Vimlesh Negi Document

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Pivot tables are one of Excel's most powerful features. A pivot table allows

you to extract the signicance from a large, detailed data set.

Our data set consists of !" rows and # elds. Order $%, Product, &ategory,

Amount, %ate and &ountry.

$nsert a Pivot able o insert a pivot table, execute the following steps.

!. &lic( any single cell inside the data set.

. On the $nsert tab, clic( Pivotable.

he following dialog box appears. Excel automatically selects the data for

you. he default location for a new pivot table is )ew *or(sheet.

+. &lic( O.



%rag elds he Pivotable eld list appears. o get the total amount exported of each

product, drag the following elds to the di-erent areas.

!. Product ield to the /ow 0abels area.

. Amount ield to the 1alues area.

+. &ountry ield to the /eport ilter area.



2elow you can nd the pivot table. 2ananas are our main export product.

hat's how easy pivot tables can be3



4ort o get 2anana at the top of the list, sort the pivot table.

!. &lic( any cell inside the otal column.

. he Pivotable ools contextual tab activates. On the Options tab, clic( the

4ort 0argest to 4mallest button 56A7.

/esult.

ilter2ecause we added the &ountry eld to the /eport ilter area, we can lter

this pivot table by &ountry. or example, which products do we export the

most to rance8



!. &lic( the lter drop9down and select rance.

/esult. Apples are our main export product to rance.

)ote: you can use the standard lter 5triangle next to Product7 to only show

the totals of specic products.

&hange 4ummary &alculation2y default, Excel summari;es your data by either summing or counting the

items. o change the type of calculation that you want to use, execute the

following steps.

!. &lic( any cell inside the otal column.

. /ight clic( and clic( on 1alue ield 4ettings...



+. &hoose the type of calculation you want to use. or example, clic( &ount.

". &lic( O.

/esult. !# out of the < orders to rance were 'Apple' orders.



wo9dimensional Pivot able$f you drag a eld to the /ow 0abels area and &olumn 0abels area, you can

create a two9dimensional pivot table. or example, to get the total amount

exported to each country, of each product, drag the following elds to the

di-erent areas.

!. &ountry ield to the /ow 0abels area.

. Product ield to the &olumn 0abels area.

+. Amount ield to the 1alues area.

". &ategory ield to the /eport ilter area.



2elow you can nd the two9dimensional pivot table.



o easily compare these numbers, create a pivot chart and apply a lter.

=aybe this is one step too far for you at this stage, but it shows you one of

the many other powerful pivot table features Excel has to o-er.

%o you li(e this free website8 Please follow us on

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Learn more about pivot tables, use theside menu >>

>o to op: Pivot ables @ >o to )ext &hapter: ables

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• 0earn more, it's easy•

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>o

http://www.excel-easy.com/examples/pivot-chart.html

http://www.excel-easy.com/examples/group-pivot-table-items.html


http://www.excel-easy.com/data-analysis/pivot-tables.html

http://www.excel-easy.com/data-analysis/tables.html






http://www.excel-easy.com/data-analysis/tables.html






o =ulti9level Pivot able

o reuency %istribution

o Pivot &hart

o 4licers

o Bpdate Pivot able

o &alculated ieldC$tem

•

%ownload Excel ileo pivot9tables.xls

ollow Excel Easy

&OPD/$> 5&7 F!F9F!G ***.EH&E09EA4D.&O=. EH&E0 P$1O A20E4. A00 /$>4 /E4E/1E%.EH&E0 F!F BO/$A0 @ O* O

http://www.excel-easy.com/examples/multi-level-pivot-table.html

http://www.excel-easy.com/examples/frequency-distribution.html


http://www.excel-easy.com/examples/slicers.html

http://www.excel-easy.com/examples/update-pivot-table.html

http://www.excel-easy.com/examples/calculated-field-item.html

http://www.excel-easy.com/data-analysis/excel-files/pivot-tables.xls


http://www.excel-easy.com/



http://www.excel-easy.com/examples/multi-level-pivot-table.html

http://www.excel-easy.com/examples/frequency-distribution.html


http://www.excel-easy.com/examples/slicers.html

http://www.excel-easy.com/examples/update-pivot-table.html

http://www.excel-easy.com/examples/calculated-field-item.html

http://www.excel-easy.com/data-analysis/excel-files/pivot-tables.xls






What is a Macro?

A Microsoft Office Macro (as this functionality applies to several of the

MS Office Applications) is simply Visual Basic for Applications (VBA)

code saved inside a document. For a comparable analogy thin! of a

document as "#M$ and a macro as %avascript. &n much of the same

'ay that %avascript can manipulate "#M$ on a 'ebpage a macro can

manipulate a document.

Macros are incredibly po'erful and can do pretty much anything your

imagination can conure. As a (very) short list of functions you can do

'ith a macro

• Apply style and formatting.

• Manipulate data and te*t.

• +ommunicate 'ith data sources (database te*t files etc.).

• +reate entirely ne' documents.

• Any combination in any order of any of the above.

Creating a Macro: An Explanation by Example

,e start 'ith your garden variety +SV file. -othing special here ust a

/01/ set of numbers bet'een / and // 'ith both a ro' and column



header. Our goal is to produce a 'ell formatted presentable data

sheet 'hich includes summary totals for each ro'.

As 'e stated above a macro is VBA code but one of the nice things

about 2*cel is you can create3record them 'ith 4ero coding re5uired 6

as 'e 'ill do here.



#o create a macro go to Vie' 7 Macros 7 8ecord Macro.

Assign the macro a name (no spaces) and clic! O9.

Once this is done all of your actions are recorded 6 every cell change

scroll action 'indo' resi4e you name it.



