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Creating a PivotTable report

From: Excel for Mac 2011 Essential Training

Video: Creating a PivotTable report

PivotTables are powerful and flexible Excel analysis tools. A PivotTable lets you rearrange, sort, and filter a data set on the fly, so you can analyze it from several different perspectives with a minimum of effort. In this lesson, I'll show you how to create a PivotTable from a data list in your workbook. So the first thing I have is my data list, and several things I would like you notice. It's a long list, so I won't scroll all the way down through it. But first, you'll notice that I've column headers, and they are formatted differently than the data underneath in the columns.

Creating a PivotTable report

PivotTables are powerful and flexible Excel analysis tools. A PivotTable lets you rearrange, sort, and filter a data set on the fly, so you can analyze it from several different perspectives with a minimum of effort. In this lesson, I'll show you how to create a PivotTable from a data list in your workbook. So the first thing I have is my data list, and several things I would like you notice. It's a long list, so I won't scroll all the way down through it. But first, you'll notice that I've column headers, and they are formatted differently than the data underneath in the columns.

So, for example, instead of just this plain text here for FirmA, Company is formatted in blue, it's in white, and it's centered. So that clearly distinguishes it from the data, and also there is no extraneous data to the right or to the left, and you'll have to take my word for it below. There's no extraneous data below that, and also there are no breaks. There are no blank rows. If Excel were to encounter a blank row, it would say, "Okay, that's the last bit of data." Even if you have a lot more data than you intended to be in the table or in the data list, it wouldn't be included, because the blank row basically tells Excel to stop looking.

Once your data is in the proper format, you can click any cell in the PivotTable and then on the Data tab, click the PivotTable button's down arrow, and it is important you click the down arrow, to do it exactly, as I'm going to show you how, and then click Create Manual PivotTable. When you do, the Create PivotTable dialog appears, and you can select Use a table or a range in this workbook, and in this case, the data table or the Excel table I'm working from is called Table1. That is correct. If you want, you can use an external data source, and you would select this option here, click Get Data button, and then you would be able to go out and look around and find the data.

I won't do that here, but if you work on the network then you can definitely do that. It just takes a few steps. I want to place my PivotTable on a new worksheet, so it doesn't crowd out this data or be interfered with by this data, and then I don't need to worry about the specific Location, so I can just click OK. So now I have a PivotTable. It's bare bones, it has no data or anything else in there right now, and it's divided into four main areas. The Values Area is where the actual data will go, in this case company revenue, and the Row Area and Column Area are places where you can add fields or columns from the original data list, and use that to create organization for your PivotTable.

The Report Filter Area allows you to put fields there which don't affect the structure of the PivotTable; instead, it allows you to filter the contents of the PivotTable based on any field that's in the report Filter Area. So now let's start populating our PivotTable, and we can do it over here in the PivotTable Builder. If for any reason the PivotTable Builder doesn't appear, or if you close it by accident, or on purpose, you can get it back. I'll close it here. So all you need to do is click your PivotTable. That way the PivotTable contextual tab will appear. Then you can go over to the View group and click Builder.

When you do, the PivotTable Builder will come back. So first, I'll just make a very simple PivotTable with a single field in the Row Area, and then I'll add values to the Value Area. So let's say that I will pull Year. From here in Field name, I click the left mouse button and drag Year, in this case to the Row Labels Area, and you can see that it's available to go there when the Row Labels Area is outlined and also the Year Label has a green circle with a Plus sign; that means I can drop it there and something will happen.

When I drop it, Excel changes the organization of the PivotTable by putting 2008 and 2009 - the Years for my data - into the Row Labels Area. Now I can add the Revenue to the Values Area, also called the Data Area, and when I drop it - let me zoom in on that for you, go up to 200% - you can see now that Excel has populated the data in a PivotTable. There are no details. I only know the total for 2008 and the total for 2009 and the grand total, but it's a start.

Now let's say that I wanted to add another field, and I will just add Company to the top in the Column Labels Area. So, when I drag the Company field to the Column Labels Area, click it here, drag it down, and when I do, my two Companies, FirmA and FirmB appear here, and I find it out how much they have contributed to the revenue for 2008 and 2009. Now that you've learned how to create a PivotTable, you can move forward and discover how to rearrange your data dynamically through pivoting.

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This video is part of

Image for Excel for Mac 2011 Essential Training
Excel for Mac 2011 Essential Training

