Understanding Excel Pivot Tables
Excel Pivot Tables are a powerful tool for data analysis and summarizing data. They allow you to quickly and easily organize large amounts of data into a more manageable format. Pivot Tables can help you to identify trends, patterns, and relationships in your data that might not be immediately apparent otherwise.
To create a Pivot Table in Microsoft Excel, you first need to have a data source. This can be a range of cells in an Excel worksheet, an external data source like a database or text file, or even another Pivot Table. Once you have your data source, you can start creating your Pivot Table.
A Pivot Table consists of four main areas: Rows, Columns, Values, and Filters. You can drag and drop fields from your data source into these areas to create your Pivot Table. Here’s a brief overview of each area:
- Rows: This area contains the rows of your Pivot Table. You can group data by one or more fields in this area. For example, if you have sales data, you might group it by region, product, or salesperson.
- Columns: This area contains the columns of your Pivot Table. You can group data by one or more fields in this area as well. For example, you might group sales data by month or quarter.
- Values: This area contains the values that you want to summarize in your Pivot Table. You can use functions like Sum, Count, Average, and more to summarize your data. For example, you might want to see the total sales for each region or product.
- Filters: This area allows you to filter your data based on one or more criteria. For example, you might want to filter your sales data to only show sales for a certain time period or salesperson.
Here’s an example of a simple Pivot Table:
| Region | Product | Sales |
|---|---|---|
| East | Widget | $1,000 |
| East | Gadget | $2,000 |
| West | Widget | $3,000 |
| West | Gadget | $4,000 |
In this example, you could group the data by Region in the Rows area, by Product in the Columns area, and by Sales in the Values area. This would give you a Pivot Table that shows the total sales for each region and product:
| Widget | Gadget | |
|---|---|---|
| East | $1,000 | $2,000 |
| West | $3,000 | $4,000 |
| Total | $4,000 | $6,000 |
Once you have created your Pivot Table, you can use a variety of tools and features to further customize and analyze your data. For example, you can sort and filter your data, change the calculation type, add calculated fields, and more.
Overall, Pivot Tables are a valuable tool for anyone who needs to analyze and summarize large amounts of data in Microsoft Excel. With a little bit of practice and experimentation, you can become proficient at using Pivot Tables to quickly and easily analyze your data.
Creating a Pivot Table
Creating a pivot table in Excel is a simple process that can help you analyze and summarize large amounts of data. Here are the steps to create a pivot table:
- Select the data set you want to use for the pivot table.
- Go to the “Insert” tab on the ribbon.
- Click on “PivotTable” in the “Tables” group.
- In the “Create PivotTable” dialog box that appears, make sure the range of cells you want to use is selected.
- Choose whether you want to create the pivot table on a new worksheet or in an existing one.
- Click “OK” to create the pivot table.
Alternatively, you can use the keyboard shortcut “Alt + N + V” to open the “PivotTable” dialog box and then press “T” to create the pivot table on a new worksheet.
Here is a table summarizing the steps:
| Action | Shortcut |
|---|---|
| Select data set | N/A |
| Open “PivotTable” dialog box | Alt + N + V |
| Create pivot table on new worksheet | T |
| Create pivot table on existing worksheet | N/A |
Once you have created the pivot table, you can start analyzing and summarizing your data by dragging and dropping fields into the “Rows” and “Columns” areas and adding values to the “Values” area.
In conclusion, creating a pivot table in Excel is a straightforward process that can help you make sense of your data. By following the steps outlined above, you can quickly create a pivot table and start analyzing your data.
Navigating the Pivot Table
When working with a Pivot Table, it is important to know how to navigate through it efficiently. Here are some tips to help you do just that:
Keyboard Shortcuts
Using keyboard shortcuts can save you a lot of time when navigating through a Pivot Table. Here are some useful shortcuts:
- Alt + N + V + P: Opens the PivotTable and PivotChart Wizard.
- Alt + Down Arrow: Displays the options for any cell in a Pivot Table with a drop-down menu (indicated by an arrow and used mainly for filtering).
- Arrow Keys: Move the active cell up, down, left, or right.
- Space: Select or clear a checkbox for a selected item or field.
- Field List: Use the Field List to add, remove, or rearrange fields within a Pivot Table.
Selecting Pivot Table Items
To select items within a Pivot Table, follow these steps:
- Click on the cell containing the item you want to select.
- Hold down the Shift key and click on the last cell in the range of items you want to select. This will select all the cells in between.
- To select non-contiguous items, hold down the Ctrl key while clicking on each item you want to select.
