PivotTable Tutorial1

Welcome
nstructions for screen readers: Make your first PivotTable. PivotTables are not as hard as you think. By going through 21 more sheets in
his 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've walked through
these simple steps, you'll know how to quickly create one.
Go back to top by pressing CTRL+HOME. To start the tour, press CTRL+PAGE DOWN.
Let's go >
What is a PivotTable? In its most basic form, a PivotTable takes data and summarises it so you can make sense of it, all without typing any formulas!
What
Cells B10 to is
E17acontain
PivotTable?
data. There In
areits
fourmost basic
columns: Date,form, a PivotTable
Buyer, Type and Amount.takes data has
Each column and summarises
various it so
values for each you
row.
Cells H10 to I14 contain a PivotTable that summarises the data. The PivotTable has two columns: Buyer and Sum of Amount. The Buyer column contains the values Dad, Mum, Kelly and Grand Total; the Sum of Amount column contains the values £20, £544, £270 and £834.
can make
To continue sense
with this of it,
tutorial, allCTRL+PAGE
press without DOWN.
typingToany
go toformulas!
the previous sheet, press CTRL+PAGE UP.
This is data. This simple PivotTable summarises the data.
Date Buyer Type Amount Buyer Sum of Amount

01-Jan Mum Fuel £74 Dad £20
15-Jan Mum Food £235 Kelly £270
17-Jan Dad Sports £20 Mum £544
21-Jan Kelly Books £125 Grand Total £834
02-Feb Mum Food £235
20-Feb Kelly Music £20
25-Feb Kelly Tickets £125
Previous Next
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 B10 towas a simple
E17 contain example.
data. There Here's Date,
are four columns: a more
Buyer,sophisticated
Type and Amount.one. This one
Each column shows
has various theforspending
values each row.
Cells G10 to K18 contain a more sophisticated PivotTable that summarises the data. The PivotTable has five columns: Type, Dad, Kelly, Mum and Grand Total. The Type column contains the values Books, Food, Fuel, Music, Sports and Tickets. The Dad, Kelly and Mum columns contain various amounts, and the Grand Total column contains the total amounts for each Type.
To amounts
continue withbroken down
this tutorial, press by type ofDOWN.
CTRL+PAGE purchase
To go toand by buyer.
the previous sheet, press CTRL+PAGE UP.
A more sophisticated PivotTable
Date Buyer Type Amount Sum of Amount Buyer

01-Jan Mum Fuel £74 Type Dad Kelly Mum Grand Total
15-Jan Mum Food £235 Books £125 £125
17-Jan Dad Sports £20 Food £470 £470
21-Jan Kelly Books £125 Fuel £74 £74
02-Feb Mum Food £235 Music £20 £20
20-Feb Kelly Music £20 Sports £20 £20
25-Feb Kelly Tickets £125 Tickets £125 £125
Grand Total £20 £270 £544 £834
Previous Next
There are also PivotCharts, which are a more visual way to summarise 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 arecontain
B10 to E17 alsodata.
PivotCharts,
There are four which
columns:are
Date,aBuyer,
moreTypevisual way toEach
and Amount. summarise and make
column has various sense
values for of the
each row.
To the right of the data is a PivotChart that summarises and visualises the data. To select it, press ALT+H, FD, P. Then use your arrows keys to move to PivotChartExample and press Enter. When you've finished, press CTRL G, type A4, then Enter.
data. We
To continue withwon't be covering
this tutorial, these,
press CTRL+PAGE butTofor
DOWN. now,
go to just know
the previous sheet, that they're possible
press CTRL+PAGE UP. to do.
This PivotChart summarises and visualises the data.
Date Buyer Type Amount Sum of Amount Column Labels

01-Jan Mum Fuel £74 Tickets
Row Labels Dad Kelly Mum Grand Total
15-Jan Mum Food £235 Books
Sports £125 £125
17-Jan Dad Sports £20 Food £470 £470
21-Jan Kelly Books £125 Music
Fuel £74 Dad£74
02-Feb Mum Food £235 Music
Fuel £20 Kelly
£20
20-Feb Kelly Music £20 Sports £20 Mum£20
Food
25-Feb Kelly Tickets £125 Tickets £125 £125
Books
Grand Total £20 £270 £544 £834
£0 £100 £200 £300 £400 £500
Previous Next
But let's go back a bit. 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
to E17 go back
contain data.aThere
bit.are
The
fourfirst stepDate,
columns: to making
Buyer, Typeaand
good PivotTable
Amount. Each column ishas
to values,
makenosure the data
duplicates and no is
blanks.
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".
To in goodwith
continue shape. So, make
this tutorial, sure you
press CTRL+PAGE do the
DOWN. To gofollowing before
to the previous you CTRL+PAGE
sheet, press make one: UP.
Name your columns.
Date Buyer Type Amount

