PivotTable Tutorial1

Welcome
Instructions for screen readers: Make your first PivotTable. PivotTables are not as hard as you think. After you go through 21 more sheets in
this tutorial, you'll learn how to quickly create one. The instructions for each sheet start in cell A1, and each subsequent step is in cell A2, A3,
and so on.
The instructions will indicate which cells to navigate to for use of a feature, or further reading.
To start, press CTRL+PAGE DOWN.
Make your first PivotTable

PivotTables are not as hard as you think. After you walk through
these simple steps, you'll know how to quickly create one.
Let's go >
Go back to top by pressing CTRL+HOME. To start the tour, press CTRL+PAGE DOWN.
What is a PivotTable? In its most basic form, a PivotTable takes data and summarizes it so you can make sense of it, all without typing any formulas!
What
Cells is a E17
B10 through PivotTable? In itsaremost
contain Data. There basic form,
four columns: a PivotTable
Date, Buyer, takesEach
Type, and Amount. data andhassummarizes
column various values forit each
so you
row.
can make sense of it, all without typing any formulas!
Cells H10 through I14 contain a PivotTable which summarizes the data. The PivotTable has two columns: Buyer and Sum of Amount. The Buyer column contains the values Dad, Mom, Kelly, and Grand Total; The Sum of Amount column contains the values $20, $544, $270, and $834.
To continue with this tutorial, press CTRL+PAGE DOWN. To go to the previous sheet, press CTRL+PAGE UP.
Give feedback on this tutorial
This is data. This simple PivotTable summarizes the data.
Date Buyer Type Amount Buyer Sum - Amount

01-Jan Mom Fuel $74 Dad $20
15-Jan Mom Food $235 Mom $544
17-Jan Dad Sports $20 Kelly $270
21-Jan Kelly Books $125 Total Result $834
02-Feb Mom Food $235
20-Feb Kelly Music $20
25-Feb Kelly Tickets $125
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Page 2 of 31
That was a simple example. Here's a more sophisticated one. This one shows the spending amounts broken down by type of purchase and by buyer.
That
Cells was aE17
B10 through simple example.
contain Data. There areHere's a more
four columns: Date,sophisticated one. This
Buyer, Type, and Amount. Each one shows
column thevalues
has various spending
for each row.
amounts broken down by type of purchase and by buyer.
Cells G10 through K18 contain a more sophisticated PivotTable which summarizes the data. The PivotTable has five columns: Type, Dad, Kelly, Mom, and Grand Total. The Type column contains the values Books, Food, Fuel, Music, Sports, and Tickets. The Dad, Kelly, and Mom columns contain various dollar amounts, and the Grand Total column contains the total dollar amounts for each Type.
A more sophisticated PivotTable
Date Buyer Type Amount Sum - Amount Buyer

01-Jan Mom Fuel $74 Type Dad Kelly Mom Total Result
15-Jan Mom Food $235 Books $125 $125
17-Jan Dad Sports $20 Food $470 $470
21-Jan Kelly Books $125 Fuel $74 $74
02-Feb Mom Food $235 Music $20 $20
20-Feb Kelly Music $20 Sports $20 $20
25-Feb Kelly Tickets $125 Tickets $125 $125
Total Result $20 $270 $544 $834
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Page 3 of 31
There are also PivotCharts, which are a more visual way to summarize and make sense of the data. We won't be covering these, but for now, just know that they're possible to do.
There
Cells are E17
B10 through also PivotCharts,
contain which
Data. There are are a Date,
four columns: more visual
Buyer, Type,way to summarize
and Amount. and
Each column has make senseforof
various values the
each row.
data. We won't be covering these, but for now, just know that they're possible to do.
To the right of the data is a PivotChart which summarizes and visualizes the data. To select it, press ALT+H, FD, P. Then use your arrows keys to move to PivotChartExample and press Enter. When you're done, press CTRL G, type A4, then Enter.
This PivotChart summarizes and visualizes the data.
Date Buyer Type Amount Sum - Amount

