UC Excel 2010 - Module 5 - Pivot Tables PDF

MODULE
5
Microsoft Excel
2010
How PivotTables
Reveal
Data Secrets
For
DASH DESIGNS CONSULTING

Technology Training and Consulting Services
Excel 2010 PivotTable Secrets For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Microsoft Excel 2010
How PivotTables Reveal Data
Secrets
For
The Haas School of Business,
University of California
Revised: July 18, 2011
Copyrights and Trademarks
2011, Dash Designs Consulting, Jerry Maletsky

San Rafael, CA 94903
email: jerry@dashdesignsconsulting.com
web site: www.dashdesignsconsulting.com
fax (415) 491-1490
Dash Designs Consulting gives permission to the Haas School of

Business of the University of California at Berkeley to reprint this
training manual for internal use only. No re-sale of this material or
renunciation of copyrights are granted by this author.
Any mention or use of Microsoft, University of California, or any

third party products is hereby acknowledged by Dash Designs
Consulting to be for the sole purpose of editorial and educational
use of this training manual and for the benefit of the mentioned
parties.
Table of Contents
Creating PivotTables
Creating PivotTables.......................................... 2
Re-Arranging Pivot Fields ................................. 11
Updating PivotTable Data ................................. 12
Analyzing Data With PivotTables
Changing Data Field Functionality ...................... 16
Changing Relationship Of Data ......................... 18
Filtering PivotTable Data .................................. 22
Sorting PivotTable Data ................................... 26
Creating Custom Groups In PivotTables .............. 28
Drilling Down Into Data ................................... 32
Charting PivotTable Data.................................. 38
Using Slicers To Filter Pivot Tables and Charts ..... 40
Auto Formatting PivotTables ............................. 42
Custom Calculations In PivotTables
Calculating In PivotTables ................................ 44
Reference Workbook: UC Excel 2010 - PivotTables.xlsx
CHAPTER
Microsoft
Excel 2010
How PivotTables
Reveal
Data Secrets
For
Jerry Maletsky
Dash Designs
Training And Consulting
Excel 2010 PivotTable Secrets For The Haas School of Business, UC Berkeley - Dash Designs Consulting 1
CHAPTER
1 Creating PivotTables
Reference Worksheet: Orders
CREATING PIVOTTABLES
Report Filter Field
Column Field
d ld
el ie
PivotTable Filled in Screen
Fi F
ow
ue
R
al
V
A PivotTable report is, in essence, a spreadsheet view of data

managed in list formats. One limitation of tracking data records is
the inability to glance at those records and get an analysis of that
data. A PivotTable is an interactive spreadsheet that quickly
summarizes and compares large amounts of data. You can
rearrange its rows and columns to see different summaries of the
source data and you can display the details for areas of interest.
Use a PivotTable report when you want to analyze related totals,

especially when you have a long list of figures to sum and you want
to compare several facts about each figure. In the report displayed
above, you can easily see the products any customer is purchasing
and compare which products are out-performing others. Because a
PivotTable report is interactive, you can change the view of the
data to see more details or calculate different summaries, such as
counts or averages.
2 Excel 2010 PivotTable Secrets For The Haas School of Business, UC Berkeley - Dash Designs Consulting
CHAPTER
There are Four (4) types of fields in a PivotTable:
Row Labels Value

Column Labels Report Filter
In a PivotTable report, each column or field in your source data becomes

a PivotTable field that summarizes multiple rows of information.
A Row field is used as the labels for each row. Additional row fields
placed in the PivotTable are nested (grouped) within the primary row field
(the left-most field)
A Column field is used as the label for each column. Additional column
fields placed in the PivotTable are nested (grouped) within the primary
column field (the top-most field)
In choosing which field(s) that will be used as Row(s) or Column(s),

remember that Excel 2010 is limited to 16,384 columns across the
worksheet which may influence the decision.
A Value field, such as Sum of Sales, provides the values to be

summarized. The name and function assigned to the Data field will be
displayed in the top left cell of the PivotTable
A Report Filter field can be used to filter the PivotTable for a particular
item in that Page field.
To create a PivotTable report, you select the Insert Tab: PivotTable