Moving Around the Pivot Table
To move around the Pivot Table quickly, use the following shortcuts:
- Alt + Down Arrow: Display the options for any cell in a Pivot Table with a drop-down menu.
- Arrow Keys: Move the active cell up, down, left, or right.
- Tab: Move to the next cell in the Pivot Table.
- Shift + Tab: Move to the previous cell in the Pivot Table.
Using the Field List
The Field List is a powerful tool for customizing your Pivot Table. Here are some tips for using it:
- Drag and drop fields to add them to the Pivot Table.
- Right-click on a field to access additional options, such as sorting and filtering.
- Use the checkboxes to show or hide fields within the Pivot Table.
- Double-click on a field to add it to the Rows or Columns area of the Pivot Table.
Summary Table
Here’s a summary table of the keyboard shortcuts mentioned above:
| Shortcut | Action |
|---|---|
| Alt + N + V + P | Opens the PivotTable and PivotChart Wizard. |
| Alt + Down Arrow | Displays the options for any cell in a Pivot Table with a drop-down menu. |
| Arrow Keys | Move the active cell up, down, left, or right. |
| Space | Select or clear a checkbox for a selected item or field. |
| Tab | Move to the next cell in the Pivot Table. |
| Shift + Tab | Move to the previous cell in the Pivot Table. |
Manipulating Pivot Table Data
Once you have created a pivot table, you can manipulate the data to get the insights you need. Here are some ways to manipulate pivot table data using Excel shortcuts.
Selecting Data
To select a cell in a pivot table, simply click on it. To select multiple cells, hold down the Ctrl key while clicking on the cells. To select an entire pivot table, click on any cell in the pivot table and press the keyboard shortcut Ctrl + A.
Filtering Data
To filter data in a pivot table, select the cell(s) you want to filter and press the keyboard shortcut Ctrl + Shift + L. This will open the filter drop-down menu. You can then select the filter criteria you want to apply.
Grouping Data
To group data in a pivot table, select the cells you want to group and press the keyboard shortcut Alt + Shift + right arrow. This will open the Grouping dialog box where you can select the grouping options you want.
Ungrouping Data
To ungroup data in a pivot table, select the cells you want to ungroup and press the keyboard shortcut Alt + Shift + left arrow. This will ungroup the cells.
Hiding Data
To hide data in a pivot table, select the cells you want to hide and press the keyboard shortcut Ctrl + 9. To unhide the cells, press the keyboard shortcut Ctrl + Shift + 9.
Refreshing Data
To refresh data in a pivot table, select any cell in the pivot table and press the keyboard shortcut Alt + F5. This will refresh the data.
Expanding and Collapsing Data
To expand or collapse data in a pivot table, select the cell(s) you want to expand or collapse and press the keyboard shortcut Alt + Shift + plus sign (+) or Alt + Shift + minus sign (-), respectively.
Sorting Data
To sort data in a pivot table, select the cell(s) you want to sort and press the keyboard shortcut Alt + A + S + S. This will open the Sort dialog box where you can select the sorting options you want.
Editing Data
To edit data in a pivot table, select the cell(s) you want to edit and press the keyboard shortcut F2. This will allow you to edit the data directly in the cell.
Grouping/Ungrouping Selected Pivot Table Items
To group or ungroup selected pivot table items, select the items you want to group or ungroup and press the keyboard shortcut Alt + Shift + right arrow or Alt + Shift + left arrow, respectively.
Manipulating Data
To manipulate data in a pivot table, you can use a combination of the above Excel shortcuts. For example, you can select, filter, group, and sort data to get the insights you need.
| Shortcut | Description |
|---|---|
| Ctrl + A | Select entire pivot table |
| Ctrl + Shift + L | Open filter drop-down menu |
| Alt + Shift + right arrow | Group selected cells |
| Alt + Shift + left arrow | Ungroup selected cells |
| Ctrl + 9 | Hide selected cells |
| Ctrl + Shift + 9 | Unhide selected cells |
| Alt + F5 | Refresh data |
| Alt + Shift + plus sign (+) | Expand selected cells |
| Alt + Shift + minus sign (-) | Collapse selected cells |
| Alt + A + S + S | Open Sort dialog box |
| F2 | Edit selected cells |
| Alt + Shift + right arrow | Group selected pivot table items |
| Alt + Shift + left arrow | Ungroup selected pivot table items |
With these Excel shortcuts, you can easily manipulate pivot table data to get the insights you need.
Creating Calculated Fields and Items
When working with Pivot Tables, you may need to create new fields or items that are not present in your original data. This is where calculated fields and items come in handy. Calculated fields are new fields that are created by performing calculations on existing fields in the Pivot Table. On the other hand, calculated items are new items that are created by combining existing items in a Pivot Table field.