01-Jan Mum Fuel £74
15-Jan Mum Food £235
17-Jan Dad Sports £20
21-Jan Kelly Books £125 And make sure there are no
duplicate rows or blank cells.
Previous Next
Something to bear in mind: Lots of people use the word "column". But to a PivotTable, a column is a "field". Remember this as you progress through the tutorial.
Something
Cells B10 to E17 containto bear in mind:
data. There Lots ofDate,
are four columns: people
Buyer,use
Typethe Amount.column.
and word But
Each column hasto a PivotTable,
a label a says "Field".
pointing to it that
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.
To column is athisfield
continue with . Trypress
tutorial, to remember thisToasgoyou
CTRL+PAGE DOWN. to theprogress through
previous sheet, the tutorial.
press CTRL+PAGE UP.
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
01-Jan Mum Fuel £74 database applications.
17-Jan Dad Sports £20 The PivotTable menus and buttons use the
word "field" a lot. So if you get used to it now,
21-Jan Kelly Books £125 it will make things easier as you make
02-Feb Mum Food £235 PivotTables.
Previous Next
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 B10 tofocus on data.
E17 contain oneThere of the fields.
are four One
columns: ofBuyer,
Date, the fields
Type and below, The Amount
Amount.the field,
Amount column hasisa label
probably
pointingthe
to it that says "This field should be summed up".
To continue with this tutorial, press CTRL+PAGE DOWN. To go to the previous sheet, press CTRL+PAGE UP.
most important. Wouldn't it be great if it was summed up?
This field should be summed up.

21-Jan Kelly Books £125
Previous Next
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 didcontain
to E17 that.data.
WeThere
summed
are four columns: Amount
up the Date, fieldand
Buyer, Type with a PivotTable.
Amount. (Really?)
Each column has Sum
Yes. for
various values eachof
row.
Cells H10 and H11 contain a PivotTable that 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".
To Amount
continue with this £834
and tutorial,make up a small
press CTRL+PAGE PivotTable
DOWN. To go to the that totals
previous sheet,up the
press Amount
CTRL+PAGE UP.field.
It may not look like much, but this is a PivotTable.
Date Buyer Type Amount Sum of Amount

01-Jan Mum Fuel £74 £834
Previous Next
Why make such a small PivotTable? Because it emphasises 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.
Why make such a small PivotTable? Because it emphasises the concept of a PivotTable value
Cells B11 to 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 fields
H12 contain in that
PivotTable your data
totals the contains numeric
Amount column. values,has
The PivotTable a one
PivotTable can
column: Sum total itAnd
of Amount. up.that
When
column only has one value: £834. There is a label pointing to the PivotTable that says "…and this PivotTable made it into a 'value field'."
To it
continue
does withthis,thisit'stutorial,
called press CTRL+PAGE DOWN.
a PivotTable To go
value to the
field . previous sheet, press CTRL+PAGE UP.
...and this PivotTable

This field contains numeric values...
made it into a value field.
Date Buyer Type Amount Sum of Amount

01-Jan Mum Fuel £74 £834
Previous Next
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 start
B11 to E18 contain data.getting interesting
There are four columns: Date,when
Buyer, you addAmount.
Type and conditions that has
Each column divide
variousorvalues
break down
for each row.the
Cells H11 to I15 contain a PivotTable that summarises the data. The PivotTable has two columns: Buyer and Sum of Amount. The Buyer column contains the values Dad, Kelly, Mum 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".
To value
continuefield. In tutorial,
with this this case,
press we added
CTRL+PAGE a new
DOWN. To gocondition Buyerpress
of sheet,
to the previous to CTRL+PAGE
divide the UP.value field.
We added a condition here to divide the

Value field
value field by Buyer.

