Microsoft Office Excel 2016: Data Analysis With Pivottables: Student Manual

STUDENT MANUAL
Microsoft® Office
Excel® 2016:
Data Analysis with
PivotTables
Microsoft® Office
Excel® 2016:
Data Analysis
with PivotTables
Microsoft® Office Excel® 2016: Data
Analysis with PivotTables
Part Number: 091066
Course Edition: 1.0
Acknowledgements
PROJECT TEAM
Authors Media Designer Content Editor
Julie Lowe Brian Sullivan Michelle Farney

Brian S. Wilson
Notices
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Microsoft® Office Excel®
2016: Data Analysis with
PivotTables
Lesson 1: Preparing Data and Creating PivotTables......... 1

Topic A: Prepare Data.....................................................................2
Topic B: Create a PivotTable from a Local Data Source.................. 10
Topic C: Create a PivotTable from Multiple Local Data Sources..... 22
Topic D: Create a PivotTable from an External Data Source...........29
Lesson 2: Analyzing Data by Using PivotTables............. 37

Topic A: Summarize PivotTable Data............................................ 38
Topic B: Organize PivotTable Data................................................ 46
Topic C: Filter PivotTable Data......................................................51
Topic D: Format a PivotTable........................................................ 63
Topic E: Refresh and Change PivotTable Data............................... 69
Lesson 3: Working with PivotCharts.............................. 77

Topic A: Create a PivotChart......................................................... 78
Topic B: Manipulate PivotChart Data............................................. 84
Topic C: Format a PivotChart........................................................ 90
Solutions..................................................................................... 99
| Microsoft® Office Excel® 2016: Data Analysis with PivotTables |
Glossary............................................................................................. 101
Index.................................................................................................. 103
About This Course
Advances in technology have made it possible to store ever-increasing amounts of data.

Along with this, the need to analyze that data and gain actionable insight is greater than
ever. You already have experience working with Excel and creating basic PivotTables to
summarize data. But Excel is capable of doing much more. Being able to harness the power
of advanced PivotTable features and create PivotCharts will help you to gain a competitive
edge. You will not only be able to summarize data for you to analyze, but also organize the
data in a way that can be meaningfully presented to others. This leads to data-driven
business decisions that have a better chance for success for everyone involved.
Course Description
Target Student
Students taking this course are experienced Excel users who are seeking to advance their
data analysis capabilities by using PivotTables.
Course Prerequisites
To ensure your success in this course, you should have experience working with Excel 2016
and PivotTables. You should already understand spreadsheet concepts and be comfortable
creating basic PivotTables. You can obtain this level of skill and knowledge by taking the
following Logical Operations courses:
• Microsoft® Office Excel® 2016: Part 1
• Microsoft® Office Excel® 2016: Part 2
Course Objectives
Upon successful completion of this course, you will be able to use Excel 2016 advanced
PivotTable functionality to analyze your raw data.
You will:
• Prepare data for PivotTable reporting and create PivotTables from various data sources.
• Analyze data by using PivotTables.
• Work with PivotCharts.
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| About This Course |

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| About This Course |

1 Preparing Data and
Creating PivotTables
Lesson Time: 1 hour
Lesson Objectives
In this lesson, you will:
• Prepare data for a PivotTable.
• Create a PivotTable from a local data source.
• Create a PivotTable from multiple local data sources.
• Create a PivotTable from an external data source.
Lesson Introduction
Microsoft® Excel® is a powerful application for analyzing data. Trying to interpret
information from large datasets can be daunting. PivotTables provide powerful ways to
interact with data through easy-to-read formats and the ability to summarize large amounts
of data quickly. This enables you to more easily analyze a large dataset and arrive at solid
business decisions.
2 | Microsoft® Office Excel® 2016: Data Analysis with PivotTables
TOPIC A
Prepare Data
In order to create a PivotTable that will effectively answer your questions, you need to ensure your
data is in a format that will yield the desired results. Taking time to prepare your data before you
create a PivotTable will help ensure you can drill down into your raw data and provide actionable
intelligence for company leaders. By properly preparing your data for PivotTable analysis, you'll save
yourself time and effort when it comes to actually analyzing that data.
Local Data Sources

Range of Cells vs. Table When you create a PivotTable, you can use local or external data sources. Local data sources are
within the current workbook, whereas external data sources are outside of the current workbook,
such as other Excel workbooks, text files, Microsoft Access® tables, or SQL Server® tables.
Local data sources can include either tables or ranges of cells within a workbook. A table is a dataset
composed of contiguous rows and columns that Excel treats as a single, independent object. A range
is a block or group of cells in a worksheet. Ranges can be divided by blank cells in the same
worksheet or exist on various spreadsheets. With a PivotTable, you can analyze data from just one
range of cells or from just one table. Alternatively, you can also pull data from multiple ranges and
tables into one PivotTable for analysis.
Figure 1-1: A range of cells is a group of cells in a worksheet, whereas a table is treated as a
single, independent object in Excel.
Transactional Data
Transactional Data vs. PivotTables work well with raw, transactional data. Transactional data represents each individual
Summarized Data transaction, or event, in a series of transactions and is not summarized in any way. Think of it as
data you would capture at the time of a transaction, such as the purchase of an item. In this scenario,
each row in the dataset contains just one purchase, or transaction. Since there is no summary of
information, transactional data typically includes only column labels and not row labels.
Before creating a PivotTable, be sure to remove any summarized data, including groups and
subtotals, from your source data. Although you can create PivotTables from summarized data, they
will never give you as much granular insight into your data as PivotTables created from transactional
data.
Lesson 1: Preparing Data and Creating PivotTables | Topic A

Microsoft® Office Excel® 2016: Data Analysis with PivotTables | 3
Note: In order to remove a group, you must first determine the method of grouping applied. If
rows were grouped automatically using Excel's SUBTOTAL function, a subtotal row is listed
above the grouped rows. If rows or columns were grouped manually using the group function,
no subtotal row or column is visible.
Figure 1-2: Transactional data shows each event; summary data is compiled in some way.
Clean Data
Because a PivotTable is a view of your source data, it's important to have clean data as a foundation. Clean Data
This entails making sure the source data meets certain criteria for optimizing PivotTable results.
Without using clean data as a starting point, you can still create a PivotTable, but the results might
be faulty and make grouping or sorting data problematic. Taking time to prepare the source data
properly will ensure that your PivotTable is accurate and effective.
Clean data has the following characteristics:
• The first row has headings that clearly describe the data in each column.
• Each column represents a unique data category.
• Column names do not double as data items.
• Each cell is formatted accurately based on the data type. For example, the number format for
fields to be used in calculations or the date format for fields containing dates.
• Each column's data is consistently formatted. (The data types are not mixed within one column.)
• There are no blank rows, columns, or cells.
• There are no filters applied.
• There are no subtotals.
• There are no duplicate data entries.

Figure 1-3: Clean data characteristics.
Duplicate Data
Duplicate Data Between It's important to eliminate duplicate data in your source table. Duplicate data is data that appears in
Datasets more than one field or table of one dataset or across datasets. For example, if a transaction is
accidentally entered into a database twice, the second instance is duplicate data. Across databases,
data is duplicated when the same information is stored in multiple places. Suppose you have three
separate databases and you store the customer number and first and last names of your customers in
all three databases. The customer number forms a relationship, or connection, between the datasets,
but the first and last names of customers are considered duplicate data.
Removing duplicate data from a dataset is not always straightforward. It takes knowledge of the
dataset to determine whether data is valid or duplicate. For example, a large company may have
millions of customers in a database. In such a large dataset, there are bound to be multiple
customers who have the same name. If you remove duplicate data based on name alone, legitimate
unique entries might be deleted. It is often necessary to first identify possible duplicate data, such as
with conditional formatting, and then check the surrounding data to verify whether the entry is valid
or if it is a duplicate.

Figure 1-4: Although Customer Number forms a relationship among the datasets, First Name and
Last Name are duplicates because they appear in all three datasets.
Gap and Blank Cell Considerations

PivotTable source data should not contain any empty rows, columns, or cells. An empty row can Gap and Blank Cell
cause you to miss huge pieces of data when you establish a data range. An empty column will cause Considerations
the PivotTable creation to fail because Excel can't find a column heading. Even though you can
create a PivotTable from source data that contains blank cells, reports created from that data will be
more prone to errors. For example, if you have even one blank cell in a column with a numeric
format, instead of defaulting to a sum in the PivotTable, Excel defaults to a count.
So, if your source data has blank cells, it's beneficial to fill them in with the appropriate information. The default functionality
Before you begin, it's beneficial to check with the person who created the source data to make sure of PivotTables will be
explained in further
you're entering the proper values. If you don't have access to the information that's missing, you can detail later in the course.
use a missing-value code, such as NA or 0 (zero), making sure you match each column's data type.
Organizations often have their own conventions for missing-value codes to ensure consistency
among reports. You may also find that it's easier to clean the data one column at a time to ensure
you are working with the same data type.

Figure 1-5: Remove any blank rows and columns and fill in any blank cells when preparing data
for your PivotTable.
Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Prepare Data.

ACTIVITY 1-1
Preparing Data
Data File
C:\091066Data\Preparing Data and Creating PivotTables\Travel_Bookings.xlsx
Before You Begin

You have Excel 2016 installed on your computer. Windows is running, but you have not yet
launched Excel.
Scenario
You are a data analyst for Leaps & Bounds Travel, a travel agency serving the travel needs of the
residents of Greene City, Richland. Your colleague has sent you an Excel workbook containing the
travel bookings data from 2016 for your analysis. You plan to create a PivotTable from it, but first
you will clean up the data.
Notify students of any
Note: Activities may vary slightly if the software vendor has issued digital updates. Your changes to activities
instructor will notify you of any changes. based on digital software
updates issued by the
software vendor.
1. Open the workbook.
a) From the C:\091066Data\Preparing Data and Creating PivotTables directory, open
Travel_Bookings.xlsx in Microsoft Excel 2016.
b) Maximize the Excel application window.
2. Save the file with a new name.

a) Select File→Save As.
b) Select the current folder (C:\091066Data\Preparing Data and Creating PivotTables) and save the file
as My_Travel_Bookings.xlsx
Ask the class if they
3. Ungroup columns G through I. know how to select
a) Select the Plus Sign (+) above column I to expand the columns. multiple columns
b) Select columns G through I. simultaneously, and
demonstrate as
c) Select Data→Outline→Ungroup.
necessary.
Note: Some Excel command buttons are split, meaning there are two separate
buttons you can select independently. This is often the case with commands
that have multiple options accessible by selecting a drop-down arrow. The
Ungroup command button is an example of this, as is the Paste command
button in the Clipboard group on the Home tab. For these commands, you will
be directed either to select just the button, which will be indicated by "Select
Home→Clipboard→Paste" or, if necessary, you will be directed to select the
drop-down arrow, which will be indicated by "Select Home→Clipboard→Paste
drop-down arrow→Paste Special." This convention will be used for the rest of
the book.
4. Clear any filters from the table.

a) Select any cell within the table.
b) Select Home→Editing→Sort & Filter→Clear.

5. Confirm that the entries in column A are formatted as numbers.

a) Select column A.
Confirm that the format type for column A is Number by visually checking the Format drop-down
menu located on the Home tab, in the Number group.
6. Apply the Short Date format to the entries in column B.

a) Select column B.
Note that the format type for column B is General by visually checking the Format drop-down menu
located on the Home tab, in the Number group.
b) Select Home→Number→Format drop-down arrow→Short Date.
7. Confirm that entries in columns C, D, and E are formatted as numbers.

a) Select column C.
Confirm that the format type for column C is Number by visually checking the Format drop-down
menu located on the Home tab, in the Number group.
b) Repeat for columns D and E.
8. Apply the currency format, with no decimal places showing, to the entries in column F.
a) Select column F.
b) Select Home→Number→Format drop-down arrow→Currency.

c) Select Home→Number→Decrease Decimal twice to remove both decimal places.
9. Confirm that entries in columns G, H, and I are formatted correctly.

a) Select column G and confirm that it is formatted as a Date.
b) Select column H and confirm that it is formatted as a Date.
c) Select column I and confirm that it is formatted as a Number.
10. Populate any blank cells in the table with data.

a) Select any cell in the table.
b) Select Home→Editing→Find & Select→Go to Special.
c) In the Go to Special dialog box, select Blanks and then select OK.
Confirm that Excel selected the blank cells in the table. (Check cells D25, E26, and D58.)
d) Type n/a and then press Ctrl+Enter to populate the rest of the blank cells.
Verify that Excel populated the blank cells with n/a. (Check cells D25, E26, and D58.)
11. Save the file by selecting File→Save. Keep the file open.

TOPIC B
Create a PivotTable from a Local Data Source
Now that you know how to prepare your data, you are ready to create a PivotTable. You can quickly
create a basic PivotTable from a table or range within a workbook as the source data for your
report.
PivotTables
PivotTables A PivotTable is a dynamic Excel data object that enables users to perform data analysis by
reorganizing and summarizing data. Excel takes your source data and turns it into an interactive
layout of columns, rows, values, and filters, which allows you to manipulate data to meet your
business analysis needs.
With a PivotTable's powerful functionality, you can drag and drop fields to look at information
from different perspectives to get a fresh view of statistics. As you move fields around in the
PivotTable, Excel automatically adjusts the report layout and recalculates totals, which can save you
hours of analysis work.
In the following example, the PivotTable was created from a dataset that represents sales figures.
Each of the unique entries in the Rep column of the dataset has become a row label for the
PivotTable. As each sales rep appears in the dataset more than once, the rows now represent a
summary of all sales for each rep. Similarly, each of the unique entries in the Project Type column
of the dataset has become a column label for the PivotTable. Finally, the summary data in each of
the cells of the PivotTable represents the sum of sales per project type per sales rep.
Figure 1-6: A PivotTable.
Pivoting
Pivoting A PivotTable enables you to pivot your raw data. In Excel, pivoting is a form of data manipulation
that can take a column of data and pivot it into a row, and vice versa. Pivoting reorganizes and
summarizes your data based on a set number of criteria and enables you to view your data from
different perspectives.
For example, suppose you have a dataset that contains rows of data, each representing a single
event, such as a shipment. The cells of each row would be composed of different aspects of the
shipment, such as date, dollar amount, or location. If you want to summarize data about these
Lesson 1: Preparing Data and Creating PivotTables | Topic B

shipments as a whole, say to find the total dollar amount of shipments that occurred on each date,
you could take the date column and pivot it so that each unique date is represented by an individual
row.
In the original dataset, each row represents a single shipment. The dollar amounts for all the
shipments were in the same column and each was associated with one of the dates. Now that the
dates are represented by rows in the pivoted dataset, you want to know the total value of all the
shipments from the dataset for each date. Manually calculating this information, or using a formula
to summarize, would take some time; however, you can ask Excel to sum the values together and
return the total dollar amount for each date. This pivoted data answers a very specific question:
What was the value in shipments for each day? This simple example shows the power of pivoting.
Note: Pivoting does not affect your raw data; it only modifies your view of the data.
Here's a look at how the previous example would look in a worksheet.
Figure 1-7: The pivoted data provides the dollar amounts of shipments per day at a glance.
The Create PivotTable Dialog Box

You will use the Create PivotTable dialog box to create PivotTables from your raw data. In the The Create PivotTable
dialog box, you select a table, data range, or external data source for your PivotTable. Then you Dialog Box
indicate whether you want Excel to place the PivotTable in the current spreadsheet or a new
spreadsheet.

