PivotTables PivotCharts (Chapter 5)

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Alexander Cook
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1 If a database contains a lot of information and the user would like to work with only a selection of the data in a table or as a chart, PivotTables and PivotCharts are a great solution. Data Mining: the practice of searching through large amounts of computerized data to find useful patterns or trends (Miriam-Webster.com) Most databases are enormous to keep things efficient as we work with PivotTables and PivotCharts, we will use a few small databases for practice. Also, PivotTables and PivotCharts are useful for situations (like business meetings) that require the user to respond to unanticipated questions on the fly - it helps to answer questions visually with a PivotTable or PivotChart as well as verbally.

2 An advantage of using a PivotTable is that you can group data into one or more categories and perform a variety of calculations without altering the original data source. The raw data source needs to be organized. Use Column Headings with data below it. Use meaningful column headings and avoid blank rows and columns in the dataset.

3 Select the headings and data and name the range.

4 To create a PivotTable based upon a named range of raw data (with headings), go to the Insert tab, Tables group, PivotTable command.

5 Press the shortcut key F3 to bring up a list of named ranges you can use for your PivotTable: Then, set it to put the PivotTable on a new worksheet. This will give you more room to work, and permit you to add a report filter later.

6 Select what you want in your PivotTable with the PivotTable field list:

7 Add a comma style and table style to the PivotTable:

8 Report Filter A Report Filter filters the raw data even more. You can add a Report Filter to a PivotTable that is on its own worksheet. Excel displays the field name in cell A1 with a filter arrow in cell B1. Make sure your PivotTable has been created to be on its own worksheet. Drag a field to the Report Filter area of the PivotTable Field List task pane to add a Report Filter.

9 Add a report filter by dragging the field to the report filter area: Just simply drag the field you want to filter with from the top area to the Report Filter area. Report Filter pull down menu.

10 Select Cedar Rapids to filter the data to show only vending machine unit sales in the CR area. Report Filter pull down menu.

11 Add a slicer from the PivotTable tools Options menu. It works like a Report Filter, but has a different interface that is easier to use: The slicer can also filter the data shown in the PivotTable.

12 By pressing Cedar Rapids, you can filter the data to display only unit sales in CR:

13 Clear the slicer by pressing the small button:

14 To create a PivotChart from a previously created PivotTable, put your cursor in the existing PivotTable and then select the PivotChart command in the PivotTable Tools, Options tab, Tools group: Use this command to create a PivotChart from a PivotTable.

15 Use a Pie Chart for this example: The PivotChart will display the information you have programmed the PivotTable to display. Modify the appearance of the chart using techniques already covered in class. Try adding Pepsi and Coca-Cola images to the pie slices.

16 A Calculated Field is a user-designed field that does not exist in the original dataset. For example, you can create a calculated field that indicates what next year s unit sales goal is if you are hoping for 10% growth, for example. Select a cell in your PivotTable. Go to the PivotTable tools Options tab, Calculations group, Fields, Items, and Sets command, Calculated Field.

17 Calculated Field Double-click on the field to add it to your formula.

18 Edit the appearance of the PivotTable following the techniques covered in class.

The PivotTable has a calculated field that displays Next Year s Sales Goal (Use 20% Growth). Add the comma style and display only whole numbers.

19 In Class Activity (15 Minutes): Build the following PivotTable and PivotChart with the same raw data. Do it from scratch on a new worksheet. Print the worksheet fit to one page and turn in. Important Notes: The PivotTable displays Total Unit Sales 2014 by City. The PivotTable appearance has been modified. The PivotTable has a calculated field that displays Next Year s Sales Goal (Use 20% Growth). Add the comma style and display only whole numbers. It has a report filter for Vending Machine Brand It has a slicer for Vending Machine Brand The PivotChart is a Pie Chart. The Pie Chart appearance has been modified, and includes percent data labels. Put your full name in the Pie Chart title area, as indicated below:

Try what you learned (and some new things too)

Training Try what you learned (and some new things too) PART ONE: DO SOME MATH Exercise 1: Type some simple formulas to add, subtract, multiply, and divide. 1. Click in cell A1. First you ll add two numbers.