Total Result Buyer
01-Jan Mom Fuel $74 Type
Tickets Dad Kelly Mom Total Result
15-Jan Mom Food $235 Books $125 $125
Sports
17-Jan Dad Sports $20 Food $470 Buyer$470
Dad
Music
21-Jan Kelly Books $125 Fuel $74 Kelly $74
02-Feb Mom Food $235 Fuel
Music $20 Mom $20
20-Feb Kelly Music $20 Sports
Food $20 $20
25-Feb Kelly Tickets $125 Tickets
Books $125 $125
Total$0
Result $20 $270
$200 $400 $600 $800 $1,000 $544 $834
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Page 4 of 31
But let's back up. The first step to making a good PivotTable is to make sure the data is in good shape. So, make sure you do the following before you make one:
But
Cells B10 let's back
through up. The
E17 contain Data. first
Therestep tocolumns:
are four making a good
Date, PivotTable
Buyer, Type, and Amount. is to make
Each columnsure the data
has values, is in good
no duplicates, and no blanks.
shape. So, make sure you do the following before you make one:
There is a label pointing to the columns that says, "Name your columns." There is also a label pointing to the rows that says, "And make sure there are no duplicate rows, or blank cells."
Name your columns.
Date Buyer Type Amount

01-Jan Mom Fuel $74
15-Jan Mom Food $235
17-Jan Dad Sports $20 And make sure there are no
21-Jan Kelly Books $125 duplicate rows, or blank cells.
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Page 5 of 31
Something to keep in mind: Lots of people use the word "column." But to a PivotTable, a column is a "field." Remember this as you progress with the tutorial.
Something
Cells tocontain
B10 through E17 keepData.in There
mind:are Lots of people
four columns: use the
Date, Buyer, Type,word column.
and Amount. Each But
columntohasa PivotTable, a itcolumn
a label pointing to that says "Field."
is a field. Try to remember this as you progress with the tutorial.
GOOD TO KNOW: Why the word "field"? It's just a traditional term used when working with data and database applications. The PivotTable menus and buttons use the word "field" a lot. So if you get used to it now, it will make things easier as you make PivotTables.
Field Field Field Field

GOOD TO KNOW
Why the word "field"? It's just a traditional
Date Buyer Type Amount term used when working with data and
database applications.
01-Jan Mom Fuel $74
15-Jan Mom Food $235 The PivotTable menus and buttons use the
17-Jan Dad Sports $20 word "field" a lot. So if you get used to it now,
it will make things easier as you make
21-Jan Kelly Books $125 PivotTables.
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Page 6 of 31
Let's focus on one of the fields. One of the fields below, the Amount field, is probably the most important. Wouldn't it be great if it was summed up?
Let's
Cells focusE17
B10 through oncontain
oneData. of the
Therefields.
are four One ofDate,
columns: the Buyer,
fieldsType,
below, the Amount
and Amount. field,
The Amount is probably
column the most
has a label pointing to it that says "This field should be summed up."
important. Wouldn't it be great if it was summed up?
This field should be summed up.

01-Jan Mom Fuel $74
17-Jan Dad Sports $20
21-Jan Kelly Books $125
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Page 7 of 31
So we did that. We summed up the Amount field with a PivotTable. (Really?) Yes. Sum of Amount and $834 make up a small PivotTable that totals up the Amount field.
So
Cells B10we did E17
through that. WeData.
contain summed
There areup
fourthe Amount
columns: field Type,
Date, Buyer, withand
a PivotTable. (Really?)
Amount. Each column Sum for
Yes. values
has various ofeach
Amount
row.
and $834 make up a small PivotTable that totals up the Amount field.
Cells H10 and H11 contain a PivotTable which totals the Amount column. The PivotTable has one column: Sum of Amount. And that column only has one value: $834. There is a label pointing to the PivotTable that says, "It may not look like much, but this is a PivotTable."
It may not look like much, but this is a PivotTable.

01-Jan Mom Fuel $74 $834
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Page 8 of 31
Why make such a small PivotTable? Because it emphasizes the concept of a PivotTable value
Why make such a small PivotTable? Because it emphasizes the concept of a PivotTable value field. If one of the fields in your data contains numeric values, a PivotTable can total it up. When it does this, it's called a PivotTable value field.
Cells B11 through E18 contain Data. There are four columns: Date, Buyer, Type, and Amount. Each column has various values for each row. There is a label pointing to the Amount column that says, "This field contains numeric values…"
field
Cells H11. and
If one of thea PivotTable
H12 contain fields inwhich
yourtotals
data thecontains numeric
Amount column. values,has
The PivotTable a one
PivotTable can
column: Sum total itAnd
of Amount. up.thatWhen
columnitonly has one value: $834. There is a label pointing to the PivotTable that says, "…and this PivotTable made it into a 'value field.'"
does this,
To continue with it's calledpress
this tutorial, a PivotTable valueTofield
CTRL+PAGE DOWN. go to. the previous sheet, press CTRL+PAGE UP.
...and this PivotTable

This field contains numeric values...
made it into a value field.