Figure 1-8: The Create PivotTable dialog box.
The Recommended PivotTables Dialog Box

The Recommended If you would like recommendations as to how to pivot your source data, Excel provides suggestions
PivotTables Dialog Box for you via the Recommended PivotTables dialog box. To access the Recommended
PivotTables dialog box, simply select anywhere in your source data in Excel. Then select
Insert→Recommended PivotTables. Once the Recommended PivotTables dialog box
appears, scroll through PivotTable suggestions on the left side and preview the suggested
PivotTables on the right side. Simply select OK when you have found a PivotTable you want and
Excel will pivot your source data for you. After you view the newly created PivotTable, you can
always pivot the data in any way you want. This feature is just meant to give you a starting point or
to offer ways to pivot the data that you may not have thought of.
If you'd like PivotTable suggestions for a different local or external data source, use the Change
Source Data link at the bottom of the window. Alternatively, if you do not like any of the
suggestions, you may select Blank PivotTable to pivot the data on your own.

Figure 1-9: The Recommended PivotTables dialog box offers you suggestions on pivoting your
source data.
The PivotTable Fields Task Pane

When you create a PivotTable, Excel automatically opens the PivotTable Fields task pane. The The PivotTable Fields
task pane enables you to select the fields you want in your PivotTable and to organize its structure. Task Pane
By default, the top half of the PivotTable Fields task pane provides field choices based on the
columns in your source data. From here, you can select the fields you want included in your
PivotTable. The bottom half of the task pane, the Drag fields between areas below section,
displays four areas that you use to structure the PivotTable and select the values upon which Excel
performs calculations.
Since PivotTables are dynamic, you can drag fields among the various areas of the PivotTable
Fields task pane as necessary and your PivotTable will update automatically. If you choose to drag
more than one field into an area, Excel creates a hierarchy in the PivotTable, with fields on top of
the area representing higher levels in the hierarchy.

Figure 1-10: The PivotTable Fields task pane.
The following table provides a brief description of the various elements of the PivotTable Fields
task pane.
PivotTable Fields Task Description

Pane Element
Tools drop-down Selecting the Tools drop-down arrow displays a menu that allows you to
arrow rearrange the sections and areas by selecting various preconfigured
PivotTable Fields task pane layouts. You can also alter the order in
which the fields appear within the Choose fields to add to report
section of the PivotTable Fields task pane.
Field check boxes The columns from your data source are now fields for the PivotTable.
The field check boxes allow you to add or remove fields from the various
areas. By default, when you check a field's check box that is formatted as
a text field, Excel places it in the ROWS area. When you check a field's
check box that is formatted as a number field, Excel places the field in the
VALUES area. Unchecking the field's check box removes that field from
all areas in the PivotTable Fields task pane. As you have no real control
over where Excel places fields when using the check boxes, many users
prefer to simply drag fields to the desired areas.
Field drop-down arrow Selecting a field's drop-down arrow displays a menu that allows you to
move fields among the areas, move fields up or down in an area's
hierarchy, or remove the field from that area. You can also access the
Field Settings dialog boxes.

PivotTable Fields Task Description

Pane Element
FILTERS area Drag fields here to filter the PivotTable. Filters provide a quick way to
narrow data so you can zero in on specific information.
COLUMNS area Drag fields here to create column headings across the top of the
PivotTable. These are especially helpful for showing trends across a
period of time, such as months, quarters, or years.
ROWS area Drag fields here to create row headings down the left side of the
PivotTable. Typically, row labels are fields you want to group or
categorize, such as locations or products.
VALUES area Drag fields here to have Excel perform calculations on or summarize
data. You must have at least one numeric field in this area.
The PivotTable Tools Contextual Tab

The PivotTable Tools contextual tab displays commands and options that are specific to working The Analyze Tab
with PivotTables. It appears when you select any cell within a PivotTable and disappears when you
select anywhere outside the PivotTable. The PivotTable Tools contextual tab consists of two tabs:
the Analyze tab and the Design tab.
Figure 1-11: The Analyze tab.
The following table identifies the types of commands in the various groups on the Analyze tab.
Analyze Tab Group Contains Commands For
PivotTable Accessing the PivotTable Options dialog box, which allows you to
change the general settings of your PivotTable. This group also displays
the name of the currently selected PivotTable.
Active Field Accessing the Value Field Settings dialog box, expanding or collapsing
hierarchies in your PivotTables, and drilling up or down in PivotTables
created from databases.
Group Grouping and ungrouping various elements within a PivotTable, and
managing those groups.
Filter Inserting a slicer or timeline, and managing filter connections.
Data Refreshing PivotTable data and changing the data source for the
PivotTable.


Actions Clearing filtering, selecting elements in a PivotTable, and moving the
PivotTable to a different sheet in your workbook.
Calculations Configuring PivotTable calculations and relationships.
Tools Creating PivotCharts and accessing the Recommended PivotTables
dialog box.
Show Toggling the display of the PivotTable Fields task pane on and off, and
then expand and collapse buttons and the field headers in the PivotTable
itself.
The Design Tab
Figure 1-12: The Design tab.
The following table identifies the types of commands in the various groups on the Design tab.
Design Tab Group Contains Commands For
Layout Toggling functionality on or off, and modifying the overall layout of a

PivotTable.
PivotTable Style Toggling the display of row headers, column headers, banded rows, and
Options banded columns on or off.
PivotTable Styles Selecting and configuring PivotTable formatting options.
Start with Questions, End with Structure

Source Data To create a useful PivotTable, begin by thinking about the types of questions you would like your
raw data to answer. Your questions will help you to determine how to organize your PivotTables.
Once you've determined what questions you want answers to, you can begin to design your
PivotTable's structure.
You may find it helpful to create rows out of the field that you are primarily interested in and to
create columns out of your secondary criterion. For example, suppose you are the manager of a sales
department. In order to measure performance, you'd like to know the total sales per project type for
each sales rep in your department.
In your source data, you have columns for Date, Rep, Region, Customer Number, Sale, and
Project Type.

Figure 1-13: Source data.
When creating the PivotTable, you would typically create rows out of sales reps (your primary
concern) and columns out of the project type (the items for which you are measuring performance).
Then you would ask Excel to use the SUM function to total the sales for each rep per project type.
Here's the resulting PivotTable from the entire dataset that answers this question: What are the total
sales for each sales rep by project type? Notice that the sales reps are listed by row and the project
types are listed by column. The values in the PivotTable are total sales, indicating the use of the
SUM function, for each sales rep for each project type.

PivotTable
Figure 1-14: PivotTable.
job aids on How to Create a PivotTable from a Local Data Source.

ACTIVITY 1-2
Creating a PivotTable from a Local Data Source
Before You Begin

The My_Travel_Bookings.xlsx workbook is already open, and it contains a table with the generic
name Table1.
Named tables will be
Scenario discussed in the next
topic.
You are a Data Analyst for Leaps & Bounds Travel. Since your supervisor and other managers
continually come to you for answers to questions about the business, you decided to create a
PivotTable to have ready for analysis at all times. You have just cleaned up data that was sent to you
from a colleague and will now create the PivotTable from the cleaned data.
You remember that your supervisor asked you the total amount of sales each travel agent booked
per destination, so you will create a PivotTable to answer the question "How much did each travel
agent sell per destination?" To help with analysis, you will also determine the average sales amount
and number of sales transactions for each destination.
1. Insert a PivotTable.
a) Select any cell within the table.
b) Select Insert→Tables→PivotTable.
c) In the Choose the data that you want to analyze section, confirm that your table is selected.
Within the worksheet, the dashed outline surrounding the table also helps you confirm that the right
table is selected.
d) In the Choose where you want the PivotTable to be placed section, confirm that New Worksheet is
selected.

e) Select OK.
Sheet2 is added, and a PivotTable has been added. The PivotTable contains no columns, rows, or
values yet. The PivotTable Fields task pane is shown so you can configure the PivotTable from the
fields in Table1.
2. Structure the PivotTable to answer the question "How much did each travel agent sell per destination?"
a) In the PivotTable Fields task pane, in the Choose fields to add to report section, drag the Amount
field to the VALUES area.
This addresses the "how much" part of the question. The PivotTable will show a sum of the
transaction Amount values.
b) Drag the Agent# field to the ROWS area.
This addresses the "each travel agent" part of the question. Each row in the PivotTable will
summarize sales results for one agent.
c) Drag the Destination# field to the COLUMNS area.
This addresses the "per destination" part of the question. Each column will summarize sales results
for one destination.
d) In cell A3, type Total and press Enter.
Each value in the PivotTable represents a particular agent's total sales for a particular destination.
3. Add an Average value to the PivotTable.

a) Drag the Amount field to the VALUES area, below the Total value as shown.
b) Examine the columns in the PivotTable.

Each destination now shows two columns: Total and Sum of Amount. Because column B is wider
than other Total columns, its left-aligned heading is not positioned over the numbers.
c) Select Row 5, and select Home→Alignment→Align Right.
The PivotTable will be a bit easier to read if all of the headings are right-aligned, like the number
values beneath them.
d) Examine the values for the Total and Sum of Amount columns in destination 1.
The values in the Total and Sum of Amount columns are the same since both values currently show
a sum of the Amount fields. You will change the Sum of Amount columns to show the average
value, instead of the sum of values.
e) In the VALUES area, select Sum of Amount, and select Value Field Settings.
f) Change the Summarize value field by setting to Average and change the Custom Name to Avg
g) Select Number Format.
h) In the Category list, select Number.
i) Change Decimal places to 0
j) Select OK.
k) Select OK.
In addition to total amounts, the PivotTable now shows each agent's average sales amount for each
destination.
4. Add a Count value to the PivotTable.

a) Drag the Amount field to the VALUES area, below the Avg value.

b) In the VALUES area, select Sum of Amount, and select Value Field Settings.
c) Change the Summarize value field by setting to Count and change the Custom Name to Count
d) Select OK.
5. Examine the information presented in the PivotTable.

Prompt students with
questions to consider
how well the PivotTable
addresses the question
"How much did each
travel agent sell per
destination?" For
example, ask them
"Who is the highest
seller in destination 1?"
(Agent 2, with sales of
91334)
For each destination (shown across columns), you can now view summary values for each sales agent
(rows 1 through 11). For each destination, you can view the agent's total sales, average sale, and
number (count) of sales.
6. What might you do to make this PivotTable easier to understand and interpret?
A: One significant improvement would be to show actual names for destinations and agents instead
of numbers.
Students will make this
7. Save the workbook by selecting File→Save. improvement in the next
activity.
8. Close the workbook, but leave the Excel application open by selecting File→Close.

TOPIC C
Create a PivotTable from Multiple Local Data
Sources
You now know how to create a PivotTable from one local data source, from a table or a range of
cells. Often, though, you have data in multiple spreadsheets that you'd like to summarize.
Fortunately, you can accomplish this with a PivotTable. In this topic, you will create a PivotTable
from multiple local data sources.
The Excel 2016 Data Model

Adding Data to the Data You can use the Excel 2016 Data Model to integrate data from multiple tables. This enables you to
Model build a relational data source directly in a workbook. Instead of having to use formulas to
consolidate data, the Data Model contains a behind-the-scenes analytical cube. You can add data to
the Data Model when you insert a PivotTable.
Figure 1-15: Use the check box at the bottom of the Create PivotTable dialog box to add data to
the Data Model.
The Data Model appears as a collection of tables on the ALL tab of the PivotTable Fields task
pane. You can expand or collapse each named table to drag and drop the fields into the PivotTable
just as you would with a single data source.
Lesson 1: Preparing Data and Creating PivotTables | Topic C

The PivotTable Fields

Task Pane ALL Tab
Figure 1-16: The Data Model is visualized on the ALL tab of the PivotTable Fields task pane.
Note: To work directly with the graphical view of the Data Model, you must use the Excel 2016
PowerPivot add-in.
Named Tables
Creating named tables will help you to create a PivotTable from multiple local sources. Table names Named Tables
are displayed on the ALL tab of the PivotTable Fields task pane. They allow you to quickly Remind students of the
identify which source data the fields belong to. Use the Table Name box on the Design tab of the named table from the
Table Tools contextual menu to name a table. previous exercise.
Emphasize how easy
In Excel, a valid table name: the naming made it to
• Begins with an underscore or a letter. understand where the
• Contains only letters, numbers, or underscores. data came from.
• Does not contain a space or other invalid characters.
• Does not conflict with the name of another object in the workbook.
• Does not conflict with an Excel built-in name, such as the name of a function or a cell reference.

Figure 1-17: Name a table using the Table Name box.
The Create Relationship Dialog Box

The Create Relationship Even though you can view the named tables on the ALL tab of the PivotTable Fields task pane,
Dialog Box Excel does not yet know how your tables are connected. Use the Create Relationship dialog box
to set up relationships between tables. On the left side of the Create Relationship dialog box,
identify the tables for which you want to set up relationships. On the right side, the field headers
from each table are pre-populated. Simply select the field from each list that contains the unique
identifiers shared between the two tables.
For example, suppose you have two tables, one called Bookings and one called AgentInfo. Each
table has a column of data labeled Agent#, which contains a unique identifier in the form of an ID
number that is assigned to each sales agent. To set up this relationship between the two tables in
Excel, select the Agent# column for both tables, as seen in the following figure.
Figure 1-18: The Create Relationship dialog box.
The Manage Relationships Dialog Box

The Manage Once you've created a relationship, an entry of that relationship is stored in the Manage
Relationships Dialog Relationships dialog box. From here, you can use the New button to access the Create
Box Relationship dialog box to set up other relationships between tables. You can also edit, activate,
deactivate, and delete relationships using the buttons on the right side of the Manage
Relationships dialog box.