#here are a couple of places 'hich indicate 2*cel is record mode.

One is by vie'ing the Macro menu and noting that Stop 8ecording

has replaced the option for 8ecord Macro.

#he other is in the bottom right corner. #he :stop; icon indicates it is in

macro mode and pressing here 'ill stop the recording (li!e'ise 'hen

not in record mode this icon 'ill be the 8ecord Macro button 'hich

you can use instead of going to the Macros menu).

-o' that 'e are recording our macro let;s apply our summary

calculations. First add the headers.



-e*t apply the appropriate formulas (respectively)

• <S=M(B191)

• <AV28A>2(B191)

• <M&-(B191)

• <MA?(B191)

• <M2@&A-(B191)

-o' highlight all the calculation cells and drag the length of all our

data ro's to apply the calculations to each ro'.



Once this is done each ro' should display their respective

summaries.



-o' 'e 'ant to get the summary data for the entire sheet so 'e

apply a fe' more calculations



8espectively

• <S=M($1$1)

• <AV28A>2(B191) This must be calculated across all data

because the average of the row averages does not necessarily

equal the average of all the values.

• <M&-(-1-1)

• <MA?(O1O1)



• <M2@&A-(B191) *Calculated across all data for the same

reason as above.

-o' that the calculations are done 'e 'ill apply the style and

formatting. First apply general number formatting across all the cells

by doing a Select All (either +trl A or clic! the cell bet'een the ro'

and column headers) and select the C+omma StyleD icon under the

"ome menu.



-e*t apply some visual formatting to both the ro' and column

headers

• Bold.

• +entered.

• Bac!ground fill color.

And finally apply some style to the totals.



,hen all is finished this is 'hat our data sheet loo!s li!e

Since 'e are satisfied 'ith the results stop the recording of the

macro.



+ongratulations 6 you have ust created an 2*cel macro.

&n order to use our ne'ly recorded macro 'e have to save our 2*cel

,or!boo! in a macro enabled file format. "o'ever before 'e do that

'e first need to clear all the e*isting data so that it is not embedded in

our template (the idea being every time 'e use this template 'e 'ill

import the most upEtoEdate data).

#o do this select all cells and delete them.

,ith the data no' cleared (but the macros still included in the 2*cel

file) 'e 'ant to save the file as a macro enabled template (?$#M) file.

&t is important to note that if you save this as a standard template



(?$#?) file then macros 'ill not be able to be run from it. Alternately

you can save the file as a legacy template (?$#) file 'hich 'ill allo'

macros to be run.

Once you have saved the file as a template go ahead and close

2*cel.

Using an Excel Macro

Before covering ho' 'e can apply this ne'ly recorded macro it is

important to cover a fe' points about macros in general

• Macros can be malicious.

• See the point above.

VBA code is actually 5uite po'erful and can manipulate files outsideof the scope of the current document. For e*ample a macro could

alter or delete random files in your My @ocuments folder. As such it is

important to ma!e sure you only run macros from trusted sources.



#o put our data format macro to use open the 2*cel #emplate file

'hich 'as created above. ,hen you do this assuming you have

standard security settings enabled you 'ill see a 'arning across the

top of the 'or!boo! 'hich says that macros are disabled. Because 'etrust a macro created by ourselves clic! the :2nable +ontent; button.

=p ne*t 'e are going to import the latest data set from a +SV (this is

the source the 'or!sheet used to create our macro).

#o complete the import of the +SV file you may have to set a fe'

options in order for 2*cel to interpret it correctly (e.g. delimiter

headers present etc.).



Once our data is imported simply go to the Macros menu (under the

Vie' tab) and select Vie' Macros.

&n the resulting dialog bo* 'e see the CFormat@ataD macro 'erecorded above. Select it and clic! 8un.



Once running you may see the cursor ump around for a fe'

moments but as it does you 'ill see the data being

manipulated exactly as 'e recorded it. ,hen all is said and done it

should loo! ust li!e our original 6 e*cept 'ith different data.



Looking Under the Hood: What Makes a Macro Work

As 'e have mentioned a couple of times a macro is driven by Visual

Basic for Applications (VBA) code. ,hen you CrecordD a macro 2*cel

is actually translating everything you do into its respective VBA

instructions. #o put it simply 6 you don;t have to 'rite any code

because 2*cel is 'riting the code for you.

#o vie' the code that ma!es our macro run from the Macros dialog

clic! the 2dit button.

#he 'indo' that opens displays the source code that 'as recorded

from our actions 'hen creating the macro. Of course you can edit this

code or even create ne' macros entirely inside of the code 'indo'.

,hile the recording action used in this article 'ill li!ely fit most needs

more highly customi4ed actions or conditional actions 'ould re5uire

you to edit the source code.



Taking !r Example ne "tep #arther$

"ypothetically assume our source data file data.csv is produced by

an automated process 'hich al'ays saves the file to the same

location (e.g. [email protected] is al'ays the most recent data). #he

process of opening this file and importing it can be easily made into a

macro as 'ell

. Open the 2*cel #emplate file containing our CFormat@ataD

macro.

1. 8ecord a ne' macro named C$oad@ataD.



G. ,ith the macro recording import the data file li!e you normally

'ould.

H. Once the data is imported stop recording the macro.

I. @elete all the cell data (select all then delete).

J. Save the updated template (remember to use a macro enabled

template format).

Once this is done 'henever the template is opened there 'ill be t'o

macros 6 one 'hich loads our data and the other 'hich formats it.

&f you really 'anted to get your hands dirty 'ith a bit of code editing

you could easily combine these actions into a single macro by copying



the code produced from C$oad@ataD and inserting it at the beginning of

the code from CFormat@ataD.

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