Microsoft Excel XP Pivot Tables

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Copyright 2002 University of Greenwich

All rights reserved. Except as permitted under current legislation, no part of this work may be

photocopied, stored in a retrieval system, published, adapted, transmitted, recorded or reproduced in

any form or by any means, without the prior permission of the copyright owner.

Microsoft Excel is a registered trademark of Microsoft Corporation.


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Contents

Lesson 1: Pivot tables reports: What they are .........................................................................1

Lesson 2: Creating source data..................................................................................................2

Lesson 3: Create a summarising Pivot Table Report ..............................................................3

Lesson 4: Adjusting Pivot table fields .......................................................................................5

Adding fields to a Pivot table...........................................................................................................5

Using more than one data field ........................................................................................................5

Removing fields from a Pivot table .................................................................................................5

Help! I closed the Pivot table field list! ...........................................................................................5

Lesson 5: Select relevant information from pivot tables.........................................................6

Fields................................................................................................................................................6

Pages ................................................................................................................................................6

Lesson 6: Pivot Table Report Options ......................................................................................7

Lesson 7: Delete a PivotTable report ........................................................................................8

Lesson 8: Edit the source area used by the pivot table............................................................8

Lesson 9: Creating a Pivot table based on a Pivot table..........................................................9

Lesson 10: Update or refresh data shown in the pivot table ...................................................10

To refresh .......................................................................................................................................10Keeping formatting when refreshing .............................................................................................10

Lesson 11: Using simple Functions............................................................................................11

Lesson 12: Number format.........................................................................................................12

Lesson 13: Sorting Data..............................................................................................................12

Sorting by Dragging.......................................................................................................................12

Sorting automatically .....................................................................................................................12

Showing the top items only............................................................................................................12

Lesson 14: Calculating fields and items ....................................................................................13

Calculating fields ...........................................................................................................................13

Calculating items............................................................................................................................13

Lesson 15: Changing and Deleting calculated fields/ items.....................................................14

Changing Fields .............................................................................................................................14

Deleting Fields ...............................................................................................................................14

Changing Items ..............................................................................................................................14

Deleting Items ................................................................................................................................14

Lesson 16: Relating data.............................................................................................................15


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Lesson 17: Hiding page items.....................................................................................................16

Lesson 18: Subtotals....................................................................................................................17

To add subtotals .............................................................................................................................17

Removing subtotals........................................................................................................................17

Resetting subtotals .........................................................................................................................18Including Hidden page field items.................................................................................................18

Lesson 19: Printing Pivot Table Reports ..................................................................................18

Print area ........................................................................................................................................18

Repeating Row and column headings on each new page ..............................................................18

Repeating item labels as relevant on new page .............................................................................19

Print the sections of a PivotTable report on separate pages...........................................................19

Lesson 20: Creating a consolidating pivot table report (using multiple ranges) ..............20

Consolidating data using pivot tables ............................................................................................20

Lesson 21: Using Autoformats...................................................................................................22

Lesson 22: Creating and printing a pivot chart .......................................................................23

Creating a PivotChart.....................................................................................................................23

Printing a Pivot chart .....................................................................................................................24


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1

Lesson 1: Pivot tables reports: What they arePivot table reports are two-dimensional tables used to summarise large amounts of data. The data

will normally be in the form in a long list consisting of 3 or more columns.

(You can also use data form sources outside MicrosoftExcel, but this will not be covered in thiscourse.)

Once created the Pivot table report can be quickly changed to show different variations of the

summarised data.

An example of a simple Pivot Table report is shown below right, while the source data is shown

below left.

These reports are extremely useful when you wish to compare related totals which must be obtained

from a long list of figures. Pivot table reports will do sorting, subtotalling and totalling

automatically.

Pivot table reports can also be used to summarise orconsolidate data of the same kind on different

sheets (this can also be done in other ways).

e.g. The information on the two sheets shown left and centre can be consolidated as shown right.


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4

Now decide what heading you want at the top of the table (columns headings). Click on the

relevant field and drag it into position. (Note that once a field has been used it will be shown in bold

in the Pivot Table Field list)

e.g. drag Working Country into theDrop Column field here area and Native Country into the

Drop Row Fields here area

In this case we have 5 columns. We

therefore need to use pages to view two

other columns. So drag Language

spoken up to theDrop page Fields here

area

Then drag Language learning up to the

same area, lets say, above Native

Language

Lastly we can drag Name into theDrop

data Items here area.