Figure 1-19: Use the Manage Relationships dialog box to manage relationships between tables in
your workbook.
job aids on How to Create a PivotTable from Multiple Local Data Sources.

ACTIVITY 1-3
Creating a PivotTable from Multiple Local Data
Sources
Data File
C:\091066Data\Preparing Data and Creating PivotTables\Travel_Multiple.xlsx
Before You Begin

Excel is running, but no worksheet is open.
Scenario
Previously, your colleague sent you data on travel bookings, but you need some additional data to
create a more robust PivotTable. For example, two of the columns, Agent# and Destination#,
contain numbers instead of the actual names of the agents who assisted customers in booking and
the names of the trip destinations.
You have requested that your colleague send you the additional information you need. She has sent
you a workbook containing multiple worksheets of data, with separate worksheets for bookings,
agent names, and destination names. You will now create a PivotTable that combines data from
these three worksheets to answer the question "How much did each travel agent sell per destination
region?"
1. Open and save a copy of the workbook.

a) In Excel, open C:\091066Data\Preparing Data and Creating PivotTables\Travel_Multiple.xlsx.
b) Save the document in the current folder (C:\091066Data\Preparing Data and Creating PivotTables)
as My_Travel_Multiple.xlsx
2. Create a named table from the data in the Bookings worksheet.

a) On the Bookings tab, select any cell that contains data.
b) Select Insert→Tables→Table.
c) Select OK.
d) From the Table Tools contextual menu, on the Design tab, in the Properties group, select the Table
Name field.
e) Type Bookings and then press Enter.
3. Repeat the steps you used to create the Bookings table to create tables for AgentInfo and Destinations.
a) From the data in the AgentInfo worksheet, create a table named AgentInfo

b) From the data in the Destinations worksheet, create a table named Destinations
4. Add data to the Data Model.

a) On the Bookings tab, select any cell in the table.
b) Select Insert→Tables→PivotTable.
c) In the Choose the data that you want to analyze section, confirm that the table name Bookings is Point out that the table
displayed. name Bookings is
d) In the Choose where you want the PivotTable to be placed section, confirm that New Worksheet is selected for you
selected. because you selected a
e) In the Choose whether you want to analyze multiple tables section, check the Add this data to the cell within that named
Data Model check box. range.
f) Select OK.
A PivotTable is inserted into a new worksheet.
5. In the PivotTable Fields task pane, verify that the Choose fields to add to report list displays a list for
each table consisting of all the fields in each table.
a) In the PivotTable Fields task pane, select the ALL tab.
b) In the Choose fields to add to report list, verify that each of the table names is listed.
c) Select the drop-down arrows to the left of each table name and verify that the fields from each table
are listed.
6. Set up a relationship between the Bookings and AgentInfo tables.

a) Select Data→Data Tools→Relationships.
b) In the Manage Relationships dialog box, select New.

c) From the four drop-down lists, select the options shown here.
d) Select OK.
7. Set up a relationship between the Bookings and Destinations tables.

a) In the Manage Relationships dialog box, select New.
b) From the four drop-down lists, select the options shown here.
c) Select OK.
d) In the Manage Relationships dialog box, select Close.
8. Structure the PivotTable to answer the question "How much did each travel agent sell per destination
region?"
a) In the PivotTable Fields task pane, on the ALL tab, in the Choose fields to add to report section,
expand the AgentInfo table.
b) Drag the Agent_Name field to the ROWS area.
c) On the ALL tab, in the Choose fields to add to report section, expand the Destinations table.
d) Drag the Destination_Region field to the COLUMNS area.
e) On the ALL tab, in the Choose fields to add to report section, expand the Bookings table.
f) Drag the Amount field to the VALUES area.
9. Review the totals in the PivotTable cells.

Ask students questions
to see how well the 10. Save the workbook by selecting File→Save.
PivotTable addresses
the question "How much 11. Close the workbook, but leave the Excel application open by selecting File→Close.
did each travel agent sell
per destination region?"
For example, "Who is
the highest seller in the
Africa region?" (Elisa
Bennett)

TOPIC D
Create a PivotTable from an External Data
Source
Up until now, you've been using Excel ranges or tables within a workbook as the source data for
your PivotTables. However, it is common in today's business world to work with data from a variety
of sources.
You won't always have source data in Excel ready to create a PivotTable. Many times, your source
data is stored outside of Excel. Fortunately, Excel provides a way to create PivotTables from data
sources outside of Excel. In this topic, you will create a PivotTable from an external data source.
Limitations of Excel as a Database

Excel has numerous strengths for powerful data analytics. Although you can use Excel as a data-
management program for storing source data, the program has limitations when used as a database.
For example, Excel doesn't have a relational data structure and is not able to index fields to optimize
data retrieval. Also, large data sets slow down performance. Each time you open a workbook, Excel
loads the file into RAM (random-access memory). Thus, in spreadsheets that have thousands of data
rows, when you edit information, it can take a significant amount of time for Excel to refresh the
data.
External Data Sources

External data sources for PivotTables include other Excel workbooks, text files, and relational External Data Sources
databases, such as Microsoft Access and SQL Server. When possible, using a relational database as
source data enhances your ability to analyze data more efficiently because these databases are
designed to retrieve data quickly. This way, you are maximizing business analytics by utilizing each
application's strengths. The relational database provides a solid data-management foundation, and
Excel PivotTables give you amazing versatility and speed for analyzing data. In Excel, you can set up
and manage connections with external data sources using the Get External Data group on the
Data tab.
Figure 1-20: Use the buttons in the Get External Data group to set up and manage connections
to external data sources for use in PivotTables.
The Select Data Source Window

When you import data from an Access or web database, or from a text or XML file, you use the The Select Data Source
Select Data Source window. Browse your computer to locate the desired database file or select Window
New Source to access the Data Connection Wizard, which allows you to import data from other
external data sources. Once you locate the correct file and select Open, Excel opens the Select
Table dialog box.
Lesson 1: Preparing Data and Creating PivotTables | Topic D

Figure 1-21: Use the Select Data Source window to locate your external data source from Access,
the web, a text file, or an XML file.
The Select Table Dialog Box

The Select Table Dialog The Select Table dialog box allows you to choose which tables to import into Excel for use in a
Box table or PivotTable. Checking the Enable selection of multiple tables check box allows you to
import more than one table. Once you select the desired tables to import and select OK, Excel
opens the Import Data dialog box.
Figure 1-22: Use the Select Table dialog box to choose which tables to import from the external
data source.
The Import Data Dialog Box

The Import Data Dialog The Import Data dialog box has two main sections. In the top section, you choose how you want
Box to view the new data in your workbook. You can choose to view it as a table, PivotTable, or

PivotChart, or just create a connection without viewing it as one of the previous options. In the
bottom section, you choose where to put the data, either in your current worksheet or in a new
worksheet. In addition, if you import more than one table, Excel automatically adds the imported
tables to the Data Model. This is indicated by the already checked check box at the bottom of the
Import Data dialog box. If you select PivotTable Report from the top section and select OK,
Excel displays a PivotTable for the data.
Figure 1-23: The Import Data dialog box.
The Data Connection Wizard

If you want to import data from external sources other than Access, the web, XML files, or text The Data Connection
files, use the Data Connection Wizard. Simply follow the steps to import the desired external data Wizard
into Excel.

Figure 1-24: The Data Connection Wizard walks you through setting up connections with
external data sources other than Access, the web, or a text file.
The Existing Connections Dialog Box

The Existing If you do not insert a PivotTable when you are importing data into Excel, you can always create a
Connections Dialog Box PivotTable from the data later. When you use the Create PivotTable dialog box, simply select the
Use an external data source option. When you select Choose Connection, the Existing
Connections dialog box appears. Use the Existing Connections dialog box to view and open data
connections and tables in your workbook, on the network, and on your computer.

Figure 1-25: Use the Existing Connections dialog box to select an external data source for your
PivotTable.
job aids on How to Create a PivotTable from an External Data Source.

ACTIVITY 1-4
Creating a PivotTable from an External Data
Source
Data File
C:\091066Data\Preparing Data and Creating PivotTables\LeapsAndBounds_Database.accdb
Scenario
Your supervisor asks you how much customers who are members of the Leaps & Bounds travel
program spent on travel to each region. Previously, your colleague sent you a workbook containing
multiple worksheets of data, with worksheets for bookings, agent names, and destination names, but
you do not have specific information on the customers, other than a field called Cust_Number.
When asking your colleague to send you the customer data as well, you find out that all of the data
you've been sent so far, as well as the customer information, is contained in a Microsoft Access file.
To create a PivotTable including all of the data you need, you will create a PivotTable from the
Access database.
1. Create a new blank workbook.

a) Select File→New.
b) Select Blank workbook.
c) Save the document in C:\091066Data\Preparing Data and Creating PivotTables as
My_Travel_External.xlsx
2. Import data from the LeapsAndBounds_Database.accdb Access file.

a) Select Data→Get External Data→From Access.
b) In the Select Data Source dialog box, navigate to C:\091066Data\Preparing Data and Creating
PivotTables and select LeapsAndBounds_Database.accdb. Then select Open.
c) In the Select Table dialog box, check the Enable selection of multiple tables check box.
d) Check the Name check box to select all of the tables and then select OK.
e) In the Import Data dialog box, in the Select how you want to view this data in your workbook section,
verify that PivotTable Report is selected.
f) In the Where do you want to put the data section, verify that Existing worksheet is selected. Then
select OK.
A PivotTable is inserted into the current worksheet and, in the PivotTable Fields task pane, you are
prompted to choose fields to add to the report.
3. Structure the PivotTable to answer the question "How much did each travel agent sell to members and
non-members per destination region?"
a) On the ACTIVE tab of the PivotTable Fields task pane, drag the following items to structure the
PivotTable.
• From the Destinations table, drag Destination_Region to ROWS.
• From the Agent_Info table, drag Agent_Name to ROWS.
• From the Customer_Info table, drag Member to COLUMNS.
• From the Bookings table, drag Amount to VALUES.
4. For each region, which group is generally responsible for more sales revenue—non-members ("N") or
members ("Y") of the travel program?
A: Sales totals in each region are greater for non-members than for members.

5. How might you compare the number of transactions by non-members to the number of transactions by
members?
A: Drag Bookings→Amount to VALUES, and summarize the new value by Count.
If there is time, have
6. Save the workbook. students try this. It
shows that there are
7. Close the workbook, but leave the Excel application open by selecting File→Close. significantly more sales
to non-members than to
members.

Summary
In this lesson, you prepared data for a PivotTable, explored the Data Model's powerful analysis
capabilities, and created a PivotTable from various data sources. Ensuring that you have clean,
transactional data for your PivotTable allows you to be confident in your PivotTable results. Also,
being able to create a PivotTable from any data source enables you to achieve powerful and efficient
data analysis in one report.
Encourage students to
use the social If you've been unsuccessful in creating PivotTables in the past, how do you think the overall structure of
networking tools your source data affected the outcome?
provided on the CHOICE A: Answers will vary, but students may mention that their data sources contained some summary data,
Course screen to follow duplicate data, or blank cells.
up with their peers after
the course is completed What tasks that you typically perform would PivotTables help you complete more effectively or efficiently?
for further discussion
and resources to support A: Answers will vary, but most students will mention that PivotTables help them to summarize data
continued learning. quickly to enable analysis of items such as cost, performance, and general reporting.
Note: Check your CHOICE Course screen for opportunities to interact with your classmates,
peers, and the larger CHOICE online community about the topics covered in this course or
other topics you are interested in. From the Course screen you can also access available
resources for a more continuous learning experience.
Lesson 1: Preparing Data and Creating PivotTables |

2 Analyzing Data by Using
PivotTables
Lesson Time: 1 hour, 15 minutes
Lesson Objectives
• Summarize PivotTable data.
• Organize PivotTable data.
• Filter PivotTable data.
• Format a PivotTable.
• Refresh and change PivotTable data.
Lesson Introduction
In many cases, a basic PivotTable can provide you with sufficient data summaries for your
analysis, but what if you need to perform a more complex analysis? Suppose you need to
filter your PivotTable, group certain data together, alter its formatting, or analyze data from
multiple sources. Now that you've created a basic PivotTable, you're ready to dive deeper
into your data analysis.
TOPIC A
Summarize PivotTable Data
When you create a PivotTable, Microsoft® Excel® defaults to summarizing the data in certain ways.
If you're looking for more than a sum or a count of the items in your fields or want to total only
certain data in your PivotTable, you can customize how your data is presented and calculated. Excel
makes it easy to adjust the display of PivotTable data to meet your business analysis needs. In this
topic, you will summarize PivotTable data in various ways.
The Value Field Settings Dialog Box

Accessing the Value When you create a PivotTable, Excel automatically totals the data by either summarizing or counting
Field Settings Dialog the items, using the SUM or COUNT function, respectively. In addition to these default functions,
Box Excel provides other summary options through two tabs in the Value Field Settings dialog box.
To access the Value Field Settings dialog box, select Value Field Settings from the drop-down
arrow of a field in the VALUES area of the PivotTable Fields task pane.
Figure 2-1: Accessing the Value Field Settings dialog box.
Lesson 2: Analyzing Data by Using PivotTables | Topic A

On the Summarize Values By tab of the Value Field Settings dialog box, you can change the
way the data from the selected field is summarized and also rename the field in the PivotTable.
The Summarize Values
By Tab
Figure 2-2: The Summarize Values By tab of the Value Field Settings dialog box.
The following table describes the summary functions on the Summarize Values By tab of the
Value Field Settings dialog box.
Summary Function Displays
Sum The sum of the values. This is the default function for numeric fields.
Count The total number of records for a category, including numeric, text, and
error cells. This is the default function for text fields.
Average The average (arithmetic mean) for values in a category.
Max The largest numeric value of a field in a category.
Min The smallest numeric value of a field in a category.
Product The product of all numeric values in a category. For example, the values 2, 3,
and 4 would equal 24.
Count Numbers The total number of numeric records in a category and ignores all non-
numeric items.
StdDev The standard deviation of a field in a category.
StdDevP The standard deviation for the population of a field in a category.
Var The statistical variance of a field in a category.
VarP The statistical variance for the population of a field in a category.
The Show Values As Tab

On the Show Values As tab of the Value Field Settings dialog box, you have Excel perform The Show Values As
calculations on your data to determine how to display values from the selected field. Tab

Figure 2-3: The Show Values As tab of the Value Field Settings dialog box.
The following table describes the calculation options on the Show Values As tab of the Value
Field Settings dialog box.
Calculation Result
No Calculation Does not apply any calculation.