100 video lessons · 31082 viewers

Curt Frye
Author

 
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  1. 1m 58s
    1. Welcome
      1m 16s
    2. Using the exercise files
      42s
  2. 20m 56s
    1. Exploring the Excel 2011 window
      4m 16s
    2. Introducing the Ribbon for Mac
      4m 44s
    3. Customizing the Ribbon
      4m 20s
    4. Setting program preferences
      3m 20s
    5. Getting help in Excel
      4m 16s
  3. 20m 4s
    1. Opening, creating, and saving workbooks
      5m 23s
    2. Setting workbook properties
      4m 14s
    3. Creating and modifying workbook templates
      4m 18s
    4. Managing workbooks across multiple versions of Excel
      6m 9s
  4. 1h 2m
    1. Selecting cells and groups of cells
      4m 58s
    2. Copying and pasting cell data
      2m 39s
    3. Entering data using AutoFill and other techniques
      4m 32s
    4. Inserting symbols and special characters
      5m 3s
    5. Creating an Excel table
      4m 43s
    6. Locating and changing data using Find and Replace
      4m 57s
    7. Restricting input using validation rules
      4m 42s
    8. Using lists to limit data entered into a cell
      2m 32s
    9. Sorting worksheet data
      3m 2s
    10. Creating a custom sort order
      3m 54s
    11. Filtering worksheet data
      4m 6s
    12. Inserting, moving, and deleting cells and cell ranges
      3m 50s
    13. Splitting and freezing rows and columns
      3m 51s
    14. Managing worksheets
      5m 28s
    15. Creating, editing, and deleting headers and footers
      4m 41s
  5. 1h 17m
    1. Introducing Excel formulas and functions
      3m 17s
    2. Adding a formula to a cell
      4m 0s
    3. Introducing arithmetic operators
      4m 13s
    4. Using absolute and relative cell references
      6m 29s
    5. Controlling how Excel copies and pastes formulas
      6m 5s
    6. Referring to Excel table data in formulas
      2m 3s
    7. Creating an AutoSum formula
      3m 22s
    8. Summarizing data on the status bar
      2m 22s
    9. Joining text in cells with concatenation
      3m 59s
    10. Summarizing data using an IF function
      6m 21s
    11. Summarizing data using SUMIF and other conditional functions
      5m 41s
    12. Creating formulas to count cells
      2m 37s
    13. Rounding cell values up and down
      4m 55s
    14. Finding data using VLOOKUP and HLOOKUP
      6m 33s
    15. Auditing formulas by identifying precedents and dependents
      3m 25s
    16. Managing Excel formula error indicators
      4m 42s
    17. Managing scenarios
      4m 59s
    18. Performing Goal Seek analysis
      2m 31s
  6. 45m 48s
    1. Applying fonts, background colors, and borders
      6m 7s
    2. Applying number and date formats to cells
      7m 1s
    3. Managing text alignment
      3m 56s
    4. Copying cell formats
      4m 2s
    5. Managing cell styles
      3m 16s
    6. Managing Office themes
      3m 31s
    7. Creating rule-based conditional formats
      3m 54s
    8. Defining Top 10 conditional formats
      4m 19s
    9. Defining data bar, color scale, and icon set conditional formats
      6m 6s
    10. Editing, ordering, and deleting conditional formats
      3m 36s
  7. 36m 55s
    1. Creating bar and column charts
      5m 26s
    2. Creating pie charts
      2m 32s
    3. Creating line charts
      4m 34s
    4. Creating XY (scatter) charts
      1m 49s
    5. Creating stock charts
      4m 11s
    6. Changing chart types and layouts
      2m 22s
    7. Changing the appearance of a chart
      4m 25s
    8. Managing chart axes and numbering
      2m 51s
    9. Adding trendlines to charts
      4m 14s
    10. Creating sparkline charts
      4m 31s
  8. 18m 39s
    1. Importing data from comma separated value (CSV) or text files
      4m 20s
    2. Connecting to an external data source
      2m 22s
    3. Using hyperlinks
      6m 1s
    4. Including an Excel workbook in another Office document
      3m 5s
    5. Linking to an Excel chart from another Office program
      2m 51s
  9. 26m 21s
    1. Creating and formatting shapes
      3m 10s
    2. Adding and adjusting images
      5m 38s
    3. Cropping, compressing, and removing image backgrounds
      4m 46s
    4. Creating SmartArt graphics
      5m 7s
    5. Creating WordArt
      2m 34s
    6. Aligning and layering objects
      5m 6s
  10. 29m 51s
    1. Introducing PivotTable reports
      3m 47s
    2. Creating a PivotTable report
      4m 37s
    3. Pivoting a PivotTable report
      3m 18s
    4. Managing subtotals and grand totals
      3m 23s
    5. Summarizing more than one data field
      1m 34s
    6. Changing the data field summary operation
      2m 40s
    7. Changing the data field number format
      2m 27s
    8. Filtering a PivotTable report
      2m 46s
    9. Applying a PivotTable style
      2m 20s
    10. Creating and editing styles
      2m 59s
  11. 26m 47s
    1. Checking spelling
      3m 32s
    2. Setting AutoCorrect and automatic Replace options
      3m 59s
    3. Managing workbook comments
      3m 40s
    4. Tracking and reviewing changes
      5m 12s
    5. Printing a worksheet or workbook
      3m 44s
    6. Setting and removing print areas
      2m 31s
    7. Exporting to other formats
      1m 33s
    8. Protecting a workbook
      2m 36s
  12. 23m 52s
    1. Running an existing macro
      4m 56s
    2. Recording a macro
      3m 56s
    3. Recording a macro using relative references
      6m 15s
    4. Renaming, viewing, and deleting macros
      2m 58s
    5. Adding comments to a macro
      2m 43s
    6. Turning off screen updating in a macro
      3m 4s
  13. 1m 1s
    1. Additional resources
      1m 1s

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