You will then see the completed pivot table as

shown, for our example, right.

If at any point you realise that you have

dragged a field to the wrong place you can use

the undo key, to return to the previous step,

or you can click on the heading cell in the table

and drag it to another position.

Some general rules for placement of fields are:

The most changeable item is probably bestas aRow field

Usually any numerical fields go in the dataarea

For data with 3 columns the Row, Column and Data areas are used - not the Page area.

Notes

1. Excelautomatically counts text data items (names in the example above) andsums (adds up) anynumericaldata items.

2. You can drag more than one field tothe row area, and/or more than onefield to the column area see the

example shown right.

3. WhenExcelcreates a Pivot table ithas to create an intermediate stage

sorting and summarising the data. If

you create another Pivot Table based on the same data you will be asked to base the Pivot table

on the previous Pivot table in order to save memory


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Lesson 4: Adjusting Pivot table fields

Adding fields to a Pivot table

Click on the field name on Pivot table Field list and drag it into the desired position.

Make sure that the vertical or horizontal insertion bar

(e.g. ) appears in the position in which you wish to insert the new field i.e. before or

after an existing field.

Using more than one data field

When creating the Pivot table you can drag more than one field into the

data area. This will give a row under each heading for each data item.

If you have problems with the order of the data items you can right click

on a data item and select Order. The menu shown right appears and you

can use this to move the data items into the correct order

Removing fields from a Pivot table

To remove a field click on the field name in the Pivot table, hold the left mouse button down and

drag away from the Pivot table until you see the cursor change as shown right. Release

the mouse button.

To remove a data item from the table when there are more than one data item click on the down

arrow beside the heading and remove the tick from any item you do not wish to see.

Help! I closed the Pivot table field list!

Dont panic! Just click on the button (the last on the right) on the Pivot Table toolbar. You can

use this button to hide the field list too.


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Lesson 5: Select relevant information from pivot tablesOnce you have created the Pivot Table you will see that there are various headings that have down

arrows to their right, e.g. . You can use these arrows to adjust the information

that is on view.

Fields

For example, if you click on the down arrow for the Working Country you

will see a list of all the Sending Countries that exist in your source data. Note

the scroll bar in the example shown right.

You can then click to remove from the table any country in which you are not

interested and clickOK.

Pages

Page fields are set to Allby default However, they also have a down arrow.

The choices look slightly different, since you are choosing which informationyou wish to view. ClickAlgeria to see only data concerning Algeria. Click

All to see a summary of all the data.

In this example information foralllanguage learningdata where the language

spoken is English

Note that you can see clearly which

information you are viewing

Let us suppose that you are now

arranging language classes for

English Speakers who are learning

Mandarin.

You can click on the down arrow beside Language Learning,

clickMandarin and clickOK.

You can also double click on a field, (e.g.

International in the Previous table and

choose a field name to show more, or less,

detail, e.g. NativeLanguage

You could then double click on China and

Congo etc to produce the same results for

those rows


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Lesson 6: Pivot Table Report OptionsSo far we have created a simple Pivot table and accepted the options that MicrosoftExcelchose.

At step 3 of the Wizard used to create a Pivot table you will see the button.

Click this to customise your Pivot table to your specific needs

You can also change these options when the table has been created by clicking on the

Pivot table toolbar and selecting Table Options, or select Wizard to return to the Wizard.

Some useful options are explained below:

Name: It is good policy to name the Pivot

Table as you may create more than one and

it is easier to know what Mars bars eaten

means than PivotTable2!

Grandtotals: If you do not wish to seethese for columns and/or rows remove the

ticks from these options.

Removing the columnGrand total will also

remove the overall Grand Total.

Autoformat table: is this is ticked the width

of columns within the table will be adjusted

to fit the data.

Subtotal hidden page items: see Lesson 17:

and Lesson 18:

Merge labels: If you choose this option all labels will be centred vertically and horizontally in theircells.