% of Grand Total Displays a percentage of the grand total, so all the detail cells in the
PivotTable add up to 100 percent.
% of Column Total Displays a percentage of the values in the columns.
% of Row Total Displays a percentage of the values in the rows.
% Of Displays a percentage of the value of the Base item in the Base field.
% of Parent Row With multiple row fields, shows a row's percentage of the parent row's
Total total. The calculation takes the value of the item divided by the value of
the parent item on rows.
% of Parent Column With multiple column fields, displays a column's percentage of the parent
Total column's total. The calculation takes the value of the item divided by the
value of the parent item on columns.
% of Parent Total With multiple row and/or column fields, displays a cell's percentage of
the parent item's total. The calculation takes the value of the item divided
by the value of the parent item of the Base field you select.
Difference From Displays the difference from the value of the Base item in the Base
field.
% Difference From Displays the percentage difference from the value of the Base item in
the Base field.
Running Total In Displays the value for successive items in the Base field as a running
total.
% Running Total In Displays the value as a percentage for successive items in the Base field
as a running total.

Calculation Result
Rank Smallest to Displays the numeric rank of selected values in a field. Excel lists the
Largest smallest item in the field as 1, and each larger value with a larger rank.
Rank Largest to Displays the numeric rank of selected values in a field. Excel lists the
Smallest largest item in the field as 1, and each smaller value with a smaller rank.
Index Displays the relative importance of an item. Excel performs the
calculation as follows: ([value in the cell] × [grand total of grand totals]) /
([grand row total] × [grand column total]).
The Insert Calculated Field Dialog Box

Another way to summarize data is to create a custom calculated field in your PivotTable. You can The Insert Calculated
create custom calculated fields using the Insert Calculated Field dialog box, located in the Field Dialog Box
Calculations group of the Analyze tab on the PivotTable Tools contextual tab. In the Insert
Calculated Field dialog box, you can choose to name your calculated field and then create a
formula from the numeric fields in your data source. The arithmetic operations allowed in the
Formula text box are + for addition, - for subtraction, * for multiplication, and / for division.
Once the field is created, it appears as another column in your PivotTable and is added as a field in
the PivotTable Fields task pane.
For example, suppose you want to create a field with the calculated tip percentage, which is
calculated by dividing the tip amount by the amount of the service. You would first add the Tip
Amount field to the Formula text box. To accomplish this, select the Tip Amount field from the
Fields area of the Insert Calculated Field dialog box and select Insert Field, which places the
field into the Formula text box. Then type in the forward slash / to denote division. Finally, insert
the Service Amount field into the Formula text box.
You can always modify or delete previously created calculated fields. Simply use the Name drop-
down menu to choose the desired calculated field and use the dialog box to modify the calculation
or delete it altogether.

Figure 2-4: Use the Insert Calculated Field dialog box to create, modify, or delete custom
calculated fields in your PivotTable.
job aids on How to Summarize PivotTable Data.

ACTIVITY 2-1
Summarizing PivotTable Data
Data File
C:\091066Data\Analyzing Data by Using PivotTables\LeapsAndBounds-Bookings2015.xlsx
Scenario
You are preparing for an upcoming presentation, where you will present important data from the
travel bookings for 2015. You'll start by answering three questions:
• Which region did customers spend the most money booking in 2015?
• Which region was the most popular travel destination that was booked in 2015?
• What percentage of trips were booked to the most popular region in 2015?
Your supervisor has also asked you how much the bookings would have been per region if Leaps &
Bounds had offered a 5-percent discount on all bookings in 2015, for which you will create a
calculated field. You already have a PivotTable set up, so you can start right in on the analysis.

a) In Excel, open C:\091066Data\Analyzing Data by Using PivotTables\LeapsAndBounds-
Bookings2015.xlsx.
b) Save the document in C:\091066Data\Analyzing Data by Using PivotTables as
My_LeapsAndBounds-Bookings2015.xlsx
2. Structure the PivotTable to answer the question "Which region did customers spend the most money
booking in 2015?"
a) Ensure that the PivotTable is selected.
Note: You can tell that a PivotTable is selected if you can see the PivotTable
Fields task pane and the PivotTable Tools contextual tab. If you cannot see
the task pane and the contextual tab, then select any cell within the
PivotTable.
b) In the PivotTable Fields task pane, drag the following items to structure the PivotTable.
• Drag Destination_Region to ROWS.
• Drag Amount to VALUES.
3. Review the totals in the PivotTable cells to determine the amount of money spent on booking trips to
each region.
4. Which region did customers spend the most money booking in 2015?
A: North America, with $43,362,038 booked on travel to this region in 2015.
5. Use the PivotTable to answer the question "Which region was the most popular travel destination that
was booked in 2015?"
a) In the PivotTable Fields task pane, in the VALUES area, select the Sum of Amount drop-down
arrow.
b) From the drop-down menu, select Value Field Settings.
c) In the Value Field Settings dialog box, on the Summarize Values By tab, select Count. Then select
OK.
6. Review the totals in the PivotTable cells to determine the number of trips booked to each region.

7. Which region was the most popular travel destination that was booked in 2015?
A: North America, with 5,122 trips booked in 2015.
8. Use the PivotTable to answer the question "What percentage of trips were booked to the most popular
region in 2015?"
a) In the PivotTable Fields task pane, in the VALUES area, select the Count of Amount drop-down
arrow.
b) From the drop-down menu, select Value Field Settings.
c) In the Value Field Settings dialog box, select the Show Values As tab.
d) From the Show values as drop-down menu, select % of Grand Total. Then select OK.
9. Review the totals in the PivotTable cells to determine the percentage of trips taken in North America.
10. What percentage of trips were booked to the most popular region in 2015?
A: 51.15 percent of trips were taken to North America in 2015.
11. Reset the summarizing of the Amount field in the PivotTable.

a) In the PivotTable Fields task pane, in the Choose fields to add to report section, uncheck the
Amount field check box.
b) Re-check the Amount field check box.
c) Observe that in the PivotTable Fields task pane, in the VALUES area, the Amount field now reads
Sum of Amount.
12. Create a calculated field to find out how much the bookings would have been per region if Leaps &
Bounds had offered a 5-percent discount on all bookings in 2015.
a) Select PivotTable Tools→Analyze→Calculations→Fields, Items, & Sets→Calculated Field.
b) In the Name text box, type After_Discount
c) In the Fields area, select Amount and then select Insert Field.
d) In the Formula text box, after Amount, type *0.95
e) Select Add.
The calculated field After_Discount is added to the PivotTable Fields task pane.
f) Select OK.
The calculated field After_Discount is added to the PivotTable.
13. Review the totals in the PivotTable cells.

14. Clear the PivotTable fields.

a) In the PivotTable Fields task pane, drag Destination_Region from the ROWS area to the Choose
fields to add to report section.
b) In the VALUES area, drag Sum of Amount to the Choose fields to add to report section. Explain that you're
c) In the VALUES area, drag Sum of After_Discount to the Choose fields to add to report section. clearing the fields in
preparation for the next
15. Save the workbook and leave it open. activity. This also
demonstrates how to
remove fields from the
PivotTable.

TOPIC B
Organize PivotTable Data
The PivotTable does a great job of summarizing raw data, but sometimes the data isn't presented in
the best way for your analysis. For a PivotTable to be truly useful, you need to be able to read it and
make sense of it quickly, so that you can make meaningful decisions from the data. For example,
instead of searching through rows of data to find the largest or smallest value, it would be quicker
and easier to simply sort the data. In this topic, you will organize PivotTable data.
Sorting
Sorting It can be helpful to sort the summarized data in your PivotTable, to quickly determine which value
is largest or to see data in ascending or descending order. You can sort numbers by value and text
alphabetically in your PivotTable using the Row Labels and Column Labels drop-down menus.
Figure 2-5: Sort row and column field entries using the Row Labels and Column Labels drop-
down menus.
The Expand and Collapse Feature

The Expand and The expand and collapse feature allows you to show or hide data within your PivotTable. The
Collapse Feature Expand and Collapse buttons appear in your PivotTable when you drag more than one field to
either the ROWS or COLUMNS area of the PivotTable Fields task pane. This feature can come
in handy when you have very detailed data to drill down into. For example, if you had fields
containing state, county, and town information, you could show or hide the data within the
PivotTable as your analysis requires.
Lesson 2: Analyzing Data by Using PivotTables | Topic B

Figure 2-6: Use the Collapse button to see less detail and the Expand button to see more detail.
The Group and Ungroup Feature

Grouping the summary data in your PivotTable can help you to get a better view of the data you The Group and Ungroup
want to analyze. You can group date, time, number, and text fields. For example, you could group Feature
date and time fields into more manageable chunks, such as into quarters and years. Or you could
group sales reps into their respective departments or numbers into intervals. In the following
example, individual dates are grouped into months for easier analysis.
Figure 2-7: Use the Group feature to combine data into more manageable pieces for analysis.

The Grouping Dialog Box

The Grouping Dialog Use the Grouping dialog box to group date and time fields. This is accessed by selecting
Box PivotTable Tools→Analyze→Group→Group Field. Note that you have to select a date or time
field within the PivotTable itself for the Group Field button to be active.
Note: Even though you cannot select the PivotTable Tools contextual tab, throughout this
book, the instruction will include the name of the contextual tab to orient you to the correct
place to find the command specified.
Figure 2-8: Use the Grouping dialog box to define your date and time field groupings.
job aids on How to Organize PivotTable Data.

ACTIVITY 2-2
Organizing PivotTable Data
Before You Begin

The My_LeapsAndBounds-Bookings2015.xlsx workbook is already open.
Scenario
A colleague is giving a presentation and sends you a couple of questions he'd like you to answer
based on your PivotTable data. The questions are:
• Which region has the largest percentage of its bookings for 21-30 days?
• In the Oceania/Australia region, which city has the most trips booked for 21-30 days?
You already have a PivotTable set up, so you can start right in on the analysis.
1. Structure the PivotTable to answer the question "Which region has the largest percentage of its
bookings for 21-30 days?"
b) In the PivotTable Fields task pane, structure the PivotTable as follows:
• Drag Destination_Region to ROWS.
• Drag Length of Stay to COLUMNS.
• Drag Booking# to VALUES.
c) In the PivotTable Fields task pane, in the VALUES area, select the Sum of Booking# drop-down
arrow, and select Value Field Settings.
d) In the Summarize value field by list, select Count.
e) Select the Show Values As tab.
f) From the Show values as drop-down list, select % of Row Total. Then select OK.
2. Group the Length of Stay field into intervals of 10.

a) Select cell B4.
b) Select PivotTable Tools→Analyze→Group→Group Field.
c) Confirm that the Starting at check box is checked and 1 is in the text field.
d) Confirm that the Ending at check box is checked and 30 is in the text field.
e) In the By field, type 10 and select OK.
3. Which region has the largest percentage of its bookings for 21-30 days?
A: Oceania/Australia, with 39.11 percent of trips to that region booked for 21-30 days.
4. Structure the PivotTable to answer the question "In the Oceania/Australia region, which city has the
most trips booked for 21-30 days?"
a) In the PivotTable Fields task pane, in the Choose fields to add to report section, drag
Destination_City to the ROWS area under Destination_Region.

b) Select the Collapse buttons for every region except Oceania/Australia.
c) In the PivotTable Fields task pane, in the VALUES area, select the Count of Booking# drop-down
arrow.
d) From the drop-down menu, select Value Field Settings.
e) Select the Show Values As tab.
f) From the Show values as drop-down list, select No Calculation. Then select OK.
5. Sort the data for the 21-30 group.

a) Right-click cell D11, where the Brisbane row and the 21-30 column intersect.
b) From the fly-out menu, select Sort→Sort Largest to Smallest.
6. In the Oceania/Australia region, which city has the most trips booked for 21-30 days?
A: Melbourne, with 34 trips booked for 21-30 days.
7. Ungroup the Length of Stay field.

a) Select any of the Length of Stay groups across the top of the PivotTable.
(For example, cell D4)
b) Select PivotTable Tools→Analyze→Group→Ungroup.
8. Clear the PivotTable of all fields by selecting PivotTable Tools→Analyze→Actions→Clear→Clear All.
9. Save the workbook and leave it open.

TOPIC C
Filter PivotTable Data
Now that you can summarize and organize your PivotTable data in different ways, you are ready to
filter your PivotTable data. This comes in handy when you are analyzing a subset of your data and
want to ignore all data that is not relevant to your current analysis.
The FILTERS Area

You can filter your PivotTable data as a whole by dragging a field into the FILTERS area of the The FILTERS Area
PivotTable Fields task pane. When you do this, the field to filter on appears above your
PivotTable. You can then use the drop-down menu to decide which item(s) you'd like to filter on.
Figure 2-9: Drag a field to the FILTERS area to filter the entire PivotTable based on unique
entries.
Manual Filters
You can apply a manual filter to a PivotTable field already in the PivotTable by selecting the Row Manual Filters
Labels or Column Labels drop-down menu in the PivotTable itself. The drop-down menu allows
you to see only certain values in that field and exclude others. For example, using the drop-down
menu next to Row Labels, you could filter to show data for selected countries only, as shown in the
following figure.
Lesson 2: Analyzing Data by Using PivotTables | Topic C

Figure 2-10: You can manually filter a PivotTable field by selecting an entry from the Row Labels
or Column Labels menu.
You can also filter on values and labels using the Label Filters and Value Filters fly-out menus.
For example, you could set up the filter to display data for the Amount field only if it is greater than
or equal to 10,000. The resulting PivotTable would display data only for entries with sales amounts
that are $10,000 or more. Or you might choose to show only entries with the top 10 sales amounts.
The following filter options are available in the Label Filters and Value Filters fly-out menus:
• Equals
• Does Not Equal
• Begins With
• Does Not Begin With
• Ends With
• Does Not End With
• Contains
• Does Not Contain
• Greater Than
• Greater Than or Equal To
• Less Than
• Less Than or Equal To
• Between
• Not Between
• Top 10

Slicers
When you are filtering on multiple entries, it can be easy to lose track of what you're filtering on. Slicers
Instead of manually filtering data in your PivotTable, you can use slicers to see what you are filtering
on at a glance. A slicer is an individual Excel object used to filter the data in PivotTables. You can
create a slicer out of any of the fields associated with a PivotTable, and then use those slicers to
filter each field by any of its unique entries.
When you create a slicer, each unique entry in that field is turned into a button within the slicer. You
use these buttons to select which data you'd like to see in your PivotTable, as indicated when the
button appears blue, and which data you want to filter out of your PivotTable, as indicated when the
button appears white. If a slicer button is a faded-out shade of blue, this means that some active
filter has removed the entries from the PivotTable. Faded-out slicer buttons are inactive, as you
cannot filter on entries that do not appear in the PivotTable. Clearing the filter that is suppressing
the entries will reactivate the associated slicer button(s).
To select multiple slicer buttons simultaneously, press and hold Ctrl while making your selections.
Selecting the Clear Filter button deactivates all filters on a slicer, so that all the entries appear in the
PivotTable. You can place slicers anywhere on your worksheets and resize them. You can even place
copies of slicers in multiple locations. The original slicer and the copies remain linked, so whatever
filters you apply to one of them affect all of the copies.
Figure 2-11: Use slicers to quickly and easily apply multiple filters to your PivotTables.
Although a slicer is typically associated with just one PivotTable, you can link slicers to multiple
PivotTables. This is usually done when the PivotTables are associated with the same data source.
The Insert Slicers Dialog Box

You use the Insert Slicers dialog box to create slicers out of any field in your PivotTable. Each field The Insert Slicers Dialog
appears as a check box option in the dialog box. To create a slicer out of a particular field, simply Box
check the associated check box.