Previous Next
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 B10 tohere's another
E17 contain data. Thereversion of the
are four columns: Date,PivotTable, but this
Buyer, Type and Amount. Eachtime we
column hasadded theforcondition
various values each row. of
Cells H10 to I17 contain a PivotTable that summarises 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".
Type to
To continue see
with this how
tutorial,much was spent
press CTRL+PAGE DOWN. for each
To go to thetype ofsheet,
previous purchase.
press CTRL+PAGE UP.
We added a condition here to divide the

Value field
value field by Type.
Date Buyer Type Amount Type Sum of Amount

01-Jan Mum Fuel £74 Books £125
15-Jan Mum Food £235 Food £470
17-Jan Dad Sports £20 Fuel £74
21-Jan Kelly Books £125 Music £20
02-Feb Mum Food £235 Sports £20
20-Feb Kelly Music £20 Tickets £125
25-Feb Kelly Tickets £125 Grand Total £834
Previous Next
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 to E17 contain data. Thereterm:
are fourThe conditions
columns: we've
Date, Buyer, added
Type and Amount. soEach
farcolumn
are called PivotTable
has various row
values for each row.fields .
Cells H10 to I14 contain a PivotTable that summarises the data. The PivotTable has two columns: Buyer and Sum of Amount. The Buyer column contains the values Dad, Kelly, Mum 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".
In these
To continue examples,
with this tutorial, press row fieldDOWN.
the CTRL+PAGE breaks down,
To go or divides,
to the previous value field
the CTRL+PAGE
sheet, press UP..
Row field Value field

Previous Next
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 to 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 to I14 contain a PivotTable that summarises the data.
TheYou'll learn
PivotTable hashow to actually
two columns: Buyermake a of
and Sum PivotTable
Amount. TheinBuyer
a few moments.
column Butvalues
contains the let's Dad,
review
Kelly,the
Mumconcepts
and Grandwe've
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'."
taught you so far:
First, start with good data. a value

A row field breaks down...
field.
Previous Next
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 you
C14 to F21 create
contain data.aThere
PivotTable in aDate,
are four columns: moment, you'll
Buyer, Type see the
and Amount. PivotTable
Each Fieldsvalues
column has various List.forIt'seach
not just
row.
There is a label pointing to the data fields that says "Excel looks at your data..."
a list
There is anthough
arrow that–starts
it's aat more
the top like
of theafield
panel.
namesAtandthe top
points you'll
to the samesee
fieldthe fields
names fromofyour
in a picture data. Fields List.
the PivotTable
Excel looks at your data... ...and then lists the fields,

by name, here.

Previous Next
contain
numerical
values, so
they
aren't the
best ones
to usedo
Don't forthis now, but in a couple of 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 do
PivotTable
field. this
Fields now,shows
List image but an inarrow
a couple of steps
cursor dragging theyou'll
Amountwork
field towith a PivotTable.
the Values area. The first thing you'll
To do is create
continue with thisatutorial,
value press
field.CTRL+PAGE
You'll do thatToby
DOWN. go dragging the
to the previous Amount
sheet, field toUP.
press CTRL+PAGE 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.
Previous Next
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".)
After you drag the field to the Values area, "Sum of Am..." will appear at the bottom of the
Cells E12 and E13 contain a PivotTable that 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
with this tutorial, press CTRL+PAGE DOWN. To go to the previous sheet, press CTRL+PAGE UP.
Amount".)
Creating a value field sums up the Amount

field and makes a small PivotTable like this.
Sum of Amount
£834
Previous Next
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'llListwant a condition
image shows to dragging
an arrow cursor dividethe the value
Buyer field tofield by.area.
the Rows And Theto doarea
Rows that, you'd drag any of
is highlighted.
Cells E12 and E13 contain a PivotTable that totals the Amount column. The PivotTable has one column: Sum of Amount. And that column only has one value: £834.
the other fields down to the Rows area.
Sum of Amount
£834
Previous Next
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 it is that it doesn't require you to type 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, Mum 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
Labelsthis is inthat
column a second... and
says "The row fieldthe great
'Buyer'"; part label
another about it istothat
points it doesn't
the Sum of Amountrequire
column that says "Divides the value field 'Sum of Amount'."
A PivotTable
you to type Fields any
List image shows "Buyer" highlighted in the Rows area.
formulas!
Divides up the value

The row field (Buyer) field (Sum of
Amount).
Row Labels Sum of Amount
Dad £20
Kelly £270
Mum £544
Grand Total £834
Previous Next
WORK WITH THE PIVOTTABLE FIELDS LIST
WORK WITH THE PIVOTTABLE FIELDS LIST
Cells B14 to E21 contain data. There are four columns: Date, Buyer, Type and Amount. Each column has various values for each row.
1. In cells H14 to 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 arrow
Below keys
and to to move to the
the 2AmountThefield. Press SPACEBAR to3add theDrag
PivotTable Amount field to thefield
the Amount 4
Values area. Drag the Buyer
4. Press theright
arrow keys to move to the Buyer Fields
is the field. Press SPACEBAR to add the Buyer
list should down field
to to
thethe Rows area. Press the ESC
Values keydown
field to exittothe PivotTable Fields pane.
the
Note: AfterPivotTable
you have completed
Area. steps 3 and 4, you may have to
appear on the right. make the columns wider
area. to see all of the text and numbers
Rowsin the PivotTable. (This is a common "extra step" you have to do after creating a PivotTable.)
area.
To continue withanywhere
Click this tutorial, press CTRL+PAGE DOWN.
If you don'tTosee
go to
it, the previous sheet, press CTRL+PAGE UP.
inside that area. right-click the
PivotTable Area,
then click Show
Field List.

