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In Excel 2008 for Mac: Pivot Tables for Data Analysis, Microsoft Most Valuable Professional Curt Frye helps dispel the common fear of the Pivot Table feature, demonstrating how to use this powerful tool to discover valuable business intelligence. Curt shows how to create Pivot Table reports from internal Excel data and outside data sources, use filters to focus on the most important data in the sheet, and prepare a Pivot Table report by applying formats and rules. Exercise files accompany this course.
When you summarize your data using a Pivot Table, Excel organizes the data based on the order of the fields and the column area and the row area. As an example, in this Pivot Table, which has a column of data arranged by Company, Year, and Month, you can hide the details for each year or for each company. For example, if I wanted to hide all of the values for 2008 for FirmA and just express it as a subtotal, I can double click that header cell and get rid of the values. They are still there. They are just not displayed. If I double-click the same cell, the values come back. In exactly in the same way, I can double-click the FirmA cell and Excel collapses all of the FirmA values and just gives me a subtotal for FirmA for Year 2008 and 2009.
Double-clicking brings them back. In this Pivot Table, the Months are at the lowest level, so you can't hide them individually. As the Pivot Table stands now, you can only hide the monthly results by hiding every month for the entire year. If you do want to show or hide groups of months, you can do so by creating a group. A group is a user-defined set of rows that you can expand or collapse as desired. To create a group, select one set of Pivot Table rows that contains the values you want to include in the group and then click Data Group and Outline and click Group. So I will select January, February and March, as my example.
Then on the menu bar click Data>Group and Outline>Group. So Excel just created the group that I wanted for January, February, and March. And also note that it did the same thing for every other occurrence of January, February and March. So, for example, I have it here in 2008 for FirmA and I also have it in 2009. And I have the same further down the Pivot Table for FirmB in 2008 and 2009. Also note that Excel added a second Month field to my Pivot Table. I have Month, and I also have a Month2.
Excel uses Month2 to retain the original values in the Month field while creating the groups in the second Month field. If I want to rename my groups, such as First Quarter, I can type a new value in the header cell. Just call it Q1. Return. And Excel changes the name. If I want to expand or collapse the group, I can, as before, double-click the header cell, double-click to bring it back or on PivotTable toolbar I can use the Hide Detail and Show Detail buttons.
If I want to collapse a group, I click Hide Detail. If I want to bring it back, I can click Show Detail. If you are done using the group and you want to get rid of it, you can click a header cell and then, on the Data menu, point to Group and Outline and click Ungroup. Grouping Pivot Table cells enables you to hide or display rows of data that belong together without creating a new field and new data source. Be sure to change the name of the group to something more descriptive than Group1. And when you are done with your analysis consider ungrouping the fields just to make the Pivot Table's layout simpler.
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