To create a calculated field, follow these steps:
- Click any cell inside the Pivot Table.
- On the PivotTable Analyze tab, in the Calculations group, click Fields, Items & Sets.
- Click Calculated Field.
- In the Insert Calculated Field dialog box, enter a name for your calculated field.
- In the Formula box, enter the formula for your calculated field. For example, if you want to create a calculated field that calculates the total cost of goods sold, you can use the formula =SUM(Cost*Quantity).
- Click OK to create the calculated field.
To create a calculated item, follow these steps:
- Click any cell inside the Pivot Table.
- Select the field for which you want to create a calculated item.
- On the PivotTable Analyze tab, in the Active Field group, click Field Settings.
- In the Field Settings dialog box, click the Items tab.
- Click Add to create a new item.
- In the Name box, enter a name for your calculated item.
- In the Formula box, enter the formula for your calculated item. For example, if you want to create a calculated item that calculates the percentage of total sales for each product, you can use the formula =SUM(Sales)/SUMIF(Product,”*”)*100.
- Click OK to create the calculated item.
Keep in mind that calculated fields and items are not supported for all summary functions. For example, you cannot use calculated fields and items with the Count function. However, you can use them with functions such as Sum, Average, and Percentage.
Here’s a table that shows which summary functions support calculated fields and items:
| Summary Function | Supports Calculated Fields | Supports Calculated Items |
|---|---|---|
| Sum | Yes | Yes |
| Count | No | No |
| Average | Yes | Yes |
| Max | Yes | Yes |
| Min | Yes | Yes |
| Product | Yes | Yes |
| Count Numbers | No | No |
| StdDev | Yes | Yes |
| StdDevP | Yes | Yes |
| Var | Yes | Yes |
| VarP | Yes | Yes |
In conclusion, calculated fields and items are powerful tools that can help you perform complex calculations in your Pivot Tables. By following the steps outlined above, you can create new fields and items that are tailored to your specific needs.
Creating and Using Pivot Charts
Pivot charts are a powerful tool that allows you to visualize your pivot table data in a graphical format. Here’s how to create and use pivot charts in Excel:
Creating a Pivot Chart
To create a pivot chart, follow these steps:
- Select any cell in the pivot table.
- Press Alt+F1 or press the F11 key on your keyboard. This will insert a pivot chart on a new chart sheet.
- To create an embedded pivot chart on the same sheet as the pivot table, select any cell in the pivot table and press Alt+F1 or press the F11 key on your keyboard.
Using a Pivot Chart
Once you have created a pivot chart, you can use it to analyze your pivot table data in a graphical format. Here are some tips for using pivot charts effectively:
- To change the chart type, click on the chart and select the Chart Tools tab. Then click on the Change Chart Type button and select the chart type you want.
- To filter the data displayed in the chart, use the filter drop-down menus at the top of the chart.
- To customize the chart, use the Chart Tools tab. Here you can change the chart title, axis labels, and more.
Pivot Chart Keyboard Shortcuts
Here are some keyboard shortcuts that you can use when working with pivot charts:
| Shortcut | Description |
|---|---|
| Alt+F1 | Create a pivot chart on a new chart sheet |
| F11 | Create a pivot chart on a new chart sheet |
| Alt+Shift+F1 | Create a pivot chart on the same sheet as the pivot table |
| Alt+J | Select the chart |
| Alt+K | Select the chart title |
| Alt+L | Select the legend |
| Alt+M | Select the chart area |
| Alt+N | Select the data series |
| Alt+O | Select the data point |
In conclusion, pivot charts are a great way to visualize your pivot table data and gain insights into your data. By following the steps outlined above, you can easily create and use pivot charts in Excel.
Shortcut Keys for Pivot Tables
Pivot tables in Excel can be a powerful tool for analyzing and summarizing large amounts of data. However, creating and manipulating pivot tables can be time-consuming if you rely on the mouse to navigate through the menus and options. Fortunately, Excel provides several keyboard shortcuts that can help you work more efficiently with pivot tables. Here are some of the most useful shortcut keys for working with pivot tables:
| Shortcut Key | Function |
|---|---|
| Alt + N + V + T + Enter | Create a pivot table |
| Alt + Shift + right arrow | Group selected items in a pivot table |
| Alt + Shift + left arrow | Ungroup selected items in a pivot table |
| Ctrl + A | Select the entire pivot table |
| Ctrl + – | Delete the selected item(s) in a pivot table |
To create a pivot table quickly, press Alt + N + V + T + Enter. This will bring up the “Create PivotTable” dialog box, where you can specify the range of data you want to summarize and choose where to place the pivot table.