Note: After you have completed steps 3

and 4, you may have to make the columns
wider to see all of the text and numbers in
the PivotTable. (This is a common "extra
step" you have to do after creating a
PivotTable.)
Previous Next
In the next step, you'll create a PivotTable from scratch. And when you do, there's something to bear in mind: Excel puts PivotTables on a new, separate sheet to the left of the sheet you are on.
In the next step, you'll create a PivotTable from scratch. When you do, there's something
There is a picture that shows 4 sheet tabs named 17, 18, 19, 20 and Learn More. 20 is the active tab.
to isbear
There in mind:
a caption Excel
under the puts
picture that PivotTables onlet's
says "For example, a new, separate
say your data is on asheet to the
sheet named left
"20". of created
If you the sheet you are
a PivotTable…"
There
on.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 to it like "12", "13", etc. You can always select the sheet, Alt+H, O, R and name it something else like "PivotTable".
WHY DOES THIS HAPPEN? 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 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 a good idea.
For example, let's say ...Excel would put it on a

your data is on a sheet new sheet to the left. It
named "20". If you would name it "Sheet"
created a PivotTable... and then assign a
number to it like "12",
"13", etc. You can always
double-click the name,
and name it something
else like "PivotTable".
WHY DOES THIS HAPPEN?

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 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 a good idea.
Previous Next
MAKE A PIVOTTABLE FROM SCRATCH
MAKE A PIVOTTABLE FROM SCRATCH
Cells B15 to E22 contain data. There are four columns: Date, Buyer, Type and Amount. Each column has various values for each row.
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 PivotTable Fields List if it isn't already open. Then add the Amount field to the Values area, and Buyer to the Rows area.
1 ALT+N,V
3. Press 2 Remember
to access the Create PivotTable
Click anywhere dialogue box.
that 3 At the top of Excel, 4 In the dialogue box
4. Press ENTER to the
inside accept
datathe default options. after step 4, a new click the Insert that appears, click
To continuebelow.
with this tutorial, press CTRL+PAGEsheet
DOWN. willTobe
go to the previous sheet,
tab,press
then CTRL+PAGE
click the UP. OK.
created. And when PivotTable button.
that happens,
remember to drag
Amount to the
Values area, and
Buyer to the Rows
Date Buyer Type area.
Amount
Previous Next
Well done. You made it.
But keep going! There's more to learn…
More Pivot info: Discover other things you can do by reading this helpful article on PivotTables.
Clean data is key: Excel can help. Check out this article to learn more about Get & Transform.
Well done. You made it.
LinkedIn Learning: Video courses for all levels – from beginner to advanced. Go 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 Community

Discover other Excel can help. Connect with other
things you can do Check out this Excel fans. They
by reading this article to learn can help you, and
helpful article on more about Get & you can help them.
PivotTables. Transform.
Learn more Learn more Learn more

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Welcome

Make your first PivotTable

This is data. This simple PivotTable summarises the data.

Date Buyer Type Amount Buyer Sum of Amount

A more sophisticated PivotTable

Date Buyer Type Amount Sum of Amount Buyer

This PivotChart summarises and visualises the data.

Date Buyer Type Amount Sum of Amount Column Labels

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 of Amount

...and this PivotTable

Date Buyer Type Amount Sum of Amount

We added a condition here to divide the

Date Buyer Type Amount Buyer Sum of Amount

We added a condition here to divide the

Date Buyer Type Amount Type Sum of Amount

Row field Value field

Date Buyer Type Amount Buyer Sum of Amount

First, start with good data. a value

Excel looks at your data... ...and then lists the fields,

Date Buyer Type Amount

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

Date Buyer Type Amount

Note: After you have completed steps 3

For example, let's say ...Excel would put it on a

WHY DOES THIS HAPPEN?

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

More pivot info Clean data is key Community

Learn more Learn more Learn more

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