Figure 2-12: The Insert Slicers dialog box allows you to create a slicer from any field available in
your PivotTable.
The Slicer Tools Contextual Tab

The Slicer Tools You can access commands specific to working with slicers from the Slicer Tools contextual tab.
Contextual Tab The Slicer Tools contextual tab appears when you select any slicer. It contains just one tab, the
Options tab.
Figure 2-13: The Slicer Tools contextual tab.
The following table describes the types of commands you will find in the command groups on the
Slicer Tools contextual tab.
Slicer Tools Contextual Contains Commands For

Tab Group
Slicer Renaming slicers, accessing slicer options, and managing slicer

connections to PivotTables.
Slicer Styles Applying formatting to slicers.
Arrange Configuring the arrangement of slicers on the screen.
Buttons Modifying the size and alignment of slicer buttons.
Size Modifying the size of slicers.

Timelines
With a PivotTable timeline, you can easily filter dates in your PivotTable. The timeline works like a Timelines
slicer, but has a different interface. The timeline groups your dates into days, months, quarters, or
years. The default view for the timeline filter is months, as seen in the following figure, but you can
use the Time period drop-down menu to change the view to days, quarters, or years. To filter your
PivotTable data, use the Time period selector. Simply select a time period in the timeline or drag
the ends of the Time period selector to your desired time period. If you want to view all of the
dates in your PivotTable, select the Clear Filter button.
Figure 2-14: Timelines.
The Insert Timelines Dialog Box

The Insert Timelines dialog box is similar in format to the Insert Slicers dialog box. You use the The Insert Timelines
Insert Timelines dialog box to create a timeline out of any date field in your PivotTable. Each field Dialog Box
appears as a check box option in the dialog box. To create a timeline out of a particular field, simply
check the associated check box.
Figure 2-15: The Insert Timelines dialog box allows you to create a timeline from any date field
available for your PivotTable.

The Timeline Tools Contextual Tab

The Timeline Tools You can access commands specific to working with timelines from the Timeline Tools contextual
Contextual Tab tab. The Timeline Tools contextual tab appears when you select any timeline. It contains just one
tab, the Options tab.
Figure 2-16: The Timeline Tools contextual tab.
The following table describes the types of commands you will find in the command groups on the
Timeline Tools contextual tab.
Timeline Tools Contains Commands For

Contextual Tab Group
Timeline Renaming timelines and managing timeline connections to PivotTables.

Timeline Styles Applying formatting to timelines.
Arrange Configuring the arrangement of timelines on the screen.
Size Modifying the size and properties of timelines.
Show Modifying the options shown on the timeline.
The Filter Connections Dialog Box

The Filter Connections You can use the Filter Connections dialog box to manage filter connections among your
Dialog Box PivotTables that are associated with the same raw source data. Each available filter appears as a
check box option in the dialog box. To connect a filter to your current PivotTable, simply check the
associated check box. It is important to note that PivotTables that are associated with the same raw
source data do not have to share filters. You can create unique filters for each PivotTable that filter
the same field independently. However, if you choose to connect a filter among multiple
PivotTables, changes you make to that filter for one PivotTable will simultaneously affect all
PivotTables connected to that particular filter. You can access the Filter Connections dialog box
from the PivotTable Tools contextual tab by selecting Analyze→Filter→Filter Connections.
Figure 2-17: The Filter Connections dialog box.

Note: You use the Filter Connections dialog box to manage all filter connections, but you can
manage just slicer connections or just timeline connections. To manage only slicer connections,
use the Report Connections dialog box on the Slicer Tools contextual tab by selecting
Options→Slicer→Report Connections. Likewise, to manage only timeline connections, use
the Report Connections dialog box on the Timeline Tools contextual tab by selecting
Options→Timeline→Report Connections.
The Quick Explore Feature

When your PivotTable contains data from multiple tables, you have access to a feature called Quick The Quick Explore
Explore. Quick Explore helps you navigate to data on different levels and acts like a filter when Feature
you drill down. The Quick Explore button appears whenever you select an item in a field.
On the left side of the Explore dialog box, other tables are displayed. Use the drop-down arrows to
access the field lists for each table. On the right side, you can drill to specific data, or, if your data
has groups or hierarchies, you can drill up or down in the data. For example, if you have a State field
and a City field, you could drill down to cities or drill up to states.
Figure 2-18: Access the Quick Explore feature by hovering over a selected field.
You may want to show

Note: To learn more, check out the LearnTO Use the Quick Explore Feature to Drill into LearnTO Use the Quick
Your Data presentation from the LearnTO tile on the CHOICE Course screen. Explore Feature to Drill
into Your Data from the
CHOICE Course screen
or have students
Access the Checklist tile on your CHOICE Course screen for reference information and navigate out to the
job aids on How to Filter PivotTable Data. Course screen and
watch it for themselves
as a supplement to your
instruction. If not, please
remind students to visit
the LearnTOs for this
course on their CHOICE
course screen after
class for supplemental
information and
additional resources.

ACTIVITY 2-3
Filtering PivotTable Data
Before You Begin

The My_LeapsAndBounds-Bookings2015.xlsx workbook is already open.
Scenario
Your supervisor has asked you to determine the top travel destinations in 2016. He sends you the
following specific questions:
• What are the top five destination countries in 2016?
• What are the top five destination cities in the United States in 2016?
• What are the top five destination cities in Canada in 2016?
• What are the top five destination cities in Europe in 2016?
You plan to use a timeline and manual filters to answer these questions. After using manual filters to
answer the first two questions, you realize it would be easier to use slicers instead. You already have
a PivotTable set up, so you can start right in on the analysis.
1. Structure the PivotTable to answer the question "What are the top 5 destination countries in 2016?"
b) In the PivotTable Fields task pane, in the Choose fields to add to report section, drag the
Destination_Country field to the ROWS area.
c) Drag the From_Date field to the VALUES area.
d) Examine the value you added to the VALUES area.
In previous examples, the default value was the sum of the field you dragged into the VALUES area.
In this case, the count is shown by default because you dragged a date value. While you're likely to
want a sum for currency (e.g., total sales), it's not likely that you would want a sum of dates, so
Excel displayed count as the default value, instead of sum.
2. Insert a timeline into the PivotTable.

a) Select PivotTable Tools→Analyze→Filter→Insert Timeline.
The Insert Timelines dialog box presents a list of all of the date fields contained in your table.
b) From the Insert Timelines dialog box, check the From_Date check box and select OK.
c) If the timeline is covering up the PivotTable, move the timeline away from the PivotTable.
3. Use the timeline to filter for trips booked in 2016.

a) In the timeline, make sure that MONTHS is selected.
Use the drop-down arrow to select MONTHS, if it is not selected.

b) Use the horizontal scroll bar in the timeline box to scroll as far as you can to the left.
The earliest date shown in the timeline is January 2015.

c) Widen the timeline using the sizing handles at the sides of the timeline box so that you can see at
least an entire year in the timeline.
d) Drag the left handle of the Time period selector to Jan 2016.
Note: The handle is not shown until you position the mouse pointer over the
Time period selector.
Results will be filtered to exclude dates before January 2016.

e) Use the horizontal scroll bar in the timeline box to scroll to the right of the timeline and then drag the
right handle of the Time period selector if necessary to end the period at the end of Dec 2016 as
shown.
With this configuration, results will be filtered to include only dates within 2016.
4. Filter the PivotTable for the top 5 countries and sort the results.
a) In the PivotTable, from the Row Labels drop-down menu, select Value Filters→Top 10.

b) Change the 10 in the second field to 5 so that the Show fields are selected as Top 5 Items by Count
of From_Date.
c) Select OK.
d) Sort the entries by right-clicking cell B4 and, from the fly-out menu, select Sort→Sort Largest to
Smallest.
5. What are the top 5 destination countries in 2016?

A: 1. United States, 2. Canada, 3. Mexico, 4. China, 5. Kenya
6. Structure the PivotTable to answer the question "What are the top 5 destination cities in the United
States in 2016?"
a) From the Row Labels drop-down menu, clear the filter by selecting Value Filters→Clear Filter.
All countries are shown again.
b) In the PivotTable Fields task pane, drag Destination_Country from the ROWS area to the FILTERS
area.
c) In the PivotTable Fields task pane, in the Choose fields to add to report section, drag
Destination_City to the ROWS area.
d) Examine the Destination_Country filter that you just added, which is shown in cells A1 and B1.
Currently no countries are filtered out. All countries are selected.

e) In cell B1, select the drop-down menu, and in the Search text box, type united
The country list is filtered to show only countries that start with "united".

f) Select United States and select OK.

Now only U.S. cities are shown.
7. Filter the PivotTable for the top 5 U.S. cities and sort the results.
a) Right-click cell A4 (Anaheim) and select Filter→Top 10.
b) Change the 10 in the second field to 5 so that the Show fields are selected as Top 5 Items by Count
of From_Date. Then select OK.
c) Sort the entries by right-clicking cell B4 and, from the fly-out menu, selecting Sort→Sort Largest to
Smallest.
8. What are the top 5 destination cities in the United States in 2016?
A: 1. Charlotte, 2. Newark, 3. Palm Springs, 4. Baltimore, 5. Orlando (tied with Memphis)
9. Insert slicers.
a) In the PivotTable Fields task pane, in the Choose fields to add to report section, uncheck the
Destination_Country check box.
b) Select PivotTable Tools→Analyze→Filter→Insert Slicer.
c) From the Insert Slicers dialog box, check the boxes for Destination_Country and
Destination_Region. Then select OK.
10. Reposition the slicers to the right of the PivotTable and resize them so you can see the complete field
name at the top of each of them.
11. Move the timeline down if it is covered by the slicers.

12. Use slicers to answer the question "What are the top 5 destination cities in Canada in 2015?"
a) In the Destination_Region slicer, select North America.
b) In the Destination_Country slicer, select Canada.
13. What are the top 5 destination cities in Canada in 2016?

A: 1. Montreal, 2. Halifax, 3. Niagara Falls, 4. Toronto, 5. Quebec City
14. Use slicers to answer the question "What are the top 5 destination cities in Europe in 2015?"
a) In the upper-right corner of the Destination_Country slicer, select the Clear Filter button to clear the
Canada filter.
b) In the Destination_Region slicer, select Europe.
15. What are the top 5 destination cities in Europe in 2015?

A: 1. London, 2. Lisbon, 3. Milan, 4. Budapest, 5. Amsterdam
16. Clear the PivotTable fields and all filters by selecting PivotTable Tools→Analyze→Actions→Clear→Clear
All.
As they did in the
previous activity, 17. Save the workbook.
students are clearing the
fields in preparation for 18. Close the workbook, but leave the Excel application open by selecting File→Close.
the next activity. This
demonstrates a different
way to clear all fields
from the PivotTable.

TOPIC D
Format a PivotTable
After you've manipulated your PivotTable data, you're ready to present it in the best way. When you
format a PivotTable, it's important to align the design efficiently to meet the business needs in
question. Often, a well-constructed PivotTable can draw attention to issues and help springboard
solutions. In this topic, you will format a PivotTable.
Subtotals and Grand Totals

On the Design tab of the PivotTable Tools contextual tab, you can use the options in the Layout The Layout Group
group to affect the layout of your PivotTable.
Figure 2-19: The Layout group.
Subtotals and grand totals appear automatically when you create a PivotTable. You can choose to
hide or show all subtotals or grand totals, or hide or show just the row or column totals. These
options are located in the Layout group on the Design tab.
Lesson 2: Analyzing Data by Using PivotTables | Topic D

Subtotals and Grand

Totals
Figure 2-20: Subtotals are located within the PivotTable, whereas grand totals are located on the
right side and on the bottom.
Report Layout and Blank Rows

On the Design tab of the PivotTable Tools contextual tab, the Report Layout and Blank Rows
menus allow you to alter the default layout and add blank rows into your PivotTable.
The following table describes the options contained in the Report Layout menu.
Option Description
Show in Compact Field labels on the left side of the PivotTable are kept in one column to
Form minimize scrolling and are indented to show their hierarchical
relationship. This form optimizes readability of the PivotTable and is the
default layout.
Show in Outline Field headings are included in the PivotTable. This form is the classic
Form PivotTable style.
Show in Tabular Field headings are included in the PivotTable. The data is shown in a
Form traditional table format, so that you can easily copy cells to another
worksheet or range.
Repeat All Item Item and field labels are repeated in the PivotTable. This makes the data
Labels easier to scan by visually grouping rows or columns together.
Do Not Repeat All Item and field labels are shown only once in the PivotTable. This option
Item Labels is the default option for PivotTables.
The following table describes the options contained in the Blank Rows menu.