command. In the dialog box, you verify the source data you want from
your worksheet list or external database. Excel then provides you with a
worksheet area for the report and a list of the available fields. As you
drag the fields from the list window to the outlined areas, Microsoft Excel
summarizes and calculates the report for you automatically.
After you create a PivotTable report, you can customize it to focus on the
information you want: change the layout, change the format, or drill
down to display more detailed data.
CHAPTER
1
Excel Data List
A list in Excel consists of a contiguous range of cells (no blank

rows or columns) in which only the top row of the data contain
the labels describing the information in the columns below
(fields). Every other row is considered a record of information describ-
ing that item.
CHAPTER
1
PivotTable Summarizing Data From Excel List
CHAPTER
1
Create a PivotTable
Steps:
Click anywhere in contiguous area that makes up the list
Click Insert tab: PivotTable button
In the Create PivotTable dialog box , confirm the source for the Piv-
otTable (Table/Range)
If necessary, select Use an external data source option and choose the
source list file name
Select whether the PivotTable should be placed on a New Worksheet
(recommended) or an Existing Worksheet)
Click OK
Insert Tab PivotTable Command
CHAPTER
1
Create PivotTable Dialog Box
Note: Above Table/Range of source data is based on records added within the
contiguous range of records on that worksheet. Therefore, it is important to add
future new records by inserting new rows within the contiguous range of the list (see
previous information on Page 4).
CHAPTER
1
Now you are ready to create the PivotTable.
Just drag the fields from the PivotTable Field List into the area
of the PivotTable you want to populate.
Empty PivotTable Layout
DRAG FIELDS TO FIELD

AREAS BELOW
CHAPTER
1
Populated PivotTable
CHAPTER
1
PIVOTTABLE COMMAND RIBBONS
PivotTable Tools: Options Tab
PivotTable Tools: Design Tab
CHAPTER
1
REARRANGING PIVOTTABLE FIELDS
PivotTables are extremely flexible. After placing the initial fields to
be viewed in the PivotTable, they can be resituated to another
position in that PivotTable or removed from the PivotTable.
Additional fields can also be added to a Row, Column, Data, or Page
field area.
Steps:
Re-Arranging PivotTable Fields
Drag field to another field area in that PivotTable
(i.e. Row to Column area)
Removing PivotTable Fields
Drag field out of the PivotTable area back into the Field List
Adding Additional PivotTable Fields
Click on the PivotTable toolbar Show Field List button
(if necessary)
Select field and drag into the preferred PivotTable area
(i.e. Row, Column, Value, or Report Filter area)
Before Moving PivotTable Fields
CHAPTER
1
UPDATING PIVOTTABLES
By default, PivotTables do not update as data changes in the

underlying list. If you want to make sure the PivotTable displays
the latest data from the source flat-file list, manually update the
PivotTable.
Manually Update a PivotTable
Steps:
Click into the PivotTable
Click the Refresh button on the PivotTable Tools: Options Tab
Note: The PivotTable tools that contain the Options and Design tabs are
only visible when the user has activated the PivotTable by clicking into
it.
Remember! New data added to the bottom of the list will not be included in the
PivotTable. To avoid having to reset the original cell range the PivotTable is
based on, insert a row within the original cell range to add the new record(s).
You can then sort the list to re-order the data.
Not Included In PivotTable
Add New Records Within Original Data Source Range
CHAPTER
PIVOTTABLE OPTIONS BUTTON
The PivotTable Options dialog box allows the user to set controls on
the PivotTable. These include setting refresh options, turning off
Grand Totals, Preserving formatting, and how to display empty cells
and error values.
This option will automatically refresh the PivotTable upon open-

