellow University 34 Belgium
0 50 100 150 200 250
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Page 4 of 25
But let's back up. The first step to making a good PivotTable is to make sure the data is in good
shape. So, make sure you do the following before you make one:
Name your columns.
Country PI Site Type Subjects

Belgium Indigo Non-University 24
France Orange University 72
UK Purple Non-University 21 And make sure there are no
Belgium Blue University 40 duplicate rows, or blank cells.
UK Black GP 13
France Silver GP 5
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Page 5 of 25
Something to keep in mind: Lots of people use the word column. But to a PivotTable, a column
is a field. Try to remember this as you progress during this class.
Field Field Field Field

GOOD TO KNOW
Why the word "field"? It's just a traditional
Country PI Site Type Subjects term used when working with data and
database applications.
France Orange University 72 The PivotTable menus and buttons use the
UK Purple Non-University 21 word "field" a lot. So if you get used to it now,
Belgium Blue University 40 it will make things easier as you make
PivotTables.
UK Black GP 13
France Silver GP 5
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Page 6 of 25
Let's focus on one of the fields. One of the fields below, the Subjects field, is probably the most
important. Wouldn't it be great if it was summed up?
This field should be summed up.

UK Purple Non-University 21
Belgium Blue University 40
UK Black GP 13
France Silver GP 5
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Page 7 of 25
So we did that. We summed up the Subjects field with a PivotTable. (Really?) Yes. Sum of
Subjects and 209 make up a small PivotTable that totals up the Subjects field.
It may not look like much, but this is a PivotTable.
Country PI Site Type Subjects Sum - Subjects

Belgium Indigo Non-University 24 209
UK Black GP 13
France Silver GP 5
Previous Next
Page 8 of 25
Why make such a small PivotTable? Because it emphasizes the concept of a PivotTable value
field. If one of the fields in your data contains numeric values, a PivotTable can total it up. When it
does this, it's called a PivotTable value field.
...and this PivotTable

This field contains numeric values...
made it into a value field.
Country PI Site Type Subjects Sum - Subjects

Belgium Indigo Non-University 24 209
UK Black GP 13
France Silver GP 5
Previous Next
Page 9 of 25
PivotTables start getting interesting when you add conditions that divide or break down the
value field. In this case, we added a new condition of Country to divide the value field.
We added a condition here to divide the value

Value field
field by Country.

UK Black GP 13
France Silver GP 5
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Page 10 of 25
And here's another version of the PivotTable, but this time we added the condition of
Site Type to see how many Subjects were fully completed for each Site Type.
We added a condition here to divide the

Value field
value field by Site Type.
Country PI Site Type Subjects Site Type Sum - Subjects

Belgium Indigo Non-University 24 GP 18
France Orange University 72 Non-University 45
UK Purple Non-University 21 University 146
UK Black GP 13
France Silver GP 5
Previous Next
Page 11 of 25
Another PivotTable term: The conditions we've added so far are called PivotTable row fields. In
these examples, the row field breaks down, or divides, the value field.
Row field Value field

UK Black GP 13
France Silver GP 5
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Page 12 of 25
LET'S REVIEW
You'll learn how to actually make a PivotTable in a few moments. But let's review the concepts we've
taught you so far:
First, start with good data. A row field breaks down... a value field.

UK Black GP 13
France Silver GP 5
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Page 13 of 25
When you create a PivotTable in a moment, you'll see the PivotTable Fields List. It's not just a
list though, it's a more like a panel. At the top you'll see the fields from your data.
Excel looks at ...and then lists

your data... the fields, by
name, here.
UK Black GP 13
France Silver GP 5
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Page 14 of 25
Don't do this now but in a couple steps, you'll work with a PivotTable. The first thing you'll do is
create a value field. You'll do that by dragging the Subjects field to the Values area.
BEST PRACTICE
If you're ever unsure how to start a
PivotTable, think about creating the value
field first.
Fields that are best for value fields are ones
with numerical amounts. In this example,
Subjects is the best one.
The other fields (Country, PI, Site Type) don't
contain numerical values, so they aren't the
best ones to use for the value field.
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Page 15 of 25
After you drag the field to the Values area, "Sum of Subje..." will appear at the bottom of the
PivotTable Fields List. (Sometimes Excel doesn't have room to show the full name, which is really
"Sum of Subjects.")
Creating a value field sums up the Subjects

field and makes a small PivotTable like this.
Sum - Subjects
209
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Page 16 of 25
Then you'll want a condition to divide the value field by. And to do that, you'd drag any of
the other fields down to the Rows area.
Sum - Subjects
209
Previous Next
Page 17 of 25
Now that the Country field is in the Rows area, you'll see that the PivotTable shows each country's
subjects. You'll see how easy this is in a second...and the great part about this is, that it doesn't require
typing any formulas!
The row field Divides up the value

