Excel Tutorial For Beginners



Excel Glossary


Excel Tips Tutorial: How to Enter Credit Card Numbers In Excel

Excel Tips Tutorial: How To Make Gantt Chart in Microsoft Excel

Excel Tips Tutorial: Pivot Tables

Excel For Noobs Tutorial: How to use IF function for logical calculation

Excel For Noobs Tutorial: How to use data filtering in MS Excel

Excel Tips Tutorial: How to Use Concatenate Function to Join Cells Together

Excel For Noobs Tutorial: How to create graphs in Excel

Excel Tips Tutorial: How to Insert Cells in Data Tables in MS ExceI

Excel Tips Tutorial: How to Convert Values From One Measurement System to Another

Excel Tips Tutorial: How to Convert Numbers to Text

Excel Tips For Noobs: How To Add Diagonal or Crossed Lines to a Cell

Excel Tips Tutorials: How to Make A Pie Chart in Microsoft Excel

Excel Tips: How to Solve Circularity Errors With Iterations

Excel Tips Tutorial: How To Use Vlookup in Microsoft Excel

Excel Tips Tutorial: How to use SUMIF, COUNTIF and AVERAGEIF Functions in Microsoft Excel

Excel Tips Tutorial: How to Use Conditional Format in Microsoft Excel

Excel Tips Tutorial: How to Connect Links to Excel Worksheets

Excel Tips Tutorial: How To Write Formulas In Excel

Excel Tips Tutorial: How to Find and Replace Values in Microsoft Excel

Excel Tips Tutorial: VBA Visual Basic for Application For Beginners in Microsoft Excel

Excel Tips Tutorial: How to Use Trim, Upper, Lower and Proper In Microsoft Excel

Excel Tips Tutorial: How to Convert a PDF File to Editable Excel File

Excel Tips Tutorial: How to Use Pivot Tables in Microsoft Excel

Excel Tips Tutorial: How to Find and Select Content or Cells in Excel

Excel Tips Tutorial: How to Merge Styles and Themes of Old and New Excel Versions 2003 2007 2010 2013

Excel Tips Tutorial: Microsoft Excel Keyboard Shortcuts

Excel Tips Tutorial: How to Draw a Line Through a Word in Excel - Strikethrough

Excel Tips Tutorial: Horizontal Text Alignment in Excel (General, Left, Center, Right, Fill, Justify, Center across Selection and Distributed)

Excel Tips Tutorial: Vertical Alignment in Excel (Top, Center, Bottom, Justify, and Distributed)

Excel Tips Tutorial: How to Display Text at a 45 Degree Angle (Diagonal Text)

Excel Tips Tutorial: How to add a Background Image (Picture) to an Excel Worksheet

Excel Tips Tutorial: How to Use Format Painter to Copy and Paste Cell Formats

Excel Tips Tutorial: How to Use Cell Styles to Format Cells

Excel Tips Tutorial: How to Change the Default Style of an Entire Excel Workbook Using Cell Styles

Excel Tips Tutorial: How to Create Your Own New Cell Style in Excel

Excel Tips Tutorial: Understanding and Applying Themes in Excel

Excel Tips Tutorial: How to Pin Important Excel File to the Recent Files List

Excel Tips Tutorial: How to Add Folders to the Favorites List in the Open Dialog Box

Excel Tips Tutorial: How to Save Excel Workbook Files

Excel Tips Tutorial: How to Change the Default File Type to Save Excel Workbooks

Excel Tips Tutorial: How to Open and Recover an Unsaved Excel File

Excel Tips Tutorial: Rules for Filenames in Microsoft Excel

Excel Tips Tutorial: How to Print Only an Excel Chart without Printing out the Entire Worksheet

Excel Tips Tutorial: How to Remove Formula Error-Checking Smart Tags

Excel Tips Tutorial: How to Stop Automatically Creating Calculated Columns in Excel Tables

How to Name an Excel Table

Excel 2013 Tutorial: How to Refer to a Named Cell as a Constant

Excel Concatenate Function Tutorial - How to Join Text in Excel

How to Use If Else If Function in Excel 2013 - Nested If Function in Microsoft Excel

Excel Worksheets Tutorial for Microsoft Excel 2013

Absolute, Relative and Mixed Cell Reference Excel Tutorial

Excel 2013 Tutorial Creating and Opening Workbooks in Excel 2013

Excel 2013 Tutorial The Function Library

How to Share Workbooks in Excel 2013 Tutorial

Save and Save As Excel 2013 Tutorial

How to Recover Unsaved Files in Excel 2013 with the Auto Saved Feature

How to Export Excel Files to PDF Other Different File Types

Basic Excel 2013 Functions Tutorial

Excel Tutorial How to Use Nested Functions

How to Use GoTo Special in Microsoft Excel 2013 Tutorial

Excel Page Layout Tutorial

Microsoft Excel Tutorial Page Breaks, Headers and Footers

Excel 2013 Tutorial How to Format Fonts in Excel

How to Create a Custom List in Excel Tutorial

Data Validation Microsoft Excel 2013 Tutorial - How to Restrict Entering Data in a Cell