ing the workbook within which it is contained.
CHAPTER
1
UPDATING THE PIVOTTABLE TO INCLUDE NEW RECORDS
As discussed previously, PivotTables do not update automatically after data
changes in the source list. The Refresh Data command on the Options Tab of
the PivotTable Tools group will update the table to reflect current data from the
original source range. However, if new records are added to the end of the
data source list, the PivotTable will not include them because they fall outside
the original source list range. For example, if the source list is originally a
range from A5:M600 and new records are added to the next 175 rows making
the list range A5:M775, the PivotTable must be adjusted to include these new
records or fields. The Change Data Source command on the PivotTable
Options tab will allow you to update the source list range.
Steps:
Click anywhere in the PivotTable
Click the PivotTable Options tab
Click Change Data Source button
Update the new source list range by changing the ending cell
address in the dialog box or select the new range with your
mouse
Click OK
CHAPTER
UPDATING THE PIVOTTABLE TO INCLUDE NEW RECORDS
CHAPTER
2 Analyzing Data With PivotTables
CHANGING THE FUNCTIONALITY OF A VALUE FIELD
By default, Value Fields summarize their data using the Sum function. Excel
allows Value Fields to be summarized with a group of other functions such as
Average, Count, Min, Max, and StdDev.
The Field Settings dialog box contains the function options. In addition to the
function, this dialog box allows the user to rename the field, format field values,
and change the relationship of summarized data to the other data in that field.
Steps:
Click the field name of the Value field (i.e. Sum of Quantity Sold)
Click the Options Tab on the PivotTable Tools group
Click Field Settings command
In the Summarize by box,

select a different function, if necessary
Click in the Custom Name box and rename data field, if necessary
Click on the Number button and format field, if necessary
Click OK
Value Field
Settings Dialog
Box
CHAPTER
2
CHANGING THE FUNCTIONALITY OF A VALUE FIELD
Changing The Functionality of Value FieldBefore
Changing The Functionality of Value FieldAfter
CHAPTER
2
CHANGING THE RELATIONSHIP OF SUMMARIZED DATA
As mentioned previously, the Field Settings dialog box contains the

function options. In addition to the function, this dialog box allows
the user to change the relationship of summarized data to the other
data in that field. By default, the values in the Data Field display as
they are. Specifically, a value of 100 displays as 100, independent
of any other values.
By clicking the Show Values As tab in the Value Field Settings

box and changing the Show Data As option, the data can be
viewed as it relates to other values. For example, the value can be
displayed as the Difference From a selected value in that Data
Field. Other options include showing data as a percentage to the
row field or the column field or total.
CHAPTER
2
PivotTable With Value Field Displaying Percentage of Row Item
Note: Zero Values are hidden

in this example. The com-
mand to hide zero values is
the Office Button: Excel
Options command. In the
Advanced Area, uncheck
Show a zero In cells that
have zero values.
CHAPTER
2
Function Result
Difference From Displays all the data in the value area as the
difference from the value for the specified Base
field and Base item. The base field and base
item provide the data used in the custom
calculation.
% Of Displays all the data in the value area as a
percentage of the value for the specified Base
field and Base item. The base field and base
item provide the data used in the custom
calculation.
% Difference Displays all the data in the value area as the
From difference from the value for the specified Base
field and Base item, but displays the difference
as a percentage of the base data. The base field
and base item provide the data used in the
custom calculation.
Running Total In Displays the data for successive items as a

running total. You must select the field for
which you want to show the items in a running
total.
% of Parent Row Calculates values as follows:

(value for the item) / (value for the parent item
Total on rows)
% of Parent Calculates values as follows:

Column Total (value for the item) / (value for the parent item
on columns)
This information in the above table is reprinted from Microsoft Excel Help System.
CHAPTER
2
Function Result
% of Parent Total Calculates values as follows:

(value for the item) / (value for the parent item of
the selected Base field)
% of row In a PivotTable report, displays the data in each

row as a percentage of the total for each row. In a
Pivot Chart report, displays the data as a
percentage of the total for the category.
% of column In a PivotTable report, displays all the data in each

column as a percentage of the total for each
column. In a Pivot Chart report, displays the data
as a percentage of the total for the series.
% of total In a PivotTable report, displays the data in the

