INTRODUCTION TO EXCEL
PIVOT TABLES
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FSRC WORKSHOPS
• Access workshop information and materials:
http://www.csus.edu/irt/fsrc/workshops.html
• Click on Courses Link and download sample
file(s).
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ANNOUNCEMENTS
• We understand scheduling conflicts. Feel
free to politely exit the room early if
necessary. Please log out of your
workstation.
• We encourage you to ask questions, but if
you find that you need further assistance,
additional resources are available. Ask us
after the workshop ends.
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PRE-REQUISITES
• Basic knowledge using Excel 2010
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OBJECTIVES
• Learn how to create pivot table reports,
• Learn how to use SparkLines,
• Learn how to save and print reports.
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PREPARING DATA FOR
PIVOTTABLE
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BACKUP YOUR DATA
• Back up Raw data by creating a copy
• Work from worksheet copy of raw data
• Copy ensures raw data is not lost if something
goes wrong
• Move raw data copy to be first sheet
Demonstration + Activity:
Open sample excel file and make a copy of
worksheet into existing workbook
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MOVE/COPY PROCESS
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RENAME WORKSHEETS
• Helps keep track of worksheet contents
• Limit of 31 Characters
• Worksheet with Raw data should contain
“Raw data” reference
Demonstration + Activity:
Rename the original Raw data
worksheet and worksheet copy
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REMOVE DUPLICATES
• Find duplicate data with
conditional formatting
• Filter for Unique Values
• Use Remove Duplicates Command
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DEMO & ACTIVITY
• Use Conditional Formatting, Remove duplicates,
options
• Clear rules from selected sheets when you
remove duplicates
– Home > Styles > conditional formatting > clear rules
from entire sheet
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CONVERT DATA TO TABLE
• Enables data to be more
usable
• Apply a Table Style and
other formatting
• Sort and Filter options
enabled automatically in
table view
• Generate a Pivot Table
from existing table
Demonstration + Activity
Convert data into a table
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CREATE A PIVOT TABLE
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PIVOT TABLE DEFINED
“A PivotTable provides an easy way to summarize information
stored in a range, a table, or an external data source.”
“…present endless rows and columns of numbers in a variety
of meaningful ways”
Source: Master Visually Excel 2010
Elaine Marmel
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WHAT TYPE OF DATA?
• Raw Data: un-processed, un-summarized
• Numeric and Non-Numeric Data
• Organized as a list with labeled columns
– At least 3 columns of data
– Data should be entered correctly
– No gaps or blank spaces
• List of anything
– Employee Contact Details
– Financial Transactions
– Academic Year Course Information
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PIVOT VS. MANUAL REPORT
Pivot Table/Report
• Interactive Summary of
Data
• Created with a few mouse
clicks (takes a few sec)
• Easily Change summary
• Formulas not required
• Couple of clicks for
summary to be “pivoted”
(rotated) switch row to be column
Manual Report/Table
• Static Summary of Data
• Manually created (can take
min - hrs)
• Difficult/tedious to change
summary
• Create formulas to display
data a certain way
• No automatic process to
rotate data (manual)
data
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CREATING PIVOT TABLE REPORT
• Steps to create a pivot table include:
– Identify source data, must be Raw data
– Identify where pivot table will go in workbook
– Layout the fields
• Report that provides concise and exact insight
into the data you need to present.
Demonstration + Activity
Create a Pivot Table for Sample file using Raw data
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PIVOT TABLE COMPONENTS
• PivotTable Area
• PivotTable Field List
– Appears any time we click on PivotTable
– Displays Column headings from Raw data
– 4 boxes (report, column, row, values)
• Choose way PivotTable summarizes data
• Drag and drop fields to 4 drop zones
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DROP ZONES
• Report Filter: Filter out
data
• Column Labels: determine
the arrangement of data
shown in the columns of
the pivot table.
• Row Labels: determine the
arrangement of data
shown in the rows of the
pivot table.
• Values: data that will
appear in cells. Values are
summarized (summing,
avg. etc.)
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ACTIVITY
•
•
•
•
Drag Orders to Report Filter
Drag Sales Rep to Row Labels
Drag Total Sales to Values
Drag Date to Column Labels
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ADDITIONAL FORMATTING
• Group Dates
– Group by Month & Year
• Value Field formatting
– Number to Currency
• Filter options
– Filter by Order #
• Apply a Design to Pivot Table
– Design Tab
– Change Layout and apply a style
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PIVOT TABLE OPTIONS
• Options Tab Appears on Ribbon
– Change Name for PivotTable
– Hide/Unhide Grand Totals
– Insert Slicers
• Options > Sort & Filter > Insert Slicer
• Visual way of filtering
– Refresh
• Change a value in source data
• Options > Data Group > Refresh
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PIVOTTABLE OPTIONS CONT…
• Change Data Source
– Use to add extra column or change source
– Recapture data without Date Info
• Pivot Table Selection
– Options > Actions: Useful if need to format sections
of PT at a time
– Enable Selection Arrow (Black arrow ) > select
region & Edit
• Move Pivot Table
• Insert a PivotChart
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SPARKLINES
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SPARKLINES
• Tiny chart inside a cell that provides a visual
representation of data
• Use to show trends at a glance for range of data.
• Placed next to or near underlying data (in context)
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CREATING A SPARKLINE
• Changes done to underlying data automatically
transfer to sparkline
• Sparklines are printed for worksheets that
contain them
• Use the “Sparklines” group (Line, column,
win/loss)
Demonstration + Activity:
Create a line Sparkline for
Sample file on PivotTable sheet
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ACTIVITY
• Open the file called SampleData_Orders.xlsx
• Create a PivotTable and add sparklines
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SAVING AND PRINTING
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BEFOREYOU SAVE & PRINT
•
•
•
•
•
Set Print Area
Specify Orientation/Margins
Scale to Fit on Page
Gridlines
Page Layout Tab and Page Set Up (file
menu)
Demonstration + Activity
Set print area and page set up properties
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SAVING OPTIONS
• Save as .xlsx
• Save as Adobe PDF
• Save as a .csv or .txt
Demonstration + Activity:
Save the report as a PDF
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PRINTING OPTIONS
• Print the Active Sheets
• Print the Entire Workbook
• Print Selection
Demonstration + Activity
Print selection only
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SUMMARY
•
•
•
•
•
•
Set up data in excel
Converted data into Table
Created a Pivot Table/Report
Added Sparklines
Saving and Printing Tips
Saved as PDF
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SAFARI BOOKS
• Go to library website and click advanced
search
• Enter a Search Term: “Microsoft Word”
• Select “Electronic Bk” for Material Type and
click submit.
• Click on a search result and click “Connect to
this resource online”
• Safari Books Online will display content
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WORKSHOP EVALUATION
• Please provide your feedback by going to:
http://www.csus.edu/irt/FSRC/workshops.html
• See Survey link under “Staff Workshop
Survey” area on page
• Complete Survey
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RESOURCES FOR FURTHER
ASSISTANCE
Faculty Staff Resource
Center
www.csus.edu/irt/fsrc
916-278-6112
fsrc@csus.edu
Service Desk
www.csus.edu/irt/servicedesk
916-278-7337
servicedesk@csus.edu
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