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Creating a PivotTable report

From: Excel 2007: Pivot Tables for Data Analysis

Video: Creating a PivotTable report

Pivot Tables are powerful and flexible Excel analysis tools. A Pivot Table let's 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 will show you how to create a Pivot Table from a data list that's stored in the same workbook. So as you can see here in my workbook, I have created an Excel table, which is just a more advanced form of a data list. When I am ready to create the Pivot Table I click any cell in the Excel table, and then on the Insert tab of the ribbon I can click the Pivot Table button.

Creating a PivotTable report

Pivot Tables are powerful and flexible Excel analysis tools. A Pivot Table let's 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 will show you how to create a Pivot Table from a data list that's stored in the same workbook. So as you can see here in my workbook, I have created an Excel table, which is just a more advanced form of a data list. When I am ready to create the Pivot Table I click any cell in the Excel table, and then on the Insert tab of the ribbon I can click the Pivot Table button.

Excel then displays the Create Pivot Table dialog box and I can verify the data source. In this case, it is Table1 and I do want the Pivot Table to appear on a new worksheet. I could put it on an existing worksheet if I had another one in this workbook, I don't. I just have one, which is called Sheet2. But I usually put my Pivot Table on a completely new worksheet for a couple of reasons. The first is that I don't want the Pivot Table on the same worksheet as the source data because the page gets crowded and you have a hard time distinguishing one number from another.

So I always put it on a new worksheet, but if there is an existing worksheet in your workbook that is blank and you want to put it there, that's perfectly fine. So I verified my settings and I can click OK. So, Excel just created the Pivot Table and it is on a new worksheet called Sheet1. When you create a Pivot Table, Excel displays the Pivot Table field list, and this is a Task Pane that contains controls you can use to manipulate the contents of your Pivot Table. I have the five fields here. I have Year, Quarter, Month, Company and Revenue, and these fields correspond to the columns from the data source that I used.

I can now add those fields to the Pivot Table to organize my data. So let's say that I wanted to go by Year, and I added Year as a Row Header, then I will add Month also as a Row Header. And notice that when I dragged the Month Header below the Year Header, Excel created this organization here where Year is the top-level and Month is the second level and it's repeated here. If I were to switch that order, say to put Year below Month, then you would see January broken down by 2008 and 2009, February 2008, 2009 and so on.

But if I switch it back to Year first and then Month I get this organization, which to me it seems more natural. Now for my Column label, I will bring down Company. Put that here so I have FirmA and FirmB, and now I can drag my Revenue to the Values area and it will populate the data area of the Pivot Table. Now one thing you will notice about the default Pivot Table that Excel creates. It has its subtotals at the top of each group. Say for example, for 2008 you have the subtotal 963 for FirmA, 924 for FirmB, and 1887, which is the total of those two values.

I prefer for the subtotals to appear at the bottom of the group. I will show you how to make this change later but it's something that I always do so I wanted to throw it in here. To display your subtotals at the bottom of a group, click any cell on the Pivot Table and then on the Design Contextual tab, in the Layout group, click Subtotals>Show all Subtotals at Bottom of Group. Then you have 2008 and blanks here, values for the month, total for each row giving you January for FirmA and FirmB, and then you have the subtotals for 2008.

For me, that just makes a lot more sense. Now that you have learned how to create a Pivot Table, you can move forward and discover how to rearrange your data dynamically.

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This video is part of

Image for Excel 2007: Pivot Tables for Data Analysis
Excel 2007: Pivot Tables for Data Analysis

47 video lessons · 18723 viewers

Curt Frye
Author

 
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  1. 1m 43s
    1. Welcome
      1m 0s
    2. Using the exercise files
      43s
  2. 39m 11s
    1. Introducing PivotTable reports
      4m 21s
    2. Formatting data for use in a PivotTable report
      5m 22s
    3. Creating a PivotTable report
      3m 49s
    4. Pivoting a PivotTable report
      3m 27s
    5. Configuring a PivotTable report
      4m 51s
    6. Connecting to an external data source
      2m 40s
    7. Consolidating data from multiple sources
      5m 19s
    8. Updating and refreshing PivotTable data sources
      4m 51s
    9. Managing PivotTables
      4m 31s
  3. 28m 44s
    1. Adding, removing, and positioning subtotals and grand totals
      2m 47s
    2. Changing the data field summary operation
      7m 36s
    3. Summarizing more than one data field
      3m 18s
    4. Creating a calculated field
      3m 28s
    5. Drilling down to the underlying data
      2m 21s
    6. Grouping fields
      3m 19s
    7. Using PivotTable data in a formula
      5m 55s
  4. 21m 59s
    1. Sorting PivotTable data
      2m 41s
    2. Creating a custom sort order
      3m 28s
    3. Filtering by selection
      3m 43s
    4. Filtering by a rule
      5m 20s
    5. Filtering with report filter fields
      5m 28s
    6. Clearing and reapplying filters
      1m 19s
  5. 12m 11s
    1. Applying a style
      3m 26s
    2. Creating and editing styles
      4m 33s
    3. Changing the layout
      2m 18s
    4. Changing the data field number format
      1m 54s
  6. 32m 56s
    1. Highlighting cells by applying a rule
      3m 36s
    2. Highlighting the top or bottom value in a report
      3m 35s
    3. Formatting cells using data bars
      2m 34s
    4. Formatting cells using color scales
      3m 36s
    5. Formatting cells using icon sets
      11m 48s
    6. Editing conditional formatting rules
      1m 42s
    7. Controlling how Excel applies multiple conditional formatting rules
      3m 44s
    8. Deleting conditional formatting rules
      2m 21s
  7. 20m 29s
    1. Creating a PivotChart report
      3m 41s
    2. Pivoting a PivotChart report
      3m 4s
    3. Filtering a PivotChart report
      3m 40s
    4. Formatting a PivotChart report
      3m 17s
    5. Changing the layout
      2m 27s
    6. Changing the chart type
      2m 7s
    7. Adding a trendline
      2m 13s
  8. 7m 40s
    1. Printing a PivotTable report
      2m 28s
    2. Printing each item on its own page
      3m 23s
    3. Printing a PivotChart report
      1m 49s
  9. 17s
    1. Goodbye
      17s

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