Preserve formatting see Lesson 9:

Repeat item labels on each printed page and Page layout will be covered in Lesson 19:

Mark Totals with only applies to Pivot tables based on data in certain types of database

Save data with table layout: To produce the pivot table MicrosoftExcelcalculates new data. If

this option is tickedExcelsaves the data it has calculated which increases the size of the file. If it is

not ticked the file size will be smaller, but on opening the file you must update the table before

working with it. If you choose not to save the data clickRefresh on Open to ensure that the table

will automatically be updated when the file is opened.

Enable Drill down: ifthis is not ticked you will be unable to show details of a field by double

clicking on it as explained in Lesson 4:

Refresh every nn minutes this applies when data from an external source is used (e.g. a database).


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Lesson 7: Delete a PivotTable reportClick in the PivotTable report.

ClickPivotTable on the PivotTable toolbar, clickSelect, and then clickEntire Table.

On the Edit menu, point to Clear, and then clickAll.

This will remove the formatting and contents of all the cells which were part of the Pivot Table

Report.

Lesson 8: Edit the source area used by the pivot tableIf you have added data at the end of your list you will need to change the area you defined for the

Pivot table to get its data from. (If you have inserted rows or columns within the range you will

merely need to refresh the data see 0)

Click within the table

ClickPivot Table on the Pivot table tool bar and then clickWizard. (If the Pivot table toolbar is

not shown select View, Toolbars, Pivot Table)

Step 3 of the Pivot Table Wizard will appear

Click the button to return to step 2

Click on the spreadsheet and drag to highlight the area you wish to use, or or simply edit the last

figure to include a new row. E.g. if the original area was defined as and you have

added two rows to the data you could simply edit the last two digits to read 20 instead of18

Click

The Pivot table will update immediately.


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Lesson 9: Creating a Pivot table based on a Pivot tableWhen creating a Pivot table for data which has been used to create an existing Pivot table you will

be asked whether you wish to base the new Pivot Table on the existing one. This is because data is

summarised and saved in a different form before the Pivot table is produced. Basing the new Pivot

table on the old one means that both tables can use the same saved, summarised data. This

minimises the size of your file. You can also define from that start that you will base the Picot table

on an existing one

Click a blank cell

Select Data, PivotTable and PivotChart Report

The first step of the PivotTable Wizard will appear with the options

shown right.

Make sure Another PivotTable or PivotChart and Pivot Table

have dots in them as shown.

Click the button

The second step of the Wizard appears as shown right.

Click the name of the table you wish to use (You can

see the value of naming your Pivot tables!)

Click the button

The last step of the Wizard appears with the options shown right.

ClickNew worksheet if you wish to have the Pivot Table Reportshown on a new sheet that MicrosoftExcelwill create.

Select the cell to start the table in and click Finish

Note If you are creating a new Pivot table, and you have not defined that you wish to base it on an

existing pivot table which uses the same data Excel will warn you with the following message.


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Lesson 10: Update orrefresh data shown in the pivot tableWhen PivotTable Reports are refreshed,Excelfinds any new rows within the source range.

To refresh

Click the Refresh data button on the PivotTable toolbar.If Microsoft Excel finds a new column (Field) in the source data it will show this on the Pivot

Table Field List and you can then drag this to a row, column, page or data area as required.

Remember thatExcelcan refresh the table automatically on opening. Click the Pivot tablebutton

on the Pivot table toolbar, select Table Options and put a tick in the Refresh on open option.

Keeping formatting when refreshing

If you have changed the formatting of the cells (e.g. you make the text bold, italic etc) you may lose

the text formatting when the table is refreshed.

In this case:

Click in the table

Click on the Pivot table toolbar and select Table Options.

Make sure there is a tick in Preserve Formatting

Notes

Column width changes will be lost unless you have also removed the Autoformat table option

Any cell borders you set up will also be lost when you refresh the Pivot table

You cannot use conditional formatting within Pivot tables

If you refresh a Pivot table which is the basis for another one both will change


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Lesson 11: Using simple FunctionsIf you place a textfield in the data area the Pivot table will automatically countthe items. If you

place a numericalfield in the data area the data will be

added up (summed).

Using the data shown right, for example, we may want toknow the average number of Mars bars eaten each day by

each person.

Producing a Pivot table in the usual way will show the total

numberof Mars bars eaten by each person each day.

To change the function used

Click on the relevant field, e.g. Sum of Number

Click on Pivot Table on the Pivot table toolbar

ClickField Settings and you will see the box shown right.

