excel 2007 unit l

Microsoft Excel 2007 -Microsoft Excel 2007 -IllustratedIllustrated

Analyzing Data with Analyzing Data with Pivot TablesPivot Tables

2Microsoft Office Excel 2007 - Illustrated

• Plan and design a PivotTable reportPlan and design a PivotTable report

• Create a PivotTable reportCreate a PivotTable report

• Change a PivotTable’s summary Change a PivotTable’s summary function and designfunction and design

• Filter and sort PivotTable dataFilter and sort PivotTable data

ObjectivesObjectives


• Update a PivotTable reportUpdate a PivotTable report

• Change the structure and format of a Change the structure and format of a PivotTable reportPivotTable report

• Create a PivotChart reportCreate a PivotChart report

• Use the GETPIVOTDATA functionUse the GETPIVOTDATA function

ObjectivesObjectives


Unit IntroductionUnit Introduction

• Use the Use the PivotTablePivotTable feature to feature to summarize data in a worksheet, then summarize data in a worksheet, then list and display that data in a table list and display that data in a table formatformat• The interactive quality of a PivotTable The interactive quality of a PivotTable

allows you to freely rearrange, or allows you to freely rearrange, or “pivot,” parts of the table structure “pivot,” parts of the table structure around the dataaround the data

• Summarize data values within the tableSummarize data values within the table


Planning and Designing Planning and Designing a PivotTable Reporta PivotTable Report

• Use the following guidelines to create a Use the following guidelines to create a PivotTable:PivotTable:• Review the source dataReview the source data• Determine the purpose of the PivotTable and Determine the purpose of the PivotTable and

write down the names of the fields you want to write down the names of the fields you want to includeinclude

• Determine which field contains the data you Determine which field contains the data you want to summarize and which summary want to summarize and which summary function you want to usefunction you want to use

• Decide how you want to arrange the dataDecide how you want to arrange the data• Determine the location of the PivotTableDetermine the location of the PivotTable


Planning and Designing Planning and Designing a PivotTable Report (cont.)a PivotTable Report (cont.)

Column fields

Row fields

Data summary field


Creating a PivotTable ReportCreating a PivotTable Report

Click to add a field to the PivotTable


Creating a PivotTable Report Creating a PivotTable Report (cont.)(cont.)

Column fields

Row fields

Data area


Changing a PivotTable’s Changing a PivotTable’s Summary Function and DesignSummary Function and Design

• A PivotTable’s A PivotTable’s summary functionsummary function controls what type of calculation is controls what type of calculation is applied to the table dataapplied to the table data• Unless you specify otherwise, Excel Unless you specify otherwise, Excel

applies the SUM function to numeric applies the SUM function to numeric data and the COUNT function to data data and the COUNT function to data fields containing textfields containing text

• Easily change the SUM function to Easily change the SUM function to different summary functiondifferent summary function


Changing a PivotTable’s Changing a PivotTable’s Summary Function and Design Summary Function and Design (cont.)(cont.)

PivotTable showing averages


Filtering and Sorting PivotTable Filtering and Sorting PivotTable DataData

• You can filter a PivotTable using a You can filter a PivotTable using a report filterreport filter

• Moving a field to the Report Filter Moving a field to the Report Filter area of a PivotTable filters the report area of a PivotTable filters the report data by that field. data by that field.

• You can also sort PivotTable row and You can also sort PivotTable row and column data to organize it in column data to organize it in ascending or descending order.ascending or descending order.


Filtering and Sorting PivotTable Filtering and Sorting PivotTable Data (cont.)Data (cont.)

Quarter is in the Report Filter area

Only the 1st quarter

should e displayed

Sales for 1st quarter only


Updating a PivotTable ReportUpdating a PivotTable Report

• Data in a PivotTable Report looks Data in a PivotTable Report looks like typical worksheet datalike typical worksheet data• However, because the data is linked to However, because the data is linked to

a source list, the values and results in a source list, the values and results in the PivotTable are read-only valuesthe PivotTable are read-only values

• Unable to modify or move part of a Unable to modify or move part of a PivotTablePivotTable

• To change, or To change, or refreshrefresh, PivotTable data, , PivotTable data, you must update the data in the list you must update the data in the list used to create the table, called the used to create the table, called the source listsource list


Updating a PivotTable Report Updating a PivotTable Report (cont.)(cont.)

New record added

Total reflects new CD

information


Changing the Structure and Changing the Structure and Format of a PivotTable ReportFormat of a PivotTable Report

• PivotTable data can’t be changed, PivotTable data can’t be changed, but its structure and appearance can but its structure and appearance can be changedbe changed• Change a PivotTable’s appearance by Change a PivotTable’s appearance by

moving or adding fieldsmoving or adding fields


Changing the Structure and Changing the Structure and Format of a PivotTable Report Format of a PivotTable Report

(cont.)(cont.)Category is now in the

Report Filter area


Creating a PivotChart ReportCreating a PivotChart Report

• A A PivotChart reportPivotChart report is a chart that is a chart that you create from data or from a you create from data or from a PivotTable reportPivotTable report• A PivotChart has fields that you move A PivotChart has fields that you move

to explore new data relationshipsto explore new data relationships• When you create a PivotChart directly When you create a PivotChart directly

from the data, Excel automatically from the data, Excel automatically creates a corresponding PivotTable creates a corresponding PivotTable reportreport


Creating a PivotChart Report Creating a PivotChart Report (cont.)(cont.)

PivotChart


Using the GETPIVOTDATA Using the GETPIVOTDATA FunctionFunction

• Ordinary cell references will not work Ordinary cell references will not work when you want to reference a when you want to reference a PivotTable cell in another worksheetPivotTable cell in another worksheet• If you change the way data is displayed If you change the way data is displayed

in a PivotTable, the data moves, in a PivotTable, the data moves, rendering an ordinary cell reference rendering an ordinary cell reference incorrectincorrect

• To retrieve summary data from a To retrieve summary data from a PivotTable, you need to use the Excel PivotTable, you need to use the Excel GETPIVOTDATA functionGETPIVOTDATA function


Using the GETPIVOTDATA Using the GETPIVOTDATA Function (cont.)Function (cont.)

GETPIVOTDATA Function

Result of the GETPIVOTDATA

Function


SummarySummary

• Spend time planning your PivotTableSpend time planning your PivotTable

• Use the PivotTable dialog box to Use the PivotTable dialog box to create a PivotTablecreate a PivotTable

• Filter and sort PivotTable dataFilter and sort PivotTable data

• Summary functions of PivotTables Summary functions of PivotTables can be changedcan be changed


Summary (cont.)Summary (cont.)

• Use the Refresh button to update Use the Refresh button to update PivotTablesPivotTables

• The structure of a PivotTable can be The structure of a PivotTable can be alteredaltered

• PivotChart reports can be created PivotChart reports can be created directly from PivotTablesdirectly from PivotTables

• Use the GETPIVOTDATA function to Use the GETPIVOTDATA function to extract information from a PivotTableextract information from a PivotTable

excel 2007 unit l

Technology

pivottable report data

illustrated pivottable

sorting pivottable data

microsoft excel

pivottable filter

pivottable row

pivottable cell

designinga pivottable