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Pivot Tables
help in Analyzing Large
Amounts of Data
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1. Source data from a
worksheet
2. Source values for
Qtr3 Golf summary in
the PivotTable report
3. PivotTable report
4. Summary of the
source values in C2
and C8 from the
source data
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Each column or field in the source data becomes aPivotTable field that summarizes multiple rows ofinformation
In the example , the Sport column becomes the Sport field,and each record for Golf is summarized in a single Golf item
A value field, such as Sum of Sales, provides the values tobe summarized Cell F3 in the report contains the sum of the Sales value from every
row in the source data for which the Sport column contains Golf andthe Quarter column contains Qtr3
By default, data in the Values area summarize theunderlying source data in the PivotChart report in thefollowing way: numeric values use the SUM function, and
text values use the COUNT function
To create a PivotTable report define its source data,
specify a location in the workbook, and
lay out the fields
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Grouping DataAccording to the unique values in one or more fields
Automatically groups large amounts of data into smaller,more manageable categories
suppose you have a data source with a Region field where each cellcontains one of four values: East, West, North, and South.
The original data may contain thousands of records, but if you buildyour PivotTable using the Region field, the resulting table has justfour rows - one each for the four unique Region values in your data
You can also create your own grouping after you havebuilt your PivotTable
if your data has a Country field, you can build the PivotTable
to group together all the records that have the sameCountry value
When you have done that, you can further group the uniqueCountry values into continents: North America, South
America, Europe, and so on
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SummarizingAlong with grouping, Excel also displayssummary calculations for each group Default calculation is Sum, ie., for each group,
Excel totals all the values in some specified field if your data has a Region field and a Sales field, a
PivotTable can group the unique Region values and, foreach one, display the total of the Sales values.
Other summary calculations include Count, Average, Maximum, Minimum, and Standard Deviation
Even more powerful, a PivotTable can display summaries for one
grouping broken down by another. suppose your sales data also has a Product field.
You can set up a PivotTable to show the total Sales for eachProduct, broken down by Region
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FilteringEnables you to view just a subset of the data
by default the PivotTables groupings show all the
unique values in the field However, you can manipulate each grouping to hide
those that you do not want to view
Each PivotTable also comes with a Reportarea, that enables you to apply a filter to theentire PivotTable.
suppose your sales data also includes a Customerfield
By placing this field in the PivotTables Report area,you can filter the PivotTable report to show just theresults for a single Customer
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PivotTable and PivotChart Reports
PivotTable report
used to summarize,analyze,
explore, andpresent summarydata
PivotChart report
used to visualize that
summary data in a
PivotTable report, &
easily see
comparisons,patterns, and trends
Both enable us to make informed decisions about critical
data in an enterprise
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Data suitable for use in a Pivot Table
must have these characteristics:1. The top row of data contains column headers
2. Each row of data is a record about a particularentity or transaction
3. Each column of data holds the same kind ofinformation
4. There are no entirely blank rows in the data
5. There are no entirely blank columns in the data
6. If a column contains numbers, use a zero insteadof a blank cell when you dont have a value
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Analysis provides insight into the
patterns of transaction
How much is the Company X spending? Who is spending it and with whom?
What goods and services is the company Xbuying?
Information needed to analyze spending datacan come from several sources Purchase Orders
Invoices
Requisitions
Master Agreements
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Analysis Reporting ConceptsFact
basic transaction data you are investigating
Data field numerical data value that can be measured
Dimensions
details about the fact
Fact: Purchase Order
Data field: PO Spend (USD)
Dimensions:
Ordered Date
Supplier
Agency Name
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Analysis Reporting ConceptsDimensions can be further divided into levels
Hierarchies impose a structure on the levels of data within adimension
Dimension: Ordered Date
Hierarchy 1: Calendar
Level 1: Calendar Year (2006, 2007)
Level 2: Calendar Quarter (Q1, Q2)
Level 3: Month
Level 4: Day
Hierarchy 2: Fiscal
Level 1: Fiscal Year (2006, 2007)
Level 2: Fiscal Quarter (Q1, Q2)
Level 3: Month
Level 4: Day
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Example-1:
Given the data,
Which region sold the
most? Which product is the
bestseller?
Are sales going up ordown over time?
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Which region sold the most?
Which product is the bestseller?
Are sales going up or down over time?
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Suppose you work for a chain of sporting-goodsstores. Every day you receive a report from each storethat includes complete details on that days activities,such as
number of customers each hour,
sales in each of 30 categories, items returned for refund or exchange, and
number of employees on duty at different times of the day
But what good does this raw data do to you?
With a PivotTable you can quickly and easily answerthe following types of questions:
Which days of the week show the highest sales? Which categories of merchandise sell best at different times
of the year?
Are more employees scheduled to work during periods ofthe highest customer load?
Do certain categories of merchandise suffer from unusuallyhigh rates of return or exchange?
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Example-2: Sporting Goods
What are the sales for the Camping
category for each region?
In each store, which days of the week see
the most customers?
In each store, which category has the
highest sales?
Which day of the week has the lowest
total sales?