Click the required function and clickOK

The field name changes, e.g. Sum of Number becomes

and the averages would be shown in the

data area.

Functions which you can use are:

Sum: Adds the numbers found in the relevant cells

Count: Counts the number of items, text and numbers which exist in the relevant cells

Average: calculates the average of the numbers in the relevant cells

Max: Finds the largest number existing in the relevant cells

Min: Finds the smallest number existing in the relevant cells

Product: Multiplies all numbers in the cells e.g. Product(2,3,4)=24CountNums: Counts the number ofnumbers which exist in the relevant cells

StDev: Calculates the standard deviation of numbers in relevant cells based on a sample

StDevp: Calculates the standard deviation of numbers based on the complete population

Var: Calculates the variance of numbers in relevant cells based on a sample

Varp: Calculates the variance of numbers in relevant cells based the complete population


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Lesson 14: Calculating fields and items

Calculating fields

You can calculate new fields based on existing ones. For example, if you are dealing with

Expenses you may wish to produce a forecast of the expenses for the whole year to show against

the total spent so far.

To do this, click anywhere within the Pivot Table and

click on the toolbar or right click in the table

Select Formulas, Calculated Field

Click in the Name: box and type a name for the field

Click in formula and type the formula. E.g. =

amount*4

To use a field name click on the name in the box below

and clickInsert field

When you are satisfied click

Add any more fields you require and then click

Note: When fields are calculated thesum for each field is used in the calculation. E.g. the

calculation amount*4 would take the sum for each person and multiply it by 4.

Calculating items

Suppose you wish to include Public Holidays in the leave total. Lets say that there are 2 holidays

in June

Click a specific item heading (either row or column) and click on the toolbar, or rightclick on the heading

Select Formulas, Calculated Item

Click in the Name: box, type a name for the field

Click on the name of the particular item required

Click in formula and type the formula. E.g. =

amount*4

To use a field name click on the name in the box

below and clickTo use an item name click on the name of the field

with which you are concerned and then click on the

item name and click

When you are satisfied click

Add any more calculated items you require and then click

Notes

Formulae for calculated items operate on the individual records. E.g. June +2 adds two to eachleave occurrence and then sums them

You cant use calculated items where the Pivot table uses Average, StDev, StDevP, Var or VarP You cant use calculated items in a Pivot Table which is based on another Pivot Table


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Lesson 16: Relating dataYou may want to see the item totals as percentages of the Grand total.

Click on the relevant field button, e.g. Sum of Number, (It must be a Data Item, not a heading)

ClickPivot Table on the Pivot table toolbar,

Select Field Settings, choose a function and click on the button

UnderShow data as select one of the options.

Difference From: shows the difference between each

number and a Base Field and Base item chosen by you.

The base field must be different from the original one.

% of: shows each number as a percentage of a Base

field and Base item chosen by you. The base field

must be different from the original one.

% difference from: Each number shown is the

difference between the original data and a Base field and base item chosen by you. The base field

must be different from the original one.

Running total shows the numbers as running totals according to the field you define. The field

will either be a row or column heading. And the running total will therefore either go across or

down the table.

% of Row shows each number as a percentage of the row total

% of column which shows each number as a percentage of the column total

% of column which shows each number as a percentage of the overall total

Index: Shows the data according to the following formula:

( ) ( )lColumnTotaRowTotalDataTotalOfAlllValueInCel


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Lesson 17: Hiding page itemsIt is possible to hidepage items so that they are not

listed. In our previous example we have a page listing

languages spoken. The total native languages used

within the data Dutch, English, Urdu, Mandarin and

Russian

However, we have hidden some of the Native

Countries from view, so if we choose to view the page

data for Indian we will get the following result.

No data is shown here because India has previously been excluded

from the data shown underWorking Country. This could be

misleading so you may wish to remove Urdu from the list of

languages shown underNative Language. (This of course assumesthat only people whos native country is India speak Urdu as their

Native language which is an unsound presumption but you see

the principle!)

To hide a page item:

Click the Field Settings button on the Pivot Table

toolbar.

In Hide items, click each item that you want to hide. The

items you click will be outlined in blue. (see English and

Urdu right)

Make sure each item you wish to show is not outlined in

blue. (Click the item to remove the blue outlining if you

wish to show items you previously hid).

