Ms-excel - Introduction to Pivot Tables

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Basics of Pivot Table

Note: We have used MS-OFFICE 2003 Version to create this content. If you have other versions installed in your system, the screenshots shown in this content may be slightly different from what you could see in your system. However, you can learn to use PIVOT TABLE using this content, irrespective of the version.

To understand about PIVOT TABLES, we need a little bit of hands-on experience. If you are of the opinion that creating pivot reports is difficult, here is good news. Its rather simple, once you understand a few key elements in the layout of a pivot table.

Lets see a simple example. Consider the following data (which is provided as an excel file also, in your mail). M/s XYZ COMPUTERS sells 3 different products (Computer, UPS & Printer). They have 5 branches and about 18 sales persons. This database contains sales figures of all the 18 sales persons in all the 5 branches for the month of May and June.

SALES REPORT OF XYZ COMPUTERSREGD OFFICE: TRICHY. BRANCHES: SALEM, TANJORE, VILUPURAM, CHENNAI.

MONTH YEAR PRODUCT SALESMAN UNITSSALES AMOUNT BRANCH

MAY 2008 COMPUTER RAJA 5 250000 TRICHYMAY 2008 PRINTER BALU 5 60000 TRICHYMAY 2008 UPS RAVI 5 20000 TRICHYMAY 2008 COMPUTER ARAVINDH 3 120000 CHENNAIMAY 2008 PRINTER ANANDH 2 26000 TRICHYMAY 2008 UPS MURUGAN 3 120000 TRICHYMAY 2008 COMPUTER KINGSLY 7 350000 CHENNAIMAY 2008 PRINTER DAVID 12 96000 CHENNAIMAY 2008 UPS KUMAR 10 40000 CHENNAIJUNE 2008 COMPUTER SELVAM 3 75000 TANJOREJUNE 2008 PRINTER JOSEPH 1 10000 TANJOREJUNE 2008 UPS ISMAIL 2 8000 TANJOREJUNE 2008 COMPUTER DURAI 6 300000 TRICHYJUNE 2008 PRINTER PANDIAN 2 26000 VILUPURAMJUNE 2008 UPS VENI 3 120000 VILUPURAMJUNE 2008 COMPUTER REVATHI 6 300000 SALEMJUNE 2008 PRINTER USMAN 12 96000 SALEMJUNE 2008 UPS SHYAM 10 40000 SALEM TOTAL 2057000

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This data appears to be quite simple. If you are required to create different types of reports for this data, how many types of reports you can create? To name a few, we can create reports on the following:

1. Branchwise sales figures2. Monthwise sales figures3. Sales by individual sales person4. Productwise sales figures5. Branchwise, monthwise, productwise sales classifications (5 branches x 2

months x 3 products)6. Specific criteria based reports (Which branch has sold more than 10 printers

for the given period, who is the topmost seller among sales persons etc.,)

You can create all these reports manually just by looking into the database, since the data is limited. If the number of products being sold is around 50, can we create reports manually? Or if there are 20 branches, can we create reports manually? The power of Pivot Table comes in handy for scenarios of this kind.

Lets give a try. Download the PIVOT.XLS from your mail to your system and open this file. You can see a worksheet named DATA which contains the information shown in this material. Select the data in the range A8:G26 (shaded in yellow in the excel file for your convenience). This range contains information, which needs to be converted into various reports using PIVOT TABLE.

Now click DATA > PIVOT TABLE. You can see the range address of the data already selected by us. Now choose the option to create the report in a new worksheet and then click FINISH. Once you click FINISH button, you can see a new worksheet created automatically in your workbook. It will look like this and is awaiting for you to work on this.


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You need to do the following in this work sheet.

1. Look at the Pivot Table Field List. (Its a kind of combo box with inbuilt options). You must see your column headings such as Month, Year etc., here. Ensure that the option Row Area is selected in Add to dialogue box.

2. Now double click on BRANCH and see what happens.3. Then double click on MONTH and see what happens.4. At this stage, you can see a TOTAL or SUB-TOTAL option behind each branch,

as shown in the following figure.

5. Keep the cursor in the TOTAL OPTION, and click your right mouse button. Select HIDE from the options that are displayed.

6. Now double click on PRODUCT and similary HIDE the TOTAL ROW.7. Now double click UNITS and HIDE the total row.8. Repeat the same for SALES AMOUNT.9. Now, change the option to PAGE AREA, in the Add to dialogue box and

double click on SALESMAN.10.You need to be careful in this 10th step. You need use DRAG & DROP

method now, instead of double click. Using your mouse DRAG Sales Amount from the Pivot Table Field List and place it on DROP DATA ITEMS HERE.

You will be able to see a report similar to what is shown in this picture:


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Probably you can now do some experiments to view data from this table. If you have any doubts at this stage, please mail your doubts to [email protected]

FIND IT FOR YOURSELF:

1. 10 computers were sold in Chennai Branch during May for which a breakup of 3 + 7 is shown. How to find who sold 3 computers and who sold 7 computers?

2. While you are getting answers for this, observe what happen in the PAGE AREA.

3. Keep the cursor in TRICHY and double click. See what happens.

4. Double click again on the same spot and find out what happens.

Extracting Data from calculated field in a pivot table:By using pivot tables, you can extract data from calculated fields just by following a few simple steps. You can see dropdown menu arrows (in the downward direction) near headings such as branch, month, product etc.,

Now click the downward arrow in PRODUCT and tick only on UPS. (If other products are already selected, untick them). Now you will get monthwise sales of UPS per branch along with the NET (total) SALES AMOUNT for UPS.

Look at your workbook now carefully. How many worksheets are there?

Now, keep your cursor in the TOTAL SALES AMOUNT OF UPS and double click. Find what happens. Now check the number of worksheet in your workbook. Could you see a new worksheet? Click on it, to find what it contains.

You can see that data related to UPS sales is extracted and is stored as a new worksheet. If you are required to create a separate report like this manually or using any other method in Excel, how long it will take? And how fast is PIVOT TABLE to extract this data for you?

While this is just an introduction about PIVOT TABLES, there are many more things to learn about it. Try a little bit and you can learn a lot on your own. All the best.


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Ms-excel - Introduction to Pivot Tables