value area as a percentage of the grand total of all
the data in the report. In a Pivot Chart report,
displays the data as a percentage of the total of all
data points.
Index Displays the data by using the following
calculation:
((value in cell) x (Grand Total of Grand Totals)) /
((Grand Row Total) x (Grand Column Total))
This information in the above table is reprinted from Microsoft Excel Help System.
CHAPTER
2
FILTERING DATA IN PIVOTTABLES
The PivotTable displays all items in the field that is placed in the
table. The data in the PivotTable can be filtered to display only the
required items in that field. Data can be filtered by hiding items in
a row or column field. In addition, data can be filtered by placing a
field in the Report Filter Field area and selecting specific items in
that field to display. All other items in that Page Field will be
hidden.
Steps:
Filtering Data In A Row/Column Field
Click on the list button of the Row or Column Labels field
Uncheck any field to be hidden
Click OK
Redisplaying Data In A Row/Column Field
Click on the list button of the Row or Column Labels field
Check (Show All)
Click OK
List Button
CHAPTER
2
FILTERING DATA IN PIVOTTABLES
Filtered Data - Before
Filtered Data - After
CHAPTER
2
FILTERING DATA IN PIVOTTABLES WITH REPORT FILTER FIELDS
Report Filter fields allow you to filter the entire PivotTable report to
display data for a single item or all the items. More than one field
can be displayed as a Report Filter field.
Steps:
To Add a Page Field
Drag the field from the field list to the Report Filter Field Area
of the PivotTable
To Filter a PivotTable with a Report Filter Field
Open the Filter button in the Report Filter Field
Select an entry to act as criteria
Report Filter Field Report Filter Field List
Report Filter
Field List
The Select Multiple

Items checkbox allows
the user to filter on mul-
tiple items.
CHAPTER
2
FILTERING DATA IN PIVOTTABLES WITH REPORT FILTER FIELDS
Report Filter Field Filtered Data - Before
Report Filter Field Filtered Data - After
CHAPTER
2
SORTING DATA IN PIVOTTABLES
Data in a PivotTable displays in the order that data appears in the
source flat-file list. However, data can be sorted automatically or
manually at any time after the PivotTable is created.
Steps:
To Automatically Sort Data In A Row/Column Field
Click on an item in the required row or column field
Click on the Options tab in the PivotTable Tools group
Click Sort Ascending or Sort Descending buttons
To Manually Sort Data In A Row/Column Field

Click on an item in the required row or column field
Drag to the required position
Repeat for each item as necessary
Sorting Data Before
CHAPTER
2
SORTING DATA IN PIVOTTABLES
Sorting Data After
CHAPTER
2
CREATING CUSTOM GROUPS IN PIVOTTABLES
Grouping field data can provide another level of analysis in a

PivotTable. Although adding additional fields in a PivotTable
automatically creates a grouped area, sometimes that isnt an
option. To remedy that, the user can create their own group based
on items in a Row or Column field. Then the data can be viewed
and analyzed in a higher level summary format. Groups of data
can be collapsed to view the data as a set of data not available from
the source flat-file list.
Steps:
To Group Selected Items In A Row/Column Field
If necessary, sort the items in the field in the preferred order
Select the items needed to create the first group
Click the Options Tab in the PivotTable Tools group
Click Group Selection button
Repeat the above 3 steps as needed
To UnGroup Selected Items In A Row/Column Field

Select the items needed to un-group
Click the Options Tab in the PivotTable Tools group
Click Ungroup Selection button
Repeat the above 3 steps as needed
CHAPTER
2
CREATING CUSTOM GROUPS IN PIVOTTABLES
Grouping Data Before
Grouping Data After
CHAPTER
2
RENAMING GROUPS IN PIVOTTABLES
The names of the groups can be customized to reflect the data. In

addition, the label for the group field can be customized.
Steps:
To Rename Groups In A Row/Column Field
Click on the name of the group (i.e. Group1)
Type a new name
To Rename The Group Field In A Row/Column Field

Click on the name of the group label (i.e. Line No2)
Type a new name
CHAPTER
2
RENAMING GROUPS IN PIVOTTABLES
Naming Groups
CHAPTER
2
DRILLING DOWN ON DATA IN PIVOTTABLES
Groups of data can be collapsed to show just the totals for that
group and then expanded to display the detail data again.
Steps:
To Drill Down In A Row/Column Field
Double-Click on the name of the group (i.e. Division 1)
-- OR --
Click on the name of the group
Click the Collapse Entire Field button on the Options tab
under the PivotTable Tools group
The group data will collapse to show summary data for group
To Expand Data In A Row/Column Field

Double-Click on the name of the group (i.e. Division 2)
-- OR --
Click on the name of the group
Click the Show Detail button on the PivotTable toolbar
The group data will expand to show detail for group
CHAPTER
2
DRILLING DOWN ON DATA IN PIVOTTABLES
CHAPTER
2
BREAKING DOWN VALUE FIELDS
PivotTables summarize data in the Data Field. A value in the Value