To show row or column headings where there is no data

under those headings click to add a tick to Show items

with no data. Remove the tick if the row/columns

headings are unnecessary

ClickOK

When you click the page option box to the hidden items will not be listed.


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Lesson 18: SubtotalsYou can alter what subtotals show for your data and what function is used where your table has

more than one row heading and/or more than one column heading.

For example, the table shown right

gives thesum of amounts for eachDepartment.

It may be that you wish to know

how many claims have been mad

(count) or what the maximum claim

was (Max).

You may even wish to see both

these items displayed. This is best

applied to the outercolumn

headings, i.e. Department

To add subtotals

Click on the field button and then click

on the Pivot table toolbar, or

alternatively double clickthe field button

for which you wish to add subtotals. It

should preferably be an outer row

heading or upper column heading not a

page field!

Click on the function you wish to use. To

display more than one type of subtotal forthe field click on each function for which

you want a subtotal. Each one you click

on will be shown in blue.

To remove a function, click on it again.

Exceladds one subtotal line for each function you select.

(The functions are outlined in Lesson 11: )

Removing subtotals

Double click the relevant field name

To remove allsubtotals for that field click onNone

To remove specific functions click on each function you do not want so that it is not outlined in

blue.

Note You can specify the summary function to use for subtotals only if the field you are subtotaling

doesn't contain a calculated item.


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Resetting subtotals

To go back to the default setting for the subtotals (i.e. a simple total)

Double click the relevant field name

ClickAutomatic

Including Hidden page field items

Normally hidden items are not included in totals and subtotals.

To include hidden page field items in the subtotals and Totals (including the Allpage)

ClickPivotTable on the PivotTable toolbar

ClickTable Options and click to add a tick in Subtotalhiddenpageitems

ClickOK

Lesson 19: Printing Pivot Table ReportsThe Pivot table is printed in the usual way using File, Print or the button, however there are

some things you will need to consider setting up before you are ready to print the Pivot Table

Report.

Exceluses your PivotTable print settings whenever you print any part of a PivotTable report. The

standard print settings also affect how the PivotTable report looks on the printed page.

Print area

The Pivot table must be the only one in the area printed. You may need to set a print area before

printing. To set the print area:

ClickPivot table, Select, Entire table and then

ClickFile, Print Area, Set Print Area

Notes:

If you do not set a print area when there are multiple Pivot Tables the rows and columnswith the field and item labels will not be repeated on new pages and page breaks from one

report can affect the other PivotTable reports.

If you change the Pivot table such that it changes size you will have to set the Print areaagain

Repeating Row and column headings on each new pageFirst remove anyPrintTitles already set up:

Select File, Page setup and click the Sheet tab.

Make sure that the rows to repeat at top and column to repeat at left boxes are blank

ClickOK

Then set theprint titles for the Pivot table:

Click on the PivotTable toolbar, and then clickTable Options.

Under in the Formatoptions group, click to add a tick in Set print titles.

Note: The repeated labels include all row, column, and data field labels and item labels in the

PivotTable report. If row and column headings change the new headings will be printed.


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Repeating item labels as relevant on new page

This applies where there is more than one level of heading and the lower headings are broken

across a page break

I.e. in the example shown right the heading 05/09/2002 applies to

all the headings Stationery, Travel & Subsistence and Software.Where these are all on one page it will appear as shown right. If the

headings are divided onto different pages we need to have the upper heading 05/09/2002 repeated

on the second page.

Thus the last column on the first page will be as shown left, and the

beginning of the second page will be as shown right 05/09/2002

being repeated on the second page for clarity.

To ensure that this will happen:

Click and select Table options,

Make sure there is a tick in Repeat item labels on each printed page

Print the sections of a PivotTable report on separate pages

You can set the Pivot table Report so that it has page breaks after each item in a main row heading

at any level but the right most row heading.

Right-click the field that has the items you want to print on separate pages and select Field Settings

ClickLayout.

Click to insert a tick in Insert page break after each

item

Note:Excelinserts the page breaks after the last row foreach item, or after the total row for the item if you're

displaying totals at the bottom for the field. If you select

the check box to insert a blank row after each item group,

Excelinserts the page breaks after the blank rows.