Option Description
Insert Blank Line Inserts a blank row after items in the PivotTable. This separates the data,
After Each Item which can result in better readability in some circumstances.
Remove Blank Line Removes the blank rows after each item in the PivotTable for a more
After Each Item compact view. This is the default option for PivotTables.
Style Options
In the PivotTable Style Options group on the Design tab of the PivotTable Tools contextual PivotTable Style Options
tab, there are four style options for you to choose from: Row Headers, Column Headers,
Banded Rows, and Banded Columns.
Figure 2-21: The PivotTable Style Options group.
The following table describes each style option.
Option Description
Row Headers Bolds and underlines row headers.

Column Headers Bolds and highlights column headers.
Banded Rows Highlights every other row.
Banded Columns Highlights every other column.
Styles
Instead of manually applying formatting throughout your PivotTables, you can select from a variety PivotTable Styles
of styles to format reports quickly. Not only do preset styles save you time, but they can also give
your PivotTable a more polished look and make it easier to read.
Figure 2-22: The PivotTable Styles group.
The New PivotTable Style Dialog Box

If none of the preset styles in the PivotTable Styles group are what you're looking for, you can The New PivotTable
create a new style using the New PivotTable Style dialog box. At the top of the box, name your Style Dialog Box
style. Then format each table element. You can set font styles, borders, and fills for each of the table
elements listed in the dialog box.

Figure 2-23: Create a new style for your PivotTable using the New PivotTable Style dialog box.

LearnTO Enhance a Note: To learn more, check out the LearnTO Enhance a PivotTable With Conditional
PivotTable With Formatting presentation from the LearnTO tile on the CHOICE Course screen.
Conditional Formatting
from the CHOICE
Course screen or have Access the Checklist tile on your CHOICE Course screen for reference information and
students navigate out to
job aids on How to Format a PivotTable.
the Course screen and
as a supplement to your
instruction. If not, please
the LearnTOs for this
course on their CHOICE
course screen after
class for supplemental
information and
additional resources.

ACTIVITY 2-4
Formatting a PivotTable
Data File
C:\091066Data\Analyzing Data by Using PivotTables\LeapsAndBounds-Format.xlsx
Scenario
You have been working on a PivotTable to present at an upcoming meeting. To make it easier to
read during the presentation, you will format the PivotTable.

a) In Excel, open C:\091066Data\Analyzing Data by Using PivotTables\LeapsAndBounds-Format.xlsx.
b) Save the document in the current folder (C:\091066Data\Analyzing Data by Using PivotTables) as
My_LeapsAndBounds-Format.xlsx
2. Show the subtotals at the bottom of each group.

b) Select PivotTable Tools→Design→Layout→Subtotals→Show all Subtotals at Bottom of Group.
3. Hide row grand totals (shown in column E) by selecting PivotTable Tools→Design→Layout→Grand

Totals→On for Columns Only.
4. Apply banded columns.

a) On the PivotTable Tools contextual tab, on the Design tab, in the PivotTable Style Options group,
check the Banded Columns check box.
5. Apply a preset style to the PivotTable.

a) In PivotTable Tools→Design→PivotTable Styles, select the More button.
b) Select a style of your choice, such as Pivot Style Light 13.
6. Format the PivotTable data as Currency.

a) In the PivotTable Fields task pane, in the VALUES area, select the Sum of Amount drop-down arrow
and select Value Field Settings.
b) In the Value Field Settings dialog box, select Number Format.
Note: All corresponding values will be formatted, not just the one you have
selected.
c) In the Format Cells dialog box, select Currency.

d) Set the Decimal Places to 0 and then select OK.

e) In the Value Field Settings dialog box, select OK.
Depending on your style choice, your PivotTable may look something like the following.
7. Save the workbook.

TOPIC E
Refresh and Change PivotTable Data
You've already created your PivotTable and summarized, filtered, organized, and formatted the
PivotTable data so that you can deliver an insightful analysis. But what if your source data changes?
Perhaps you have new data such as recent transactions, or maybe the data has been updated due to
customers updating their addresses or phone numbers. How do you make sure that your PivotTable
data is as up-to-date as your source data? Or maybe you want to analyze a different set of data
altogether. In this topic, you will refresh and change your PivotTable data.
The Refresh Menu

By default, a PivotTable will not automatically update itself when the source data changes. To The Refresh Menu
manually update the data in a PivotTable, use the options found in the Refresh menu. You can
access the Refresh menu by selecting PivotTable Tools→Analyze→Data→Refresh.
Figure 2-24: Use the Refresh menu options to refresh your PivotTable and to access the
Connection Properties dialog box.
The following table describes the options in the Refresh drop-down menu.
Option Description
Refresh Refreshes the data for the currently selected PivotTable. You can use the
keyboard shortcut for this option by pressing Alt+F5.
Refresh All Refreshes all the sources in the current workbook.
Refresh Status Shows the status of the data refresh.
Cancel Refresh Cancels the data refresh that is in progress.
Connection Opens the Connection Properties dialog box, which allows you to set
Properties options pertaining to your external data or local data that's in the Data
Model.
Lesson 2: Analyzing Data by Using PivotTables | Topic E

The Change PivotTable Data Source Dialog Box

The Change PivotTable If you decide that you no longer want your current source data connected to your PivotTable, you
Data Source Dialog Box can change the source data using the Change PivotTable Data Source dialog box. You may
choose to change the source data instead of creating a new PivotTable in circumstances when you
have a formatted PivotTable with specific slicers and timelines set up that would apply to another
set of data with the same column headings. Otherwise, it's usually easier to simply create a new
PivotTable for each dataset.
Another reason to change the data source is when a data refresh will not suffice. If you add data to
source data that is in a table, that data is automatically included in the table name. In this case, you
would refresh the PivotTable data. However, if the source data is from a range of cells, you would
need to use the Change PivotTable Data Source dialog box to redefine the source data range for
the PivotTable after adding new entries to the dataset.
To select a different local data source, specify a table or range in the Table/Range box. To select
an external data source, select Choose Connection, which opens the Existing Connections dialog
box, where you can choose from an external source or from Excel's Data Model.
Figure 2-25: Use the Change PivotTable Data Source dialog box to choose a different data source
for your PivotTable.
The Connection Properties Dialog Box

The Usage Tab You can manage settings for your PivotTable data from the Data Model and external sources using
the Connection Properties dialog box. At the top of the dialog box, you can view and change the
connection name and description. The rest of the dialog box is divided into two tabs: the Usage tab
and the Definition tab. Use the Usage tab to control the way Excel uses the connection
information in the workbook.

Figure 2-26: The Usage tab of the Connection Properties dialog box.
The following table describes the options in each section on the Usage tab of the Connection
Properties dialog box.
Section Description
Refresh control Contains options for controlling settings related to refreshing the
PivotTable source data, including enabling the refresh query in the
background while you use Excel, setting automatic refresh intervals,
refreshing the data when opening the file, and refreshing the connection
when the Refresh All option is selected from the Refresh menu.
OLAP Server Contains options for controlling whether the specified Online Analytical
Formatting Processing (OLAP) formats are retrieved and displayed in the data.
OLAP Drill Through Allows you to determine the maximum number of records to retrieve
from an OLAP data source when you expand a level of data in a
hierarchy.
Language Use this option to enable or disable the retrieval of translated data and
errors from the OLAP server, if there are any.

The Definition Tab Use the Definition tab to control how the connection information is defined.
Figure 2-27: The Definition tab of the Connection Properties dialog box.
The following table describes the components on the Definition tab of the Connection Properties
dialog box.
Component Description
Connection type Displays the connection type, which is either a connection file or a
section workbook.
Connection file text Displays the current connection file. If the field is blank, the connection
box file was broken or a connection file was never used. To update the
connection, use the Browse button. Check the Always use connection
file check box to ensure that the most up-to-date version of the
connection file is used whenever the data is refreshed or displayed.
Connection string Displays the connection information in the form of a connection string.
text box Use this to verify that the connection information is correct and to edit
any specific connection information. Check the Save password check
box to save the user name and password in the connection file.

Component Description
Command type drop- Displays one of four command type options: SQL, Table, Default, and
down menu Cube.
Command type text Displays the data returned based on the command type. If the command
box type is Table, the table name(s) are displayed. If the command type is
SQL, the SQL query that specifies the data is displayed.
Excel Services section Opens the Excel Services Authentication Settings dialog box, where
you can choose a method of authentication when you access the data
source. The authentication methods are Windows authentication, SSS
(Secure Storage Service), and none.
Edit Query button Allows you to change the query that Excel is using to retrieve data from
the data source.
Parameters button Opens the Parameters dialog box, where you can edit parameter
information for a Web Query or Microsoft Query connection.
Export Connection Opens the File Save dialog box, where you can save the current
File button connection information to a connection file.
job aids on How to Refresh and Change PivotTable Data.

ACTIVITY 2-5
Refreshing and Changing PivotTable Data
Data File
C:\091066Data\Analyzing Data by Using PivotTables\LeapsAndBounds-Refresh.xlsx
Before You Begin

The LeapsAndBounds-Refresh.xlsx workbook contains two named tables: Bookings for the
2015 bookings data and JanBookings for the bookings data from January of 2016.
Scenario
Travel bookings in January are historically slow. In an effort to motivate its travel agents, the Leaps
& Bounds sales department had a contest, with prizes for the top travel agent who booked the most
trips in January of 2016. The sales manager has sent over the January 2016 data to you and has asked
that you answer two questions:
• Which travel agent booked the most trips in January of 2015?
• Which travel agent booked the most trips in January of 2016?
You have already created a PivotTable and set up a timeline to determine which travel agent booked
the most trips in January of 2015. Since your original source data had only the agent numbers and
not their names, you added in a column to the source data with their names. You will now refresh
the PivotTable data source so that you can see the name of the top travel agent. Then you will
change the data source to the 2016 data to determine which travel agent booked the most trips in
January of 2016.

a) In Excel, open C:\091066Data\Analyzing Data by Using PivotTables\LeapsAndBounds-Refresh.xlsx.
b) Save the document in the current folder (C:\091066Data\Analyzing Data by Using PivotTables) as
My_LeapsAndBounds-Refresh.xlsx
2. Confirm that there is a new column in the data that is not yet showing up in the PivotTable Fields task
pane.
a) At the bottom of the workbook, select the 2015 Bookings worksheet.
b) In the 2015 Bookings worksheet, confirm that column D contains the travel agents' names and that it
is titled Agent_Name.
c) At the bottom of the workbook, select Sheet1.
d) Review the fields in the PivotTable Fields task pane to confirm that the Agent_Name field does not
appear in the Choose fields to add to report section.
3. Refresh the PivotTable.

b) Select PivotTable Tools→Analyze→Data→Refresh.
c) Observe that the Agent_Name field is now listed in the PivotTable Fields task pane.
4. Structure the PivotTable to answer the question "Which travel agent booked the most trips in January of
2015?"
a) In the PivotTable Fields task pane, drag Agent# from the ROWS area to the Choose fields to add to
report section.
b) Drag Agent_Name to the ROWS area.

c) Right-click cell B4 and, from the fly-out menu, select Sort→Sort Largest to Smallest.
5. Which travel agent booked the most trips in January of 2015?

A: Kay Adams, with 83 trips booked.
Point out to students that
6. Change the PivotTable data source to the 2016 data to determine which travel agent booked the most the table JanBookings is
trips in January of 2016. a named table in the
a) Select PivotTable Tools→Analyze→Data→Change Data Source. workbook.
b) In the Change PivotTable Data Source dialog box, confirm that Select a table or range is selected. In Step 6d, explain to
c) In the Table/Range field, type JanBookings and select OK. students why the filtering
needs to be cleared. The
d) Clear the timeline filter by selecting the Clear Filter button on the timeline.
timeline was filtering on
The PivotTable has updated to show results from the January 2016 bookings. the year 2015 for the
previous data source. To
7. Which travel agent booked the most trips in January of 2016? see the January 2016
A: Simon Fleming, with 103 trips booked. data, the timeline filter
must be cleared.
8. Save the workbook.

Summary
In this lesson, you learned how to use a variety of methods for presenting data in a user-friendly
format to make interpreting data easier. In addition, as businesses become more data centric, the
ability to quickly summarize and analyze large sets of data becomes more and more critical not only
to your organization's success, but also to your personal success.
LearnTO Get More Out In what specific situations would you use a timeline versus grouping a time field?
of Your PivotTable Data A: Answers will vary, but one common answer is that a timeline allows you to filter easily, but you still
from the CHOICE can't see the data in groups. Also, if the data is not a date, then you must use grouping.
Course screen or have
students navigate out to What tasks will Excel's advanced PivotTable options make easier for you in your current role?
the Course screen and
A: Answers will vary, but most students will say that PivotTables make any data analysis task easier,
as a supplement to your especially if it's repetitive. Also, the table functionality in Excel is made easier when using a
instruction. If not, please PivotTable.
the LearnTOs for this Note: To learn more, check out the LearnTO Get More Out of Your PivotTable Data
course on their CHOICE presentation from the LearnTO tile on the CHOICE Course screen.
course screen after
class for supplemental Note: Check your CHOICE Course screen for opportunities to interact with your classmates,
information and peers, and the larger CHOICE online community about the topics covered in this course or
additional resources. other topics you are interested in. From the Course screen you can also access available
Encourage students to resources for a more continuous learning experience.
use the social
networking tools
provided on the CHOICE
Course screen to follow
the course is completed
and resources to support
continued learning.
Lesson 2: Analyzing Data by Using PivotTables |