Field can represent hundreds of records in the underlying data list.
You can view the detail of the summarized data in the Value Field
by double-clicking a value. Excel will create a new worksheet with
a list of the records (a copy of those original records) that make up
that summarized value.
To Build Reports Based On Data Fields
Steps:
Double-Click on a Value Field item
(A new worksheet will appear with the detail records that
make up that data field value)
Note: An item is a value in a PivotTable field. For example, the value

$54,978 in the Total Revenue $$$ field is an item in that field.
Europe is an item in the Region field. BH-2500 is an item in the
Item field.
Only a Value field item (i.e. Revenue) will display records from
which that value came from in a new worksheet.
CHAPTER
BREAKING DOWN VALUE FIELDS
Build Reports Based On Value Fields - Before
Double-Click
Build Reports Based On Value Fields - After
Creates New Worksheet
CHAPTER
2
BUILDING PIVOTTABLES BASED FROM REPORT FILTER FIELDS
You can build new PivotTable reports based on Report Filter Fields.
These new reports create new worksheets containing PivotTables
displaying data from each of the items in that Report Filter Field.
To Build Reports Based On Report Filter Fields
Steps:
Click the Options tab under the
PivotTables Tools group
Click the Options list button
Select Show Report Filter Pages
Select the preferred field
Click OK
Note: Choose
the preferred
page field (there
could be
several) and
click OK.
CHAPTER
2
BUILDING PIVOTTABLES BASED FROM REPORT FILTER FIELDS
Report Filter Field With List of Items
New PivotTable As A Result Of Show Report Filter Pages Command
CHAPTER
2
CHARTING PIVOTTABLES
PivotTables can be charted at the same time as they are created or

any time after. Although, the user can choose any chart type they
prefer, the most common chart type used is a Stacked Column.
This is a very efficient way to display the chart since many times
the data in a PivotTable is not consistent (there might not be any).
There may be many values in the Value Field. Typical column or
line charts do not display large amounts of data well.
The chart is linked to the PivotTable. Pivot charts contain row,

column, data, and page field areas just as in the table.
Any changes to fields in the PivotTable effect the chart. As well,

any changes to the fields in the chart effect the PivotTable.
PivotTable charts can be formatted just as any chart created in
Excel. That includes chart type, chart options, formatting series,
legends, and data labels.
To Chart PivotTables
Steps:
Click the Options Tab under the PivotTable Tools group
Click PivotChart command
From the Chart Type box, select the preferred chart type
Edit the chart as necessary (see above notes)
CHAPTER
CHARTING PIVOTTABLES
Category button allows you to filter the report filter field if it is placed in the Pivot Table
Sum of Quantity displays the function the value field is using
Region button allows you to filter the series that display in

the chart (i.e. Region)
Item button allows you to filter the category axis items

(i.e. item field)
Note: The PivotChart Field buttons (see above) can be used to further
filter the data that is displayed on the chart. However, remember that any
changes to the display of the data in the chart also affects the PivotTable.
CHAPTER
2
USING SLICERS TO FILTER PIVOT TABLES AND CHARTS
Slicers are a new Excel 2010 tool that can be used to graphically filter a
Pivot Table and/or its Pivot Chart, much like the way Report Filter fields
are used in a Pivot Table.
The real advantage to slicers is that they are visual image buttons that
represent each item in that field and can be used to display elements of
your Pivot Table.
Steps:
Click into the PivotTable or Pivot Chart
Click the Options Tab under the PivotTable Tools group
Click Insert Slicer command
Note: In a Pivot Chart you can find this command on Analyze Tab
From the Insert Slicers box, select the field or fields you want
Click OK
Move and size the slicer pods as wanted.
To Filter Using Slicers
Click on the appropriate item in each slicer
To Un-Filter Using Slicers
Click on the Clear Filter button on the top right of filter pod
CHAPTER
USING SLICERS TO FILTER PIVOT TABLES AND CHARTS
Insert Slicer box and Slicer Pods Worksheet
Slicer Pods Displayed on Worksheet
CHAPTER
2
FORMATTING PIVOTTABLES
PivotTables can be formatted just like data in any worksheet. Font,

number, shading, and border formatting can be added to areas of
the PivotTable. The PivotTable Options dialog box contains an
option to Preserve formatting that will retain user-added
formatting when the table data is refreshed.
In addition, formatting can be added automatically using the