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Lesson 20: Creating a consolidating pivot table report(using multiple ranges)

When you consolidate data from multiple lists or worksheets, the lists or worksheets must have

matching row and column names for items that you want to summarize together. Do not include any

total rows or total columns from the source data when you create the PivotTable or PivotChartreport.

Examples of two spreadsheets you may wish to summarise are shown below. Notice that one is

stationery orders placed in January, and the other is stationery orders placed in February.

Note that the two sets of data do

not necessarily have to be on

different sheets, they can be on

the same sheet, or in different

files (workbooks).

Consolidating data using pivot tables


At Step 1 of the Wizard click to add a black dot beside Multiple

consolidation ranges and make sure PivotTable has a dotbeside it too.

Click

From Step 2a of the Wizard select

I will create the page fields

Click

On step 2b click in the Rangebox

Click on a corner cell of the data range

on the spreadsheet and drag to the

opposite corner so that the whole range

is outlined with a moving dotted line.

Click the button and the

range will be copied to the All ranges

area.

In How many page fields do you want

click the 1 option and type a name for

the range in Field one


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Click back into the Rangebox and highlight the existing

range before selecting a new range and clicking Add.

Once you have clicked Add (not before) you must change

the name as it will still be the same as the previous range.

Repeat for any other ranges you require.

(Use the button to find a range from another file

(workbook).

You should reach a position where all the ranges are listed

and named.

Click

From Step 3 select where you wish to place the PivotTable.

If you select New worksheetExcelwill create a new

worksheet

If you select Existing WorksheetExcelwill automatically

assume that the top left of the PivotTable will be where your cursor is currently. Click on the

required sheet and cell if necessary.

Click

You now have a PivotTable which has summarised the data from all ranges. It can be altered in the

usual way. For example if the formula used is Count and you wish to use Sum double click on

, select Sum and clickOK

You can also use the Page 1 option to see the data from each range. If we had allowed Excel tocreate a single page fieldfor us they would be called simply Item 1, Item 2 etc.

Note: You could choose to have 0 page fields if you simply want a table that summarises the data,

and you do not wish to be able to see each set of data separately within the table.


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Lesson 21: Using AutoformatsWhen a Pivot table is created it has a set format. The format can be changed manually, or you can

choose from a series of 22 autoformats already created.

Click in the table

Click on the format report button on the Pivot Table toolbar

Move through the 22

formats using the scroll bar

until you find one you wish

to use.

Click on the format of your

choice

ClickOK

Note These formats will be

retained when the table is

refreshed


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Lesson 22: Creating and printing a pivot chart

Creating a PivotChart

You can summarise the data and produce it Chart form. You can start from scratch with the

original source data or, if you have already produced aPivotTable use that as the source data for the chart.

If you are creating a PivotChart based on the original list

of dataExcelwill also create a PivotTable.


ClickPivotChart (with PivotTable)

ClickMicrosoft Excel list or database oranother

PivotTable or PivotChart as relevant

Click

Select the relevant range (or PivotTable)

Click

Define where you wish to place the PivotTable (Charts are always

based on a table). The PivotChart will automatically be placed on

a new sheet.

Click

You will then see the

basis for the chart

with the PivotTable

toolbar. Drag each

field name to the

relevant part of the

chart from the Pivot

Table Field List

Data items are those

for which you wantbars.

Page fields are items

you would like a different chart for (e.g. drag name there to see a chart for each person).

The Drop more series fields here area will colour each item in that field differently.

Drop more category field here is for fields whose items you wish to see along the horizontal axis.

E.g. The following chart has:

Where as a page field, so we would see different charts forkitchen and Lounge


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Numberas a data field (if we require another function e.g. count we can double click on the

button to change it)

Time of day as a more series field so that am is shown in one colour and pm in another.

Name andDate as column fields. Note that the order of these field buttons as shown is important.

Name is the leftmostbutton and is therefore the lowestitem on the horizontal axis. Date is on the

right and is therefore the subsidiary item on the axis.

You could change Sum of numberto showNumber eaten by double clicking on the button and

changing the name.

Printing a Pivot chart

Print in the usual way. Make sure the PivotChart sheet is current and select File, Print

Documents

Microsoft Excel XP Pivot Tables