01-Jan Mom Fuel $74 $834
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Page 9 of 31
PivotTables start getting interesting when you add conditions that divide or break down the value field. In this case, we added a new condition of Buyer to divide the value field.
PivotTables
Cells B11 through E18start
containgetting
Data. Thereinteresting
are four columns:when you add
Date, Buyer, Type,conditions thatcolumn
and Amount. Each divide hasor break
various down
values the
for each row.
value field. In this case, we added a new condition of Buyer to divide the value field.
Cells H11 through I15 contain a PivotTable which summarizes the data. The PivotTable has two columns: Buyer and Sum of Amount. The Buyer column contains the values Dad, Kelly, Mom, and Grand Total; the Sum of Amount column contains the values $20, $270, $544, and $834. There is a label pointing to the Buyer column that says, "We added a condition here to divide the value field by 'Buyer.'" There is also a label that points to the Sum of Amount column that says "Value field."
We added a condition here to divide the value

Value field
field by Buyer.

15-Jan Mom Food $235 Kelly $270
17-Jan Dad Sports $20 Mom $544
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Page 10 of 31
And here's another version of the PivotTable, but this time we added the condition of Type to see how much was spent for each type of purchase.
And
Cells here's
B10 through E17another
contain Data.version ofcolumns:
There are four the PivotTable,
Date, Buyer, Type,but this time
and Amount. Eachwe added
column thevalues
has various condition of
for each row.
Type to see how much was spent for each type of purchase.
Cells H10 through I17 contain a PivotTable which summarizes the data. The PivotTable has two columns: Type and Sum of Amount. The Type column contains the values Books, Food, Fuel, Music, Sports, Tickets, and Grand Total; the Sum of Amount column contains the values $125, $470, $74, $20, $20, $125, and $834. There is a label pointing to the Type column that says, "We added a condition here to divide the value field by 'Type.'" There is also a label that points to the Sum of Amount column that says, "Value field."
We added a condition here to divide the value

Value field
field by Type.
Date Buyer Type Amount Type Sum - Amount

01-Jan Mom Fuel $74 Books $125
15-Jan Mom Food $235 Food $470
17-Jan Dad Sports $20 Fuel $74
21-Jan Kelly Books $125 Music $20
02-Feb Mom Food $235 Sports $20
20-Feb Kelly Music $20 Tickets $125
25-Feb Kelly Tickets $125 Total Result $834
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Page 11 of 31
Another PivotTable term: The conditions we've added so far are called PivotTable row fields. In these examples, the row field breaks down, or divides, the value field.
Another
Cells PivotTable
B10 through term:
E17 contain Data. ThereThe conditions
are four we've
columns: Date, added
Buyer, soAmount.
Type, and far areEachcalled PivotTable
column row for
has various values fields
each. row.
In
these examples, the row field breaks down, or divides, the value field.
Cells H10 through I14 contain a PivotTable which summarizes the data. The PivotTable has two columns: Buyer, and Sum of Amount. The Buyer column contains the values Dad, Kelly, Mom, and Grand Total; the Sum of Amount column contains the values $20, $270, $544, and $834. There is a label pointing to the Buyer column that says, "Row field." There is also a label that points to the Sum of Amount column that says "Value field."
Row field Value field