Understanding Excel Charts Tutorial

How to Create a Basic Chart in Excel Step by Step Tutorial

How to Create and Use a Pivot Table in Microsoft Excel 2013 - Excel Pivot Table Tutorial

How to Pivot Data with Excel Pivot Tables Tutorial

How to Create a Macro in Microsoft Excel 2013

Microsoft Excel 2013 Worksheet Template Tutorial How to Create

Drop Down Lists Tutorial in Excel 2013

How to Reference Formulas and Data on other Excel Worksheets Worksheets Microsoft Excel 2013 Tutorial

Excel Data Forms Tutorial Microsoft Excel 2013

How to Insert Drawing Objects into your Excel Spreadsheets Microsoft Excel 2013 Tutorial

Excel LOOKUP Function Tutorial Microsoft Excel 2013

Excel Workbook and Worksheet Objects Tutorial

Excel Tutorial: Variables in Microsoft Excel Visual Basic Application (VBA)

Excel VBA Tutorial: If Then and Else Statement in Microsoft Excel (VBA) Visual Basic Application

Excel Events Tutorial: Visual Basic Application Evens in Microsoft Excel 2013


Excel For Noobs Tutorial: A Description of the Different Parts of an Excel Workbook

Excel For Noobs Tutorial: The Excel Ribbon Tabs, Commands and Buttons

Excel For Noobs Tutorial: How to Navigate Through an Excel Workbook

Excel For Noobs Tutorial: Types of Data and How to Enter Data into Excel

Excel For Noobs Tutorial: How to Erase Edit and Replace Data in Excel

Excel For Noobs Tutorial: Order of Operation

Excel For Noobs Tutorial: How to Use and Combine Formulas in Excel

Excel For Noobs Tutorial: How To Style Your Workbook Using Borders

Excel For Noobs Tutorial: How to Add Fill Color to a Cell

Excel For Noobs Tutorial: How to Format Font in Microsoft Excel

Excel For Noobs Tutorial: How to Align Text, Merge Cells, and Format Numbers

Excel For Noobs Tutorial: A Step by Step Creation of a Sales Report and Forecast

Excel For Noobs Tutorial: Conditional Formatting Introduction

Excel For Noobs Tutorial: How to Insert Charts, Chart Tools and Chart Formats For 2007, 2010 and 2013

Excel For Noobs Tutorial: How to use Page Layout and Print in Excel

Test



Excel Tips Tutorial: Pivot Tables

Introduction

Pivot tables are used to summarize, analyze, explore and present your data. A Pivot table is a way to extract data from a long list of information and present it in a more meaningful and user friendly format. Unlike a manually created summary, Excel Pivot Tables are interactive. Once you have created one, you can easily change it if it doesn’t offer the exact insights into your data that you were hoping for.

The data that you analyze using a PivotTable can not be just any data. That is, it has to be raw data, previously unsummarized – typically a list of some sort. For instance, the list of sales transactions in a company for the past few months might be the best example for this.

Let us examine the data shown below:

Pivot Tables Microsoft Excel 2010 Tutorial


Here we can notice that this is not raw data. In fact, it is already a summary of some sort. In cell B3 we can see $30,000, which apparently is the total of James Cook’s sales for the month of January. So where is the raw data? How did we arrive at the figure of $30,000? It is clear that someone must have gone to the trouble of collating all of the sales transactions for the past six months into the summary we see above. It was created manually from raw data stored elsewhere, and it did indeed take a couple of hours to compile. However, it’s exactly the sort of summary that could be created using PivotTables, in which case it would have taken just a few seconds. Let’s find out how.

If we were to track down the original list of sales transactions, it might look something like this:

Pivot Tables Microsoft Excel 2010 Tutorial


Using the PivotTable feature of Excel 2010, we can create a monthly sales summary similar to the one above in a few seconds, with only a few mouse clicks.

Creating a PivotTable

First, ensure that you have some raw data in a worksheet in Excel. A list of financial transactions is typical, but it can be a list of just about anything such as Employee contact details, fuel consumption figures for your company’s fleet of cars and so on.

We start Excel 2010 and load the above list…
Once we have the list open in Excel, we are ready to start creating the PivotTable. Click on any one single cell within the list. Let us consider “Champion”.