(Country) field (Sum of Subjects).
Country Sum - Subjects

Belgium 64
France 77
UK 68
Total Result 209
Previous Next
Page 18 of 25
WORK WITH THE PIVOTTABLE FIELDS LIST
1 Below and to the 2 The PivotTable 3 Drag the Subjects field 4 Drag the Country
right, is the Fields list should down to the Values field down to the
PivotTable Area. appear on the right. area. Rows area.
Click anywhere If you don't see it,
inside that area. right-click the
PivotTable Area, and
then click Show
Field List.

UK Black GP 13
France Silver GP 5
Note: After you complete steps

3 and 4, you may have to make
the columns wider to see all of
the text and numbers in the
PivotTable. (This is a common
"extra step" you have to do
after creating a PivotTable.)
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Page 19 of 25
On the next step, you'll create a PivotTable from scratch. When you do that, there's
something to keep in mind: Excel puts PivotTables on a new, separate sheet to the left o
you are on.
For example, ...Excel would

let's say your put it on a new
data is on a sheet to the left.
sheet named It would name it
"20." If you "Sheet" and
created a then assign a
PivotTable... number to it
like "12", "13,"
WHY DOES THIS HAPPEN? etc. You can
Well, the full name for a PivotTable is: "PivotTable Report." A report is based on data, and typically people
always
like to see the reports separately from all of the data itself. Now, it is possible to putdouble-
PivotTables on the
same sheet as the data. But most of the time, PivotTables need a lot of space, so putting them on a new
sheet is a good idea. click the name,
and name it
something else
like
Previous "PivotTable." Next
u do that, there's
heet to the left of the sheet
l would
n a new
o the left.
d name it
" and
sign a
r to it
2", "13,"
uata,can
and typically people
utdouble-
PivotTables on the
putting them on a new
he name,
me it
ing else
Table." Next
Country Sum - Subjects
Belgium 64
France 77
UK 68
Total Result 209
MAKE A PIVOTTABLE FROM SCRATCH
1 Click anywhere 2 Remember that 3 At the top of Excel, 4

inside the data after step 4, a new click the Insert tab,
below. sheet will be and then click the
created. And when PivotTable button.
that happens,
remember to drag
Subjects to the
Values area, and
Country to the
Rows area.
UK Black GP 13
France Silver GP 5
Previous
4 In the dialog box
that appears, click
OK.
Next
Good job. You made it.
But keep going! There's more to learn...
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Make your first PivotTable

This is data. This simple PivotTable summarizes the data.

Country PI Site Type Subjects Country Sum - Subjects

A more sophisticated PivotTable

Country PI Site Type Subjects Sum - Subjects Site Type

This PivotChart summarizes and visualizes the data.

Country PI Site Type Subjects Sum - Subjects Site Type

0 50 100 150 200 250

Name your columns.

Country PI Site Type Subjects

Field Field Field Field

This field should be summed up.

Country PI Site Type Subjects

It may not look like much, but this is a PivotTable.

Country PI Site Type Subjects Sum - Subjects

...and this PivotTable

Country PI Site Type Subjects Sum - Subjects

We added a condition here to divide the value

Country PI Site Type Subjects Country Sum - Subjects

We added a condition here to divide the

Country PI Site Type Subjects Site Type Sum - Subjects

Row field Value field

Country PI Site Type Subjects Country Sum - Subjects

Country PI Site Type Subjects Country Sum - Subjects

Excel looks at ...and then lists

Creating a value field sums up the Subjects

The row field Divides up the value

Country Sum - Subjects

Country PI Site Type Subjects Country Sum - Subjects

Note: After you complete steps

For example, ...Excel would

1 Click anywhere 2 Remember that 3 At the top of Excel, 4

But keep going! There's more to learn...

More pivot info Clean data is key LinkedIn Learning Community

Learn more Learn more Learn more Learn more

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