Once you have created a pivot table, you can use Alt + Shift + right arrow to group selected items together. For example, if you have a pivot table that shows sales data by month, you can group the months by quarter or year to get a higher-level view of the data. Similarly, you can use Alt + Shift + left arrow to ungroup items that have already been grouped.
To select the entire pivot table, press Ctrl + A. This can be useful if you want to apply a formatting change or delete the entire pivot table. To delete a selected item or items within a pivot table, press Ctrl + -.
By using these shortcut keys, you can save time and work more efficiently with pivot tables in Excel.
Additional Pivot Table Features
In addition to the basic shortcuts for creating and refreshing pivot tables, there are several additional features that can make working with pivot tables even more efficient. Here are a few that you may find useful:
Flash Fill
Flash Fill is a feature in Excel that can help you quickly fill in data based on patterns. For example, if you have a column of names in the format “First Last”, you can use Flash Fill to automatically separate the first and last names into separate columns. To use Flash Fill, simply start typing the desired pattern in a new column next to the data, and Excel will offer suggestions for how to fill in the rest of the column.
VBA
If you need to perform more complex operations on your pivot table data, you may want to consider using VBA (Visual Basic for Applications). VBA is a programming language that allows you to automate tasks in Excel, including working with pivot tables. With VBA, you can create macros that perform specific actions, such as formatting pivot tables or updating data sources.
Text to Numbers
If you have data in a pivot table that Excel is treating as text instead of numbers, you can use the Text to Columns feature to convert it to numbers. To do this, select the column of data, click on the Data tab, and then click on Text to Columns. In the Text to Columns Wizard, select the Delimited option, choose the delimiter that separates the numbers, and then select the General format.
Field Settings Dialog Box
The Field Settings dialog box is a useful tool for customizing the way that data is displayed in a pivot table. To access this dialog box, simply right-click on a cell in the pivot table, and then select Field Settings. From here, you can change the calculation type, format the data, and more.
Pivot Table Wizard
If you’re new to pivot tables or need some extra help creating them, you may want to use the Pivot Table Wizard. This tool guides you through the process of creating a pivot table step by step, and allows you to customize the layout and formatting of the table as you go.
| Shortcut | Description |
|---|---|
| Alt + Down Arrow | Open the field list for the active cell with a drop-down menu |
| Alt + N + V + T + Enter | Create a pivot table from the selected data |
| Ctrl + T | Create a table from the selected data |
| Alt + F5 | Refresh a pivot table |
| Ctrl + Shift + L | Toggle filters on and off |
| Ctrl + Shift + G | Group selected items |
| Ctrl + 1 | Open the Format Cells dialog box |
Using these additional features can help you get the most out of your pivot tables and work more efficiently in Excel.
Learning More about Excel Pivot Tables
Excel Pivot Tables can be a powerful tool for analyzing and summarizing large amounts of data. If you want to take your Pivot Table skills to the next level, there are several ways to learn more.
One option is to take an Excel course. Microsoft Corporation offers a variety of instructor-led courses, both in-person and virtual, that cover Pivot Tables and other Excel features. These courses can provide a structured learning environment with hands-on exercises and opportunities to ask questions.
Another option is to explore online resources. There are many websites and blogs that offer tips, tutorials, and examples of Pivot Tables in action. Some popular resources include Avantix Learning and Trump Excel. These resources can be especially helpful if you prefer self-paced learning or want to focus on a specific aspect of Pivot Tables.
If you prefer interactive learning, you can also seek out live classroom or virtual classroom options. These courses are typically instructor-led and offer the opportunity to ask questions and interact with other learners. Some examples of registered trademarks that offer these types of courses include New Horizons and Learning Tree International.
No matter which learning method you choose, it’s important to remember that Pivot Tables can be complex and may require some trial and error to master. However, with practice and persistence, you can become proficient in using Pivot Tables to analyze and summarize your data.
Table: Excel Pivot Table Learning Resources
| Resource | Type of Learning | Description |
|---|---|---|
| Microsoft Corporation | Instructor-led courses | Offers a variety of courses covering Excel features, including Pivot Tables |
| Avantix Learning | Website | Provides tips, tutorials, and examples of Pivot Tables |
| Trump Excel | Website | Offers tutorials and examples of Pivot Tables |
| New Horizons | Live classroom | Offers instructor-led courses in a classroom setting |
| Learning Tree International | Virtual classroom | Offers instructor-led courses in a virtual setting |
