Pivot Table in Excel 2007

Thomas Glassenhart

Agenda

Part 1: What is a Pivot Table Part 2: How to create a Pivot Table Part 3: Modifying a Pivot Table

Using Filters
Percentages in Pivot Tables

Part 4: Grouping items in a Pivot Table

Grouping of Non-Numeric items

Grouping of Numeric Items

Part 5: How to create a Pivot Chart Q&A - More Examples?

Part 1

What is a Pivot Table

What is a Pivot Table

Pivot Tables are an excellent means to organize and summarize long and detailed data lists Pivot Tables help to reveal patterns, relations and trends which are often hidden in hundreds or thousands of data rows and to aggregate the data to a level which can be presented and easily understood Due to the flexibility of Pivot Tables, it is possible to analyze different aspects of the same data set within the same table and show the results in a table or graph Pivot Tables can be used, e.g. to analyse the results of Volumes, Model Mix or Specs Into Model Mix queries Pivot Tables are also useful to analyse CRM data or any other data sets

Example

Data List 7345 rows of data

Pivot Table Summarized info in 62 lines (created in ca. 20 seconds)

Part 2 How to create a Pivot Table Example Volumes Analysis

How to create a Pivot Table

Step 1: Use a data list, e.g. the results of a Volumes / Model Mix / Specs Into Model Mix Query that contain the Identification items (e.g. Make, Model, Fuel Type, Body Style, HP etc.) and the Volumes period(s) you want to use in your analysis. Note: The basis of a Pivot Table has to be a list of data rows with headers for each column

Data Rows

Header for each column

How to create a Pivot Table

Step 2:
Place

the cursor in one cell within the data area. Insert/Pivot Table from the Excel Toolbar

Select

How to create a Pivot Table

Step 3:
Excel

selects automatically the whole data list (alternatively, modify the Table Range) It is recommended to place the Pivot Table in a new worksheet (default setting)

Click OK to create the Pivot Table in a new Worksheet

How to create a Pivot Table

Step 4: In the new worksheet the fields in the Pivot Table Field List can be a moved to the areas of the Pivot Table and arranged as required (Drag and Drop or right click on field)

Pivot Table Field List Pivot Table

Pivot Table Areas

How to create a basic Pivot Table The Areas in a Pivot Table

Report Filter: Can be used to filter data without displaying the individual values of a field

Column Label: Defines the Column Headers

Row Labels: Defines the Row Headers

Values: Shows numbers only! In Volumes analysis, move volumes period(s) here. Non-numeric fields will be shown as Count

How to create a Pivot Table

Example

How to create a Pivot Table

The

fields in the Pivot table can be moved, combined and re-arranged at any time

How to create a Pivot Table

The

fields in the Pivot table can be moved, combined and re-arranged at any time

Live Demonstration

Exercise 1 Creating a Pivot Table

A) Open the Excel Workbook Pivot Table Exercise.xlsx B) From worksheet Data Shet create a Pivot Table showing the Body Types for each Model (compare below)

C) Change the Pivot Table, so you can see the Fuel Types for each Model

Part 3

Modifying a Pivot Table

How to Filter Data in Pivot Table

The It

fields in the Pivot table can be filtered to reduce the amount of data

is possible to filter multiple fields at a time

Any field can be filtered in the Pivot Table or within the Field List

Percentages in Pivot Tables

The Value field in a pivot table is always shown as a number The number can be shown normal or as a percentage
Right click into the Value area of the Pivot Table and select Value Field Settings form the context menu

Percentages in Pivot Tables

The Value field in a pivot table is always shown as a number The number can be shown normal or as a percentage

Percentages in Pivot Tables

The Value field in a pivot table is always shown as a number The number can be shown normal or as a percentage

Live Demonstration

Exercise 2 Percentages and Filters

A) Use the Pivot table of Exercise 1 and show the Fuel Type Mix for each Model in %-age!

B) Exclude now from the table all wagons!

Part 4

Grouping Items in a Pivot Table

Grouping Items

Sometimes it can be useful to group different items and show them together under a new Field name; e.g. in order to show one model with its name and to summarize all others

It is also possible to automatically group numeric items and create equal bands (e.g. HP or Prices)

Grouping Items

An additional field is created and added to the Pivot Table Select all items that should be grouped, right click and click Group in the context menu

Grouping Items

Remove the field that is not required

Grouping Items Field names and items can be renamed

Click the field or item that should be renamed and type in the new text in the formula line

Grouping Numeric Items

It the item is numeric, Excel offers to create groups automatically in equal steps
1. Arrange a table that contains a numeric item as Row or Column field 2. Right-click into the area that contains the are that should be grouped and select Group 3. In the new dialogue enter the required values

Grouping Numeric Items

It the item is numeric, Excel offers to create groups automatically in equal steps

Live Demonstration

Note: If your data list contains Blanks the numeric item, Excel may not group it automatically

Exercise 3 Grouping data

A) Use the Pivot Table you created in the previous example and show the Fuel Typ Mix if the Clio vs. the other models. Group the other models

B) Show HP-Bands comparing the Clio vs. Others. Use 10 HP steps.

Part 5

How to create a Pivot Chart

How to create a Pivot Chart

Every Pivot Table can be easily shown as a Chart and is a powerful and flexible tool to visualize data

Once a Pivot Chart has been created, it can still be modified in the same way as a Pivot Table

How to create a Pivot Chart

Use a Pivot Table as basis for the Pivot Chart

Click in the pivot table and select Pivot Chart from Options ribbon within the PivotTable Tools menu.

Select the chart Options in the dialogue

It is also possible to create a chart by using the F11-key

How to create a Pivot Chart

If the Pivot Chart is created with the Chart icon from the Excel ribbon, it is placed in the same worksheet as the Pivot table. When it is created with F11, it is in a new worksheet

Right-click chart and use Move-Chart from the context menu to move the Chart to a new worksheet

How to create a Pivot Chart

Select the respective Ribbons in the PivotChart Tools to edit, format and further analyse the data

Live Demonstration

Exercise 4 Pivot Charts

A) Use the Pivot Table you created in the previous example and create a Pivot Chart

B) Modify the Chart by rearranging fields!