3 Working with PivotCharts
Lesson Time: 30 minutes
Lesson Objectives
• Create a PivotChart.
• Manipulate PivotChart data.
• Format a PivotChart.
Lesson Introduction
You've explored how PivotTables enable you to present business intelligence information
quickly and easily from multiple sources. This data can help organizations make well-
informed decisions and solve problems based on solid business analytics. Yet as powerful as
PivotTables are, users often don't have time to absorb what all the numbers are showing.
Leadership especially needs the ability to make decisions quickly.
By presenting PivotTable data graphically through PivotCharts, you can help users tell at a
glance what the data is showing. The graphical interface makes it easy to notice patterns and
trends. This can greatly reduce the time it takes to make important business decisions.
TOPIC A
Create a PivotChart
When a PivotTable grows too big or when you'd like to present the information in your PivotTable
to others, it can be helpful to turn that data into a chart. Examining data visually helps you to easily
see the story in the data. In this topic, you will create a PivotChart.
PivotCharts
PivotCharts A PivotChart is an interactive, graphical representation of numeric values and relationships among
those values. When you create a PivotChart from a PivotTable, you're creating a graphical interface
of the PivotTable. Microsoft® Excel® pulls the entire PivotTable layout into the chart, allowing you
to interact with the data in a variety of ways, such as adding, removing, or filtering data.
The chart's functionality is similar to a regular Excel chart, but is linked to the underlying
PivotTable. You can create a PivotChart in the same spreadsheet as the PivotTable or place the
chart in its own sheet. It's important to keep in mind that because the two objects are linked, if you
change items in the PivotTable, the PivotChart updates to reflect those modifications.
Note: When you create a PivotChart, Excel does not include subtotals or grand totals.
The PivotChart graphically represents the summary information in a PivotTable. When you create a
column chart, the row labels in the PivotTable become the categories on the x-axis, the column
labels become the series on the y-axis, and the values are displayed as columns within the PivotChart
itself.
Figure 3-1: PivotCharts.
Note: In Excel 2016, you can also create a PivotChart from an external data source without
needing to create a PivotTable first. This method is a helpful timesaver if your main purpose is
to have an interactive chart and you don't need to have a PivotTable visible. You can access this
option in the Import Data dialog box when you are importing external data into Excel. See
Lesson 1 for more information on importing external data into Excel.
The Insert Chart Dialog Box

The Insert Chart Dialog Use the Insert Chart dialog box to create a PivotChart from a PivotTable. On the left side of the
Box dialog box, select a chart type. Then select your preferred subtype from the options across the top.
Lesson 3: Working with PivotCharts | Topic A

A preview of what the PivotChart will look like is shown in the middle. You can access the dialog
box by selecting PivotTable Tools→Analyze→Tools→PivotChart.
Figure 3-2: Create a PivotChart from a PivotTable using the Insert Chart dialog box.
Consider demonstrating
Note: When any cell is selected in a PivotTable, pressing Alt+F1 creates a PivotChart in the these shortcuts either
current worksheet. Pressing F11 creates a PivotChart in a new worksheet. here or when you get to
the activity.
Chart Types
Excel 2016 includes 15 different chart types, each of which is ideal for displaying a particular type of Chart Types
relationship. All of the chart types, except for X Y (Scatter) and Stock can be created from
PivotTable data. The following table describes the ideal uses for the various Excel chart types that
can be created from PivotTable data.
Chart Type Is Best Used to Display
Column Relationships among values in a number of categories or changes in values over

time.
Line Trends in data over a period of time at consistent intervals.
Pie The relative size of values compared to the whole and to other parts of the
whole.
Bar Relationships among values in a number of categories.

Chart Type Is Best Used to Display

Area Relationships among values in a number of categories over time with visual
emphasis on the magnitude of each data category.
X Y (Scatter) Relative position of values along two coordinates.
Stock High and low values over a period time.
Surface Three-dimensional representations of data. Typically, you would use a surface
chart when working with three sets of data.
Radar The aggregate relational sizes of multiple data categories in terms of multiple
criteria. For example, you could use a radar chart to track the popularity of a
particular item in multiple countries for each year in a decade.
Treemap Proportions of values associated with hierarchically organized categories. For
example a single treemap shows a large box, subdivided by smaller boxes. Each
of the smaller boxes might represent sales totals in various regions. The size of
each box is proportional to the volume of sales for that region. Each of the
smaller boxes might be further subdivided into boxes that represent countries.
Sunburst The relative size of various categories within a multiple-level hierarchy. It is
somewhat like a pie chart, but with each pie slice further divided into wedges or
sectors that show the relative size of sub-categories under each main category.
Histogram How values are distributed across a range. For example, you could use a
histogram to show how sales amounts are distributed across days of the week.
Box & How values are distributed across a range, with key details provided to support
Whisker deeper analysis. This chart type is similar to a histogram ("boxes" part of the
chart), but with lines added (the "whiskers" part) to provide statistical insights,
such as the range, mean, and outliers.
Waterfall How financial line items affect the bottom line. A series of columns show the
proportion of each item, using color-coding to differentiate increases from
decreases.
Combo Relationships among values of widely differing ranges of data. A combo chart
combines two different charts into one by utilizing a secondary axis. Combo
charts are also referred to as dual-axis charts.
Recommended PivotCharts
The Recommended If you would like recommendations as to how to pivot your data for a chart, Excel provides chart
Charts Feature recommendations for you based on your source data. To access the Recommended Charts tab of
the Insert Charts dialog box, simply click anywhere in your source data in Excel. Then select
Insert→Charts→Recommended Charts. Once the Insert Chart dialog box appears, scroll
through the PivotChart suggestions on the left side of the Recommended Charts tab and preview
the suggested PivotCharts on the right side. Simply select OK when you have found a PivotChart
you want. After you view the newly created PivotChart, you can always alter the chart in any way
you want. This feature is just meant to give you a starting point or to offer ways to pivot the data
into a chart that you may not have thought of.

Figure 3-3: The Recommended Charts tab of the Insert Chart dialog box.
job aids on How to Create a PivotChart.

ACTIVITY 3-1
Creating a PivotChart from a PivotTable
Data File
C:\091066Data\Working with PivotCharts\LeapsAndBoundsBookings_Analysis.xlsx
Scenario
The sales manager at Leaps & Bounds is planning to present some data on bookings for an
upcoming meeting and has requested your help. She wants a chart that shows total bookings and
bookings per region per month for 2015. You decide to create a PivotChart to accommodate this
request.

a) In Excel, open C:\091066Data\Working with PivotCharts\LeapsAndBoundsBookings_Analysis.xlsx.
b) Save the document in the current folder (C:\091066Data\Working with PivotCharts) as
My_LeapsAndBoundsBookings_Analysis.xlsx
2. Group the dates into months.

a) Select cell A5.
b) Select PivotTable Tools→Analyze→Group→Group Field.
c) In the Grouping dialog box, verify that Months is selected. Then select OK.
3. Insert a line PivotChart.

a) Select PivotTable Tools→Analyze→Tools→PivotChart.
b) On the left side of the Insert Chart dialog box, select Line and select OK.
c) If the PivotChart is covering up the PivotTable, drag the PivotChart away from the PivotTable so that
you can view both simultaneously.

Note: Drag from a blank area or the borders of the PivotChart to avoid moving
or resizing items within the chart.

TOPIC B
Manipulate PivotChart Data
When you create a PivotChart from a PivotTable, any data manipulation that you perform on the
PivotTable is reflected in the PivotChart. But instead of working with the PivotTable all the time to
alter your PivotChart, you could just work directly in the PivotChart. In this topic, you will
manipulate data directly in a PivotChart.
The PivotChart Fields Task Pane

The PivotChart Fields When you create a PivotChart, Excel automatically opens the PivotChart Fields task pane. As with
Task Pane the PivotTable Fields task pane for a PivotTable, the PivotChart Fields task pane enables you to
select the fields you want in your PivotChart and to organize its structure.
By default, the top half of the PivotChart Fields task pane provides field choices based on the
columns in your source data. From here, you can select the fields you want included in your
PivotChart. The bottom half of the task pane, the Drag fields between areas below section,
displays four areas that you use to structure the PivotChart and select the values upon which Excel
performs calculations.
Like PivotTables, PivotCharts are dynamic. This means you can drag fields among the various areas
of the PivotChart Fields task pane as necessary and your PivotChart will update automatically. If
you choose to drag more than one field into an area, Excel creates a hierarchy in the PivotChart,
with fields on top of the area representing higher levels in the hierarchy.
Lesson 3: Working with PivotCharts | Topic B

Figure 3-4: Use the PivotChart Fields task pane to manipulate your PivotChart just like you would
use the PivotTable Fields task pane to manipulate your PivotTable.
The following table provides a brief description of the various elements of the PivotChart Fields
task pane.
PivotChart Fields Task Description

Pane Element
Tools drop-down Selecting the Tools drop-down arrow displays a menu that allows you to
arrow rearrange the sections and areas by selecting various preconfigured
PivotChart Fields task pane layouts. You can also alter the order in
which the fields appear within the Choose fields to add to report
section of the PivotChart Fields task pane.
Field check boxes The columns from your data source are now fields for the PivotChart.
The field check boxes allow you to add or remove fields from the various
areas. Checking a field's check box adds it to an area, whereas unchecking
it removes the field from all areas. Since you have no control over where
Excel places a field when you check its check box, many users prefer to
simply drag the fields to the desired areas.

PivotChart Fields Task Description

Pane Element
Field drop-down Selecting a field's drop-down arrow displays a menu that allows you to
arrow move fields among the areas, move fields up or down in an area's
hierarchy, or remove the field from that area. You can also access the
Field Settings dialog boxes.
FILTERS area Drag fields here to filter the PivotChart. Filters provide a quick way to
narrow data so you can zero in on specific information.
LEGEND (SERIES) Drag fields here to add to the chart's legend.
area
AXIS Drag fields here to create categories for the chart.
(CATEGORIES) area
VALUES area Drag fields here to have Excel perform calculations on or summarize
data. You must have at least one numeric field in this area.
Note: Due to a PivotChart being a chart instead of a table, the columns and rows in a
PivotTable become the legend and axes in a PivotChart.
The PivotChart Tools Contextual Tab

The Analyze Tab The PivotChart Tools contextual tab displays commands and options that are specific to working
The Design and Format with PivotCharts. It appears when you select a PivotChart and disappears when you select anywhere
tabs will be covered in outside a PivotChart. The PivotChart Tools contextual tab consists of three tabs: the Analyze tab,
the next topic. the Design tab, and the Format tab. For now, we'll cover the Analyze tab. You may recognize
many of these options from the Analyze tab of the PivotTable Tools contextual tab.
Figure 3-5: The Analyze tab.
The following table identifies the types of commands in the various groups on the Analyze tab.
PivotChart Accessing the PivotChart Options dialog box, which allows you to change
the general settings of your PivotChart. This group also displays the name
of the currently selected PivotChart.
Active Field Accessing the Value Field Settings dialog box, expanding or collapsing
hierarchies in your PivotCharts, and drilling up or down in PivotCharts
created from databases.
Filter Inserting a slicer or timeline and managing filter connections.
Data Refreshing PivotChart data and changing the data source for the PivotChart.
Actions Clearing filtering and moving the PivotChart to a different sheet in your
workbook.
Calculations Configuring PivotChart calculations and relationships.


Show/Hide Toggling the display of the PivotChart Fields task pane on and off and the
field buttons in the PivotChart itself.
Field Buttons
Use the field buttons in a PivotChart to filter and sort the data in your PivotChart. Selecting the Field Buttons
Filter button opens a drop-down menu where you can choose which unique items to filter your
PivotChart on. This works exactly the same as the filter field that sits above a PivotTable.
Use any Legend or Axis button to open a drop-down menu that allows you to sort and filter each
field individually. Again, these drop-down menus contain the same sorting and filtering functionality
as when you sort and filter fields in a PivotTable.
Figure 3-6: Use the field buttons in the PivotChart to filter and sort the data in your PivotChart.
job aids on How to Manipulate PivotChart Data.

ACTIVITY 3-2
Manipulating PivotChart Data
Before You Begin

The My_LeapsAndBoundsBookings_Analysis.xlsx workbook is already open.
Scenario
The sales manager at Leaps & Bounds has come to you with another request for a chart. She wants a
chart that shows bookings per travel agent for January 2015, with the ability to narrow the data
down by region. The first region she'd like to see is Africa. You already have a PivotChart set up
from her previous request, so you need to restructure the PivotChart before you can move forward
with the analysis.
1. Structure the PivotChart.

a) Ensure that the PivotChart is selected.
b) In the PivotChart Fields task pane, in the Drag fields between areas below section, in the AXIS
(CATEGORIES) area, drag Date_Sold to the FILTERS area.
c) In the Choose fields to add to report section, uncheck the Destination_Region check box.
d) In the Choose fields to add to report section, drag Agent_Name to the AXIS (CATEGORIES) area.
2. Change the chart type.

a) Select PivotChart Tools→Design→Type→Change Chart Type.
b) In the Change Chart Type dialog box, select Column and then select OK.
3. Filter the data for January only.

a) In cell B1, select the Date_Sold drop-down arrow.
b) Check the Select multiple items check box.
c) Uncheck the (All) check box, check the Jan check box, and then select OK.
4. Insert a slicer to quickly filter by region.

a) Select PivotChart Tools→Analyze→Filter→Insert Slicer.
b) In the Insert Slicers dialog box, check the Destination_Region check box and then select OK.
c) Size and position the slicer and chart next to the PivotChart, so you can see all three items
simultaneously.
5. In the Destination_Region slicer, select Africa to view bookings for Africa.


TOPIC C
Format a PivotChart
With PivotTables, you can apply a variety of formatting options to enhance your data analytics. With
PivotCharts, you are summarizing your data visually, so it's important to use layouts and colors that
represent your data in ways that make it easy for users to interpret what the charts are portraying. In
this topic, you will format a PivotChart.
Chart Elements
Chart Elements Chart elements are the individual objects that can appear on charts that convey some level of
information about the chart's data to a viewer. Chart elements can include axes, axis titles, a chart
title, data labels, gridlines, trend lines, and a legend, among others. Each chart element serves a
different role in visually communicating information about the data and trends.
Figure 3-7: Chart elements help the audience interpret chart data.
The PivotChart Tools Design and Format Tabs

The Design Tab When you select a PivotChart, the PivotChart Tools contextual tab appears. Its Design and
Format tabs display commands and options that are specific to changing the look and feel of
PivotCharts. If you have worked with charts in Excel before, these commands and options will be
familiar to you.
Figure 3-8: The Design tab.
Lesson 3: Working with PivotCharts | Topic C

The following table identifies the types of commands in the various groups on the Design tab.
Design Tab Group Contains Commands For
Chart Layouts Adding or removing individual chart elements and quickly configuring the
display of all chart elements according to predefined configurations.
Chart Styles Quickly formatting a chart by selecting a set of predefined chart colors or a
predefined chart style.
Data Switching row and column data and selecting the data source.
Type Changing the chart type.
Location Moving the chart to a different sheet in your workbook.
The Format Tab
Figure 3-9: The Format tab.
The following table identifies the types of commands in the various groups on the Format tab.
Format Tab Group Contains Commands For
Current Selection Selecting particular chart elements and accessing the Format task pane.
Insert Shapes Inserting or changing shapes on PivotCharts.
Shape Styles Configuring formatting options for chart elements.
WordArt Styles Configuring formatting options for chart text.
Arrange Arranging the front-to-back placement of chart elements and configuring
the orientation of chart elements.
Size Changing the size of charts and chart elements.
The Format Task Pane

Use the Format task pane to configure the overall formatting of your PivotCharts. Excel 2016 The Format Task Pane
opens the Format task pane when you select PivotChart Tools→Format→Current
Selection→Format Selection. The title of the task pane will change slightly depending on the
chart element that is currently selected. For example, if you have the legend selected in the
PivotChart, the task pane's title appears as Format Legend; if you have one of the axes selected in
the PivotChart, the task pane's title appears as Format Axis.
The Format task pane also displays a different configuration of tabs and commands depending on
the chart element that is currently selected. Below the title are the primary tabs, and below these are
the secondary tabs. Within these secondary tabs are expandable sections that display the commands
and options you will use to apply specific formatting to the selected chart element.