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Page 12 of 31
Let's review. You'll learn how to actually make a PivotTable in a few moments. But let's review the concepts we've taught you so far:
LET'S REVIEW
Cells B10 through E17 contain Data. There are four columns: Date, Buyer, Type, and Amount. Each column has various values for each row. There is a label pointing to the data that says, "First start with good data."
Cells H10 through I14 contain a PivotTable which summarizes the data.
TheYou'll learn
PivotTable hashow to actually
two columns: Buyer,make a PivotTable
and Sum of Amount. Thein Buyer
a fewcolumn
moments.
containsBut let's review
the values theMom,
Dad, Kelly, concepts we've
and Grand Total. The Sum of Amount column contains the values $20, $270, $544 and $834. There is a label pointing to the Buyer column that says, "A 'row field' breaks down..." There is also a label that points to the Sum of Amount column that says, "...a 'value field.'"
To taught
continue you so tutorial,
with this far: press CTRL+PAGE DOWN. To go to the previous sheet, press CTRL+PAGE UP.
First, start with good A row field breaks down... a value field.
data.
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Page 13 of 31
When you create a PivotTable in a moment, you'll see the PivotTable Fields List. It's not just a list though, it's a more like a panel. At the top you'll see the fields from your data.
When
Cells youF21
C14 through create
containaData.
PivotTable
There are fourin a moment,
columns: you'll
Date, Buyer, Type,see the PivotTable
and Amount. Each columnFields Listvalues
has various . It's for
noteach
just a
row.
list though, it's a more like a panel. At the top you'll see the fields from your data.
There is a label pointing to the data fields that says, "Excel looks at your data..."
There is an arrow that starts at the top of the field names and points to the same field names in a picture of the PivotTable Fields List.
Excel looks at ...and then lists

your data... the fields, by
name, here.
01-Jan Mom Fuel $74
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Page 14 of 31
Type)
don't
contain
numerical
values, so
they
aren't the
best ones
to usedo
Don't forthis now but in a couple steps, you'll work with a PivotTable. The first thing you'll do is create a value field. You'll do that by dragging the Amount field to the Values area.
the value
A Don't
PivotTable
field. do this
Fields nowshows
List image but an
in arrow
a couple steps, you'll
cursor dragging work
the Amount fieldwith
to theaValues
PivotTable.
area. The first thing you'll do is
create a value field. You'll do that by dragging the Amount field to the Values area.
BEST PRACTICE
If you're ever unsure how to start a
PivotTable, think about creating the value
field first.
Fields that are best for value fields are ones

with numerical amounts. In this example,
Amount is the best one.
The other fields (Date, Buyer, Type) don't

contain numerical values, so they aren't the
best ones to use for the value field.
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Page 15 of 31
After you drag the field to the Values area, "Sum of Am..." will appear at the bottom of the
After you drag the field to the Values area, "Sum of Am..." will appear at the bottom of the PivotTable Fields List. (Sometimes Excel doesn't have room to show the full name, which is really "Sum of Amount.")
Cells E12 and E13 contain a PivotTable which totals the Amount column. The PivotTable has one column: Sum of Amount. And that column only has one value: $834. There is a label pointing to the PivotTable that says, "Creating a value field sums up the 'Amount' field and makes a small PivotTable like this."
PivotTable
PivotTable Fields
Fields List imageList.
shows(Sometimes Excel doesn't
"Sum of Am…" highlighted havearea.
in the Values room to show the full name, which is really
To "Sum
continueof Amount.")
with this tutorial, press CTRL+PAGE DOWN. To go to the previous sheet, press CTRL+PAGE UP.
Creating a value field sums up the Amount

field and makes a small PivotTable like this.
Sum - Amount
$834
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Page 16 of 31
Then you'll want a condition to divide the value field by. And to do that, you drag any of the other fields down to the Rows area.
Then Fields
PivotTable you'll
Listwant a condition
image shows to divide
an arrow cursor the
dragging the value
Buyer field
field to by.area.
the Rows AndThetoRows
do area
that,is highlighted.
you'd drag any of
the other fields down to the Rows area.
Cells E12 and E13 contain a PivotTable which totals the Amount column. The PivotTable has one column: Sum of Amount. And that column only has one value: $834.
Sum - Amount
$834
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Page 17 of 31
Now that the Buyer field is in the Rows area, you'll see that the PivotTable shows each buyer's amount. You'll see how easy this is in a second...and the great part about this is it doesn't require typing any formulas!
Now that the Buyer field is in the Rows area, you'll see that the PivotTable shows each buyer's
Cells D12 and E16 contain a PivotTable. The PivotTable has two columns: Row Labels and Sum of Amount. Row Labels contains the values Dad, Kelly, Mom, and Grand Total. Sum of Amount contains the values $20, $270, $544, and $834.
amount.
There is a labelYou'll
pointingsee how
to the Roweasy this
Labels is inthat
column a second...and the'Buyer'";
says, "The row field great part about
another this istoitthe
label points doesn't requirecolumn
Sum of Amount typingthat says, "Divides the value field 'Sum of Amount.'"
any formulas!
A PivotTable Fields List image shows "Buyer" highlighted in the Rows area.
Divides up the value