SportingGoodsRawData.xlsx
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Example-3: BankingThis table comprises a month's worth of new account information fora three-branch bank. The table contains 712 rows, and each rowrepresents a new account. The table has the following columns:
The date when the account was opened
The opening amount The account type: CD, checking, savings, or IRA (Individual Retirement Account)
Who opened the account: a teller or a new-account representative
The branch at which it was opened: Central, Westside, or North County
The type of customer: An existing customer or a new customer
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Example-3: Banking
What is the daily total new deposit amount foreach branch?
How many accounts were opened at eachbranch, broken down by account type?
What's the dollar distribution of the differentaccount types?
What types of accounts do tellers open mostoften?
How does the Central branch compare to theother two branches?
In which branch do tellers open the mostchecking accounts for new customers?
bank accounts.xlsx
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Example-4: Grocery
Amount spent per year in each store on
each product
Total spending at each store
Total spending for each year
Groceriespt.xlsx
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Benefits of PivotTableConformance to
most of the formatting options that are applied toregular Excel ranges and cells
Customizable
build each report the way you want
Dynamic
components can be easily moved, filtered, & added
Easy
Build, maintain & update
Performance
amazingly fast
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Tasks that can be performedExplore the data:
Expand/ collapse data, showing the underlying details
Sort, filter, and group fields and items.
Change summary functions, and add custom calculations/formulas
Change the form layout and field arrangement: Add, rearrange, and remove fields.
Change the order of fields or items
Change the layout of columns, rows, and subtotals: Turn column and row field headers on or off, or display or hide
blank lines. Display subtotals above or below their rows.
Adjust column widths on refresh. Move a column field to the row area or a row field to the column
area. Merge or unmerge cells for outer row and column items
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Tasks that can be performed
Change the display of blanks and errors:
Change how errors and empty cells aredisplayed.
Change how items and labels without dataare shown.
Display or hide blank lines
Change the format: Manually and conditionally format cells and
ranges.
Change the overall PivotTable format style.
Change the number format for fields.
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Limitations and RestrictionsMaximum number of row fields
1,048,576 If you are using a version of Excel prior to 2007, the maximum number is 65,536
Maximum number of column fields
16,384 If you are using a version of Excel prior to 2007, the maximum number is 256
Maximum number of page fields 256
Maximum number of data fields 256
Maximum number of unique items that can appear in a row, column, or pagefield
1,048,576 If you are using Excel 2003, the maximum number is 32,500;
if you are using a version of Excel prior to 2003, the maximum number is 8,000
Size/ number of PivotTables is limited by system memory
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PivotChart vs. Standard chartsRow/Column orientation
Unlike a standard chart, you cannot switch the row/column orientation of aPivotChart report by using the Select Data Source dialog box
However, you can pivot the Row and Column labels of the associated PivotTablereport to achieve the same effect
Chart types You can change a PivotChart report to any chart type
except an xy (scatter), stock, or bubble chart
Source data Standard charts are linked directly to worksheet cells.
PivotChart reports are based on the data source of the associated PivotTablereport
Unlike a standard chart, you cannot change the chart data range in the SelectData Source dialog box of a PivotChart report
Formatting Most formatting - including chart elements that you add, layout, and style - is
preserved when you refresh a PivotChart report
However, trend lines, data labels, error bars, and other changes to data sets arenot preserved
Standard charts do not lose this formatting once it is applied
Although you cannot directly resize the data labels in a PivotChart report,
you can increase the font size of the text to effectively resize the labels
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Summary
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PivotTable is interactive/ designed for:Querying large amounts of data in many user-friendly ways.
Subtotaling and aggregating numeric data, summarizing data by
categories and subcategories, and creating custom calculations andformulas.
Expanding and collapsing levels of data to focus your results, anddrilling down to details from the summary data for areas of interest toyou.
Moving rows to columns or columns to rows (or "pivoting") to seedifferent summaries of the source data.
Filtering, sorting, grouping, and conditionally formatting the mostuseful and interesting subset of data to enable you to focus on theinformation that you want.
Presenting concise, attractive, and annotated online or printedreports
Use a PivotTable when you want to analyze related totals,
especially when you have a long list of figures to sum and you want tocompare several facts about each figure
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Pivot Table: The most Technologically
Sophisticated Component in Excel
Does its job without using formulas
Essentially a dynamic summary report
generated from a database.
The database can reside in a worksheet or in
an external file.
A pivot table can help transform endless
rows and columns of numbers into a
meaningful presentation of the data
The most innovative aspect of a pivot
table lies in its interactivityAfter you create a pivot table, you can rearrange theinformation in almost any way imaginable, and even insertspecial formulas that perform new calculations.
You even can create post-hoc groupings of summaryitems (for example, you can combine Northern Regiontotals with Western Region totals).
The name stems from the fact that you can rotate (that is,
pivot) the tables row and column headings around thecore data area to give you different views of yoursummarized data.
One minor drawback to using a pivot table is: unlike a formula-based summary report, a pivot table does
not update automatically when you change the source data. However, a single click of the Refresh toolbar button forces a pivot
table to use the latest data.