Pivot Tables Microsoft Excel 2010 Tutorial

Then, from the Insert tab, click the “PivotTable” icon as shown below:

Pivot Tables Microsoft Excel 2010 Tutorial

The “Create PivotTable” box appears, asking you two questions: What data should your new PivotTable be based on, and where should it be created? As we already clicked on a cell within the list, the entire list surrounding that cell is already selected for us ($A$1:$G$88 on the Payments sheet, in this example).
Note: We can select a list in any other region of any other worksheet, or even some external data source.

Pivot Tables Microsoft Excel 2010 Tutorial


The new worksheet is created for us, and a blank PivotTable is created on that worksheet:

Pivot Tables Microsoft Excel 2010 Tutorial


Another box also appears: The PivotTable Field List.
This field list will be shown whenever we click on any cell within the Pivot Table:

Pivot Tables Microsoft Excel 2010 Tutorial


The list of fields in the top part of the box is actually the collection of column headings from the original raw data worksheet. The four blank boxes in the lower part of the screen allow us to choose the way we would like our PivotTable to summarize the raw data. We need to drag fields down from the list above and drop them in the lower boxes. A PivotTable is then automatically created to match our instructions. If we get it wrong, we only need to drag the fields back to where they came from or drag new fields down to replace them.

The “Values” box is the most important of the four. The field that is dragged into this box represents the data that needs to be summarized in some way (by summing, averaging, finding the maximum, minimum, etc). It is almost always numerical data. A perfect candidate for this box in our sample data is the “Amount” field/column. Let us drag that field into the Values box:

Pivot Tables Microsoft Excel 2010 Tutorial


Here the “Amount” field in the list of fields is now ticked, and “Sum of Amount” has been added to the Values box, indicating that the amount column has been summed. If we examine the PivotTable itself, we indeed find the sum of all the “Amount” values from the raw data worksheet:

Pivot Tables Microsoft Excel 2010 Tutorial


We created our first PivotTable. But this is not particularly impressive. We need a little more insight into our data than that. Referring to our sample data, we need to identify one or more column headings that we could conceivably use to split this total. For example, we may decide that we would like to see a summary of our data where we have a row heading for each of the different salespersons in the company, and a total for each. To achieve this, all we need to do is to drag the “Salesperson” field into the Row Labels box:

Pivot Tables Microsoft Excel 2010 Tutorial


Now, finally, things start to get interesting. Our PivotTable starts to take shape…….

Pivot Tables Microsoft Excel 2010 Tutorial


With a couple of clicks we have created a table. Now, let us examine some ways that more complex PivotTables can be created, and ways that those PivotTables can be customized.

First, we can create a two-dimensional table. We can do that by using “Payment Method” as a column heading. So just drag the “Payment Method” heading to the Column Labels box:

Pivot Tables Microsoft Excel 2010 Tutorial


Now this looks as below:

Pivot Tables Microsoft Excel 2010 Tutorial


We can also make it a three-dimensional table. Well, let us see. Drag the “Package” column/heading to the Report Filter box:

Pivot Tables Microsoft Excel 2010 Tutorial


Just notice where it ends up.

Pivot Tables Microsoft Excel 2010 Tutorial


This allows us to filter our report based on which “holiday package” was being purchased. For instance, we can see the breakdown of salesperson versus payment method for all packages, or with a couple of clicks, change it to show the same breakdown for the “Sunseekers” package:

Pivot Tables Microsoft Excel 2010 Tutorial


So, if you think about it the right way, our PivotTable is now three-dimensional. Let us keep customizing.

If it turns out, say, that we only want to see checks and credit card transactions (i.e. no cash transactions), then we can deselect the “Cash” item from the column headings. Click the drop-down arrow next to Column Labels, and untick “Cash”:

Pivot Tables Microsoft Excel 2010 Tutorial


Let us see what that looks like. As you can see, “Cash” is gone.

Pivot Tables Microsoft Excel 2010 Tutorial


Formatting



The numbers that we are summing do not look like dollar amounts – just plain old numbers. Let us rectify this.
First, we need to locate the “Sum of Amount” entry in the Values box, and click on it. A menu appears. We need to select “Value Field Settings……” from the menu:

Pivot Tables Microsoft Excel 2010 Tutorial


The “Value Field Settings” box appears.
Now click the “Number Format” button, and the standard “Format Cells” box appears as shown below:

Pivot Tables Microsoft Excel 2010 Tutorial


From the Category list, select Accounting, and drop the number of decimal places to 0 (zero). Click “OK” a few times to get back to the PivotTable.

Pivot Tables Microsoft Excel 2010 Tutorial


As you can see, the numbers have been correctly formatted as dollar amounts.




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