The row field (Buyer)
field (Sum of Amount).
Buyer Sum - Amount

Dad $20
Kelly $270
Mom $544
Total Result $834
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Page 18 of 31
WORK WITH THE PIVOTTABLE FIELDS LIST
WORK WITH THE PIVOTTABLE FIELDS LIST
Cells B14 through E21 contain Data. There are four columns: Date, Buyer, Type, and Amount. Each column has various values for each row.
1. In cells H14 through J31 is the PivotTable Area. Navigate to any of those cells.
2. Press ALT+JT, L to launch the PivotTable Fields List. Focus will default to the Search text box: "Type words to search for" edit. Do not type anything, instead, tab once.
1 your
3. Press Below
arrowand
keys move to the 2
totothe The
Amount PivotTable
field. Press SPACEBAR to add 3 the Amount
Drag the Amount
field field area. 4
to the Values Drag the Buyer
right,keys
4. Press arrows is the
to move to the Buyer field.Fields list shouldto add the Buyer field
Press SPACEBAR down to the
to the Rows Values field
area. Press ESC key to exit down toFields
PivotTable the pane.
Note: AfterPivotTable
you complete Area. appear
steps 3 and 4, you may have toonmake
the right.
the columns wider toarea. Rows area.(This is a common "extra step" you have to do after creating a PivotTable.)
see all of the text and numbers in the PivotTable.
To continueClick
withanywhere
this tutorial, press CTRL+PAGEIfDOWN.
you don't see
To go toit,
the previous sheet, press CTRL+PAGE UP.
Give feedbackinside thattutorial
on this area. right-click the
PivotTable Area, and
then click Show
Field List.
Date Buyer Type Amount (empty)

01-Jan Mom Fuel $74
Note: After you complete

steps 3 and 4, you may
have to make the columns
wider to see all of the text
and numbers in the
PivotTable. (This is a
common "extra step" you
have to do after creating a
Previous Next
PivotTable.)
Feedback
Page 19 of 31
Sum - Amount
$834
Months
Jan Feb Total Result
Date Buyer Type Amount Sum - Amount Buyer
01-Jan Mom Fuel $74 Months Dad Kelly Mom
15-Jan Mom Food $235 Jan $20 $125 $309
17-Jan Dad Sports $20 Feb $145 $235
21-Jan Kelly Books $125 Total Result $20 $270 $544
Total Result Buyer Sum - Amount
$454 Dad $20
$380 Kelly $270
$834 Mom $544
Total Result $834
On the next step, you'll create a PivotTable from scratch. And when you do, there's something to keep in mind: Excel puts Pivo
Onis the
There next
a picture thatstep,
shows 4you'll create
sheet tabs named a17,PivotTable from
18, 19, 20, and Learn scratch.
More. 20 is the When you do, there's som
active tab.
keep in mind: Excel puts PivotTables on a new, separate sheet to the left of the sheet yo
There is a caption under the picture that says, "For example, let's say your data is on a sheet named "20." If you created a Pivo
There is a picture that shows a new sheet tab called "Sheet12" that is in between sheet 19 and 20.
If you created a PivotTable, Excel would put it on a new sheet to the left. It would name it "Sheet" and then assign a number t
WHY DOES THIS HAPPEN? Well, the full name for a PivotTable is: "PivotTable Report." A report is based on data, and typically
For example, ...Excel would