Figure 3-10: The Format task pane displays different sets of commands and options depending
on which chart element you currently have selected.
The following table describes the various elements of the Format task pane.
Format Task Pane Description

Element
Title Changes to reflect the chart element that is currently selected in the
PivotChart.
Task Pane Options Allows you to move, resize, or close the Format task pane.
drop-down arrow
Options drop-down Opens a drop-down menu that allows you to select a different chart
arrow element to format. You can also change the element by selecting a
different element in the PivotChart itself.
Primary tabs Divide the formatting commands and options into high-level groups,
usually between object and text formatting tasks.
Secondary tabs Divide the formatting commands and options at a more detailed level
than the primary tabs. These tabs change depending on the currently
selected chart element.
Command sections Task-specific sections that you can expand or collapse to view the specific
commands and options.
Commands and Enable you to apply formatting options to the chart element that is
options currently selected.

Chart Formatting Buttons

When you select a PivotChart, Excel displays two buttons that are located at the top-right corner of Chart Formatting
the chart area. You can use these buttons to access some of the most commonly used formatting Buttons
commands without needing to use the contextual tab in the Excel ribbon.
Figure 3-11: Use the chart formatting buttons to quickly access common formatting commands.
The following table describes the options available from each of the chart formatting buttons.
Item Description
Chart Elements Opens a menu that allows you to toggle the display of various chart
button elements on or off.
Chart Styles button Opens a gallery of chart styles and color palettes.
job aids on How to Format a PivotChart.

ACTIVITY 3-3
Formatting a PivotChart
Before You Begin

The My_LeapsAndBoundsBookings_Analysis.xlsx workbook is already open.
Scenario
You have been working on a PivotChart that your colleague will present at an upcoming meeting.
To make it easier to read during the presentation, you will format the PivotChart.
1. Add a chart title.

a) Ensure that the PivotChart is selected.
b) Select PivotChart Tools→Design→Chart Layouts→Add Chart Element→Chart Title→Above Chart.
The title is added with the default text "Total".
c) Select the Chart Title text field in your PivotChart and type January 2015 Bookings
2. Change the chart style.

a) Click in a blank area of the PivotChart to select the whole chart.
b) To the right of the PivotChart, select the Chart Styles button.
c) On the STYLE tab, select a style of your choice.
3. Change the chart color.

a) In the Chart Styles fly-out menu, select the COLOR tab.
b) From the options, select a color set of your choice.
c) Select the Chart Styles button to close the fly-out menu.
4. Create a border around the chart title.

a) In the PivotChart, select the chart title: January 2015 Bookings.
b) Select PivotChart Tools→Format→Current Selection→Format Selection.
c) In the Format Chart Title task pane, expand the options for BORDER and then select Solid line.
d) Select the Color drop-down menu and select a color of your choice.
5. Hide all field buttons by selecting PivotChart Tools→Analyze→Show/Hide→Field Buttons.

Depending on your style choices, your PivotChart may look something like the following.

6. Save and close the workbook.

Summary
In this lesson, you learned how to create a PivotChart to represent data graphically based on an
underlying PivotTable, as well as manipulate its data and format the chart itself. PivotCharts help
you present data in a professional, user-friendly format and speed up the time needed for data
analysis.
Encourage students to
use the social What tasks that you typically perform would PivotCharts help you complete more effectively?
networking tools A: Answers will vary, but most students may say that PivotCharts help when you are analyzing data in
provided on the CHOICE similar ways and presenting that data at a high level to larger groups of people. Also, you are able to
Course screen to follow quickly see the data visually when compared to a PivotTable.
the course is completed How could you utilize PivotCharts in your presentations?
and resources to support A: Answers will vary, but most students may say that you are able to change the data on the PivotChart
continued learning. during the presentation with slicers or timelines without needing to create a lot of charts beforehand.
Note: Check your CHOICE Course screen for opportunities to interact with your classmates,
peers, and the larger CHOICE online community about the topics covered in this course or
other topics you are interested in. From the Course screen you can also access available
resources for a more continuous learning experience.
Lesson 3: Working with PivotCharts |

Course Follow-Up
Congratulations! You have completed the Microsoft® Office Excel® 2016: Data Analysis with PivotTables
course. In this course, you practiced the skills needed to create and manage PivotTables and
PivotCharts effectively. Now you can use Excel to interpret and summarize large amounts of data
quickly, providing powerful data analysis and actionable intelligence for your organization.
What's Next?
Logical Operations offers several courses related to the Microsoft Excel application, including
Microsoft® Office Excel® 2016: Part 3 (Second Edition). In addition, you can further your data analysis
with the Microsoft® Office Excel® 2016: Data Analysis with PowerPivot course.
You are encouraged to explore Excel PivotTables further by actively participating in any of the
social media forums set up by your instructor or training administrator through the Social Media
tile on the CHOICE Course screen.
Course Follow up
Solutions
ACTIVITY 1-2: Creating a PivotTable from a Local Data

Source
6. What might you do to make this PivotTable easier to understand and interpret?
A: One significant improvement would be to show actual names for destinations and agents
instead of numbers.
Students will make this improvement in the next activity.
ACTIVITY 1-4: Creating a PivotTable from an External

Data Source
4. For each region, which group is generally responsible for more sales revenue—non-members
("N") or members ("Y") of the travel program?
A: Sales totals in each region are greater for non-members than for members.
5. How might you compare the number of transactions by non-members to the number of
transactions by members?
A: Drag Bookings→Amount to VALUES, and summarize the new value by Count.
If there is time, have students try this. It shows that there are significantly more sales to non-
members than to members.
ACTIVITY 2-1: Summarizing PivotTable Data
4. Which region did customers spend the most money booking in 2015?
A: North America, with $43,362,038 booked on travel to this region in 2015.
7. Which region was the most popular travel destination that was booked in 2015?
A: North America, with 5,122 trips booked in 2015.
10. What percentage of trips were booked to the most popular region in 2015?
A: 51.15 percent of trips were taken to North America in 2015.
ACTIVITY 2-2: Organizing PivotTable Data
3. Which region has the largest percentage of its bookings for 21-30 days?
A: Oceania/Australia, with 39.11 percent of trips to that region booked for 21-30 days.
6. In the Oceania/Australia region, which city has the most trips booked for 21-30 days?
A: Melbourne, with 34 trips booked for 21-30 days.
ACTIVITY 2-3: Filtering PivotTable Data
5. What are the top 5 destination countries in 2016?

A: 1. United States, 2. Canada, 3. Mexico, 4. China, 5. Kenya
8. What are the top 5 destination cities in the United States in 2016?
A: 1. Charlotte, 2. Newark, 3. Palm Springs, 4. Baltimore, 5. Orlando (tied with Memphis)
13. What are the top 5 destination cities in Canada in 2016?

A: 1. Montreal, 2. Halifax, 3. Niagara Falls, 4. Toronto, 5. Quebec City
15. What are the top 5 destination cities in Europe in 2015?

A: 1. London, 2. Lisbon, 3. Milan, 4. Budapest, 5. Amsterdam
ACTIVITY 2-5: Refreshing and Changing PivotTable

Data

A: Kay Adams, with 83 trips booked.
Point out to students that the table JanBookings is a named table in the workbook. In
Step 6d, explain to students why the filtering needs to be cleared. The timeline was
filtering on the year 2015 for the previous data source. To see the January 2016 data, the
timeline filter must be cleared.

A: Simon Fleming, with 103 trips booked.
Solutions
Glossary
chart elements relationship

The individual objects that can appear on A connection between tables of data, based
charts that convey some level of on a shared column of data.
information about the chart's data to a
viewer. slicers
Individual Excel objects used to filter the
Data Model data in PivotTables.
An approach in Excel 2016 that integrates
data from multiple tables, effectively table
building a relational data source inside an A dataset composed of contiguous rows
Excel workbook. and columns that Excel treats as a single,
independent object.
duplicate data
Data that appears in more than one field or transactional data
table of one dataset or across datasets. Data that represents each individual
transaction, or event, in a series of
PivotChart transactions and that is not summarized in
Similar to standard Excel charts, these are any way.
graphical representations of numeric values
and relationships among those values. The
key difference between charts and
PivotCharts is that PivotCharts are
interactive and the data displayed can be
quickly manipulated.
pivoting
In Excel, a form of data manipulation that
can take a column of data and pivot it into
a row, and vice versa.
PivotTable
A dynamic Excel data object that enables
users to perform data analysis by
reorganizing and summarizing data.
range
A block or group of cells in a worksheet.
Index
C slicers 53
timelines 55
Change PivotTable Data Source dialog box
formatting PivotTables
70
Layout group 63, 64
chart elements 90
New PivotTable Style dialog box 65
Connection Properties dialog box
PivotTable Style Options 65
Definition tab 72
PivotTable styles 65
Usage tab 70
Create PivotTable dialog box 11
Create Relationship dialog box 24 G
custom calculated fields 41 Grouping dialog box 48
D I
data Import Data dialog box 30
clean 3 Insert Calculated Field dialog box 41
duplicate 4 Insert Slicers dialog box 53
gap and blank cells 5 Insert Timelines dialog box 55
refresh 69
transactional 2 M
Data Connection Wizard 31
Data Model 22 Manage Relationships dialog box 24
data sources
external 2, 29 N
local 2 named tables 23
E O
Existing Connections dialog box 32 organizing data
expand and collapse feature 46
F Group and Ungroup feature 47
Filter Connections dialog box 56 sorting 46
filtering data
FILTERS area 51 P
label and value filters 52 PivotCharts
manual filters 51 chart elements 90
chart formatting buttons 93 V

chart types 79
Value Field Settings dialog box 38
field buttons 87
Format task pane 91
Insert Chart dialog box 78
overview 78
PivotChart Fields task pane 84
Recommended Charts feature 80
PivotChart Tools contextual tab
Analyze tab 86
Design tab 90
Format tab 90
pivoting 10
PivotTables
design 16
formatting 65
overview 10
PivotTable Fields task pane 13
PivotTable Tools contextual tab
Analyze tab 15
Design tab 15
Q
Quick Explore feature 57
R
range 2
Recommended PivotTables feature 12
Refresh menu options 69
relationship 4
S
Select Data Source window 29
Select Table dialog box 30
Show Values As options 39
slicers
overview 53
Slicer Tools contextual tab 54
sorting data 46
Summarize Values By functions 39
T
table 2
timelines
overview 55
Timeline Tools contextual tab 56
Index
091066S rev 1.0

Microsoft Office Excel 2016: Data Analysis With Pivottables: Student Manual

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STUDENT MANUAL

Authors Media Designer Content Editor

Julie Lowe Brian Sullivan Michelle Farney

Lesson 1: Preparing Data and Creating PivotTables......... 1

Lesson 2: Analyzing Data by Using PivotTables............. 37

Lesson 3: Working with PivotCharts.............................. 77

Advances in technology have made it possible to store ever-increasing amounts of data.

The CHOICE Home Screen

How to Use This Book

| About This Course |

A Note provides additional information, guidance, or hints about a topic or task.

| About This Course |

Local Data Sources

Lesson 1: Preparing Data and Creating PivotTables | Topic A

Lesson 1: Preparing Data and Creating PivotTables | Topic A

Figure 1-3: Clean data characteristics.

Lesson 1: Preparing Data and Creating PivotTables | Topic A

Gap and Blank Cell Considerations

Lesson 1: Preparing Data and Creating PivotTables | Topic A

Lesson 1: Preparing Data and Creating PivotTables | Topic A

Before You Begin

2. Save the file with a new name.

4. Clear any filters from the table.

Lesson 1: Preparing Data and Creating PivotTables | Topic A

5. Confirm that the entries in column A are formatted as numbers.

6. Apply the Short Date format to the entries in column B.

b) Select Home→Number→Format drop-down arrow→Short Date.

7. Confirm that entries in columns C, D, and E are formatted as numbers.

b) Repeat for columns D and E.

Lesson 1: Preparing Data and Creating PivotTables | Topic A

c) Select Home→Number→Decrease Decimal twice to remove both decimal places.

9. Confirm that entries in columns G, H, and I are formatted correctly.

10. Populate any blank cells in the table with data.

Lesson 1: Preparing Data and Creating PivotTables | Topic A

Figure 1-6: A PivotTable.

Lesson 1: Preparing Data and Creating PivotTables | Topic B

Here's a look at how the previous example would look in a worksheet.

The Create PivotTable Dialog Box

Lesson 1: Preparing Data and Creating PivotTables | Topic B

Figure 1-8: The Create PivotTable dialog box.

The Recommended PivotTables Dialog Box

Lesson 1: Preparing Data and Creating PivotTables | Topic B

The PivotTable Fields Task Pane

Lesson 1: Preparing Data and Creating PivotTables | Topic B

Figure 1-10: The PivotTable Fields task pane.

PivotTable Fields Task Description

Lesson 1: Preparing Data and Creating PivotTables | Topic B

PivotTable Fields Task Description

The PivotTable Tools Contextual Tab

Figure 1-11: The Analyze tab.

Analyze Tab Group Contains Commands For

Lesson 1: Preparing Data and Creating PivotTables | Topic B

Analyze Tab Group Contains Commands For

The Design Tab

Figure 1-12: The Design tab.

Design Tab Group Contains Commands For

Layout Toggling functionality on or off, and modifying the overall layout of a

Start with Questions, End with Structure

Lesson 1: Preparing Data and Creating PivotTables | Topic B

Figure 1-13: Source data.

Lesson 1: Preparing Data and Creating PivotTables | Topic B

Figure 1-14: PivotTable.

Lesson 1: Preparing Data and Creating PivotTables | Topic B