2020

Introduction to Pivot
Tables
WEBINAR
BARB HENDERSON CONSULTING LTD
Table of Contents
Introduction to Pivot tables .......................................................................................................................... 2
Create a table ............................................................................................................................................ 2
Change the name of fields ........................................................................................................................ 4
Turn on and off Pivot table totals ............................................................................................................. 5
Enter percent of total................................................................................................................................ 6
Insert a calculated field ............................................................................................................................. 7
Replace blank cells .................................................................................................................................... 7
Grouping feature....................................................................................................................................... 7
Slicers ........................................................................................................................................................ 8
Two charts with one slicer ........................................................................................................................ 8

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Introduction to Pivot tables

Create a table
• Select a cell in your data
• Go to the insert tab and Select table

• Once your table is created, select Pivot Table

• From the dialogue box select the table name

• Select new worksheet

• Your new worksheet will display the Pivot Fields

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 • The Pivot Table is created by dragging field names into the rows, column and values boxes.
• Primarily what you are analyzing is located in the rows box.
• Drag salesperson into rows and amount into values

There are three options to breaking down the sales into categories:

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 1. Add the types of sale to the column box to break-up what they sold.
2. Add the categories below the sales person in the rows box
a. Rows
i. Sub rows

3. Add the categories to the filter box

Change the name of fields

Double click the field name and you will get a dialog box

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From here you are able to change the name of the field

Click on the “Number Format” and you will be able to change the data type.

Turn on and off Pivot table totals

When you have a Pivot Table on your worksheet, two different tabs will be added

Click on the design tab

From this ribbon you are able to select what totals you would like to have displayed.

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Enter percent of total
To display the percent of the grand total for each of our sales people

- Enter the Sum of Amount for a second time

- Click on the list arrow for the second Sum of Amount

- -go to value field settings

- Show Value As tab

- Click the list arrow beside the “No Calculation”

- Select % of Grand Total

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Insert a calculated field
Go to Analyze.

o Fields and sets

o Select calculated Fields

• Calculate between two fields in pivot table - name the field

• It will be added to the pivot table

• Right click to sort

• Calculate percent -right click and select show values as column total

• Analyze pivot chart

• Defer update

Replace blank cells

-right click on blanks in pivot table and pivot table options and
go to layout and format tab
-for empty cells show number or text

Grouping feature
Select fields in pivot chart -right click - Select group
Will create a group - can rename

Right click to group dates and numbers in your pivot table

Automatically update your pivot table when you open the file -right click on your pivot table - pivot table
options - data tab - refresh date when opening

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Slicers
-on the Analyze tab
- Change colour of the slicer by the slicer style

Two charts with one slicer

- Right click on slicer
- Select report connections

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