let's say your put it on a new
data is on a sheet to the left.
sheet named It would name it
"20." If you "Sheet" and
created a then assign a
PivotTable... number to it
like "12", "13,"
WHY DOES THIS HAPPEN? etc. You can
always to putdouble-
Well, the full name for a PivotTable is: "PivotTable Report." A report is based on data, and typically people
like to see the reports separately from all of the data itself. Now, it is possible PivotTables on the
click the name,
same sheet as the data. But most of the time, PivotTables need a lot of space, so putting them on a new
sheet is a good idea.
and name it
something else
like
"PivotTable."
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in mind: Excel puts PivotTables on a new, separate sheet to the left of the sheet you are on.
u do, there's something to
t of the sheet you are on.
0." If you created a PivotTable…"
then assign a number to it like "12", "13," etc. You can always select the sheet, Alt+H, O, R, and name it something else like "PivotTable."
d on data, and typically people like to see the reports separately from all of the data itself. Now, it is possible to put PivotTables on the sam
l would
n a new
o the left.
d name it
" and
sign a
r to it
2", "13,"
u can
utdouble-
ata, and typically people
PivotTables on the
he name,
putting them on a new
me it
ing else
Table."
Next
ething else like "PivotTable."
to put PivotTables on the same sheet as the data. But most of the time, PivotTables need a lot of space, so putting them on a new sheet is
utting them on a new sheet is a good idea.
MAKE A PIVOTTABLE FROM SCRATCH
MAKE A PIVOTTABLE FROM SCRATCH
Cells B15 through E22 contain Data. There are four columns: Date, Buyer, Type, and Amount. Each column has various values
1. Navigate to any of the data cells.
2. Remember that after step 4, a new sheet will be created. And when that happens, remember to use ALT+JT, L to open the P
1 ALT+N,V
3. Press Click anywhere 2 Remember
to access the Create PivotTable dialog box. that 3 At the top of Excel,
inside
4. Press ENTER to the data
accept the default options. after step 4, a new click the Insert tab,
below.
To continue with this tutorial, press CTRL+PAGE sheet
DOWN. will
Tobe and
go to the previous sheet, thenCTRL+PAGE
press click the UP.
Give feedback on this tutorial created. And when PivotTable button.
that happens,
remember to drag
Amount to the
Values area, and
Buyer to the Rows
area.
01-Jan Mom Fuel $74
Previous
Feedback
ount. Each column has various values for each row.
member to use ALT+JT, L to open the PivotTable Fields List if it's not open already. Then add the Amount field to the Values area, and Buye
e top of Excel, 4 In the dialog box
he Insert tab, that appears, click
hen click the
ss CTRL+PAGE UP. OK.
Table button.
Next
to the Values area, and Buyer to the Rows area.
Good job. You made it.
But keep going! There's more to learn…
More Pivot info: Discover more you can do by reading this helpful article on PivotTables.
Good job. You made it.

Clean data is key: Excel can help. Check out this article to learn more about Get & Transform.
LinkedIn Learning: Video courses for all levels—from beginner to advanced. Take at your own pace.
Community: Connect with other Excel fans. They can help you, and you can help them.
But keep going! There's more to learn...
More pivot info Clean data is key LinkedIn Learning Community

Discover more you Excel can help. Video courses for Connect with other
can do by reading Check out this all levels—from Excel fans. They can
this helpful article article to learn beginner to help you, and you
on PivotTables. more about Get & advanced. Take at can help them.
Transform. your own pace.
Learn more Learn more Learn more Learn more
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Welcome

Make your first PivotTable

This is data. This simple PivotTable summarizes the data.

Date Buyer Type Amount Buyer Sum - Amount

A more sophisticated PivotTable

Date Buyer Type Amount Sum - Amount Buyer

This PivotChart summarizes and visualizes the data.

Date Buyer Type Amount Sum - Amount

Name your columns.

Date Buyer Type Amount

Field Field Field Field

This field should be summed up.

Date Buyer Type Amount

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

Date Buyer Type Amount Sum - Amount

...and this PivotTable

Date Buyer Type Amount Sum - Amount

We added a condition here to divide the value

Date Buyer Type Amount Buyer Sum - Amount

We added a condition here to divide the value

Date Buyer Type Amount Type Sum - Amount

Row field Value field

Date Buyer Type Amount Buyer Sum - Amount

Excel looks at ...and then lists

Fields that are best for value fields are ones

The other fields (Date, Buyer, Type) don't

Creating a value field sums up the Amount

Divides up the value

Buyer Sum - Amount

Date Buyer Type Amount (empty)

Note: After you complete

For example, ...Excel would

Good job. You made it.

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

More pivot info Clean data is key LinkedIn Learning Community

Learn more Learn more Learn more Learn more

Give us feedback on this tutorial

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