PivotTable Styles Gallery in the Design Tab under the
PivotTable Tools group. There are a variety of different styles
that can be applied to a PivotTable at any time.
To Automatically PivotTables
Steps:
Click the Design Tab under the PivotTable Tools group
Open PivotTable Styles Gallery
Choose a layout from the gallery
CHAPTER
FORMATTING PIVOTTABLES
PivotTable Without Formatting
PivotTable With Formatting
CHAPTER
3 CUSTOM PIVOTTABLE CALCULATIONS
CREATE A CUSTOM CALCULATION IN A PIVOTTABLE
Steps:
If items in the field to which you want to add the calculated item are grouped, un-
group them.
Select the field or an item in the field to which you want to add the calculated
item.
Click Formulas button on the Options Tab under PivotTable Tools
Select Calculated Field or Calculated Item.
In the Name box, type a name for the calculated item (or field).
In the Formula box, type the formula for the item.
To use data from an item in the formula, click the field in the Fields box, click the
item in the Items list, and then click Insert Item.
Note: You can include only items from the same field in which you are creating
the calculated item.
Click Add, and then click OK.
Note: If the items were originally grouped and you ungrouped them in step 1,
you can group them again or create new groups that include the new
calculated item, if you want.
Formulas Command on
the Options Tab under
the PivotTable Tools
group.
Custom PivotTable Calculations
CHAPTER
CREATE A CUSTOM CALCULATION IN A PIVOTTABLE
Calculated Field Dialog Box
PivotTable With Calculated Field Example

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MODULE

DASH DESIGNS CONSULTING

Revised: July 18, 2011

Copyrights and Trademarks

2011, Dash Designs Consulting, Jerry Maletsky

Dash Designs Consulting gives permission to the Haas School of

Any mention or use of Microsoft, University of California, or any

Re-Arranging Pivot Fields ................................. 11

Updating PivotTable Data ................................. 12

Analyzing Data With PivotTables

Changing Data Field Functionality ...................... 16

Changing Relationship Of Data ......................... 18

Filtering PivotTable Data .................................. 22

Sorting PivotTable Data ................................... 26

Creating Custom Groups In PivotTables .............. 28

Drilling Down Into Data ................................... 32

Charting PivotTable Data.................................. 38

Using Slicers To Filter Pivot Tables and Charts ..... 40

Auto Formatting PivotTables ............................. 42

Custom Calculations In PivotTables

Calculating In PivotTables ................................ 44

Reference Workbook: UC Excel 2010 - PivotTables.xlsx

Report Filter Field

A PivotTable report is, in essence, a spreadsheet view of data

Use a PivotTable report when you want to analyze related totals,

There are Four (4) types of fields in a PivotTable:

Row Labels Value

In a PivotTable report, each column or field in your source data becomes

In choosing which field(s) that will be used as Row(s) or Column(s),

A Value field, such as Sum of Sales, provides the values to be

To create a PivotTable report, you select the Insert Tab: PivotTable

Excel Data List

A list in Excel consists of a contiguous range of cells (no blank

PivotTable Summarizing Data From Excel List

Insert Tab PivotTable Command

Create PivotTable Dialog Box

Now you are ready to create the PivotTable.

Empty PivotTable Layout

DRAG FIELDS TO FIELD

PivotTable Tools: Options Tab

PivotTable Tools: Design Tab

Before Moving PivotTable Fields

By default, PivotTables do not update as data changes in the

Manually Update a PivotTable

Add New Records Within Original Data Source Range

This option will automatically refresh the PivotTable upon open-

CHANGING THE FUNCTIONALITY OF A VALUE FIELD

In the Summarize by box,

Changing The Functionality of Value FieldAfter

As mentioned previously, the Field Settings dialog box contains the

By clicking the Show Values As tab in the Value Field Settings

PivotTable With Value Field Displaying Percentage of Row Item

Note: Zero Values are hidden

Running Total In Displays the data for successive items as a

% of Parent Row Calculates values as follows:

% of Parent Calculates values as follows:

% of Parent Total Calculates values as follows:

% of row In a PivotTable report, displays the data in each

% of column In a PivotTable report, displays all the data in each

% of total In a PivotTable report, displays the data in the

Filtered Data - Before

Filtered Data - After

Report Filter Field Report Filter Field List