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Drilling down to the underlying data

From: Excel 2010: Pivot Tables in Depth

Video: Drilling down to the underlying data

One often overlooked aspect of PivotTables is that they make it easier for you to locate individual data points. As an example, suppose you have a PivotTable that summarizes sales data over a series of years. If you want to display the data row that provides the value displayed in a PivotTable cell, double-clicking that cell causes Excel to drill down into the data source and create a new worksheet that contains an Excel table with a copy of the appropriate row. So for example, let's say that I wanted to see the row in the data source for this PivotTable that provided the value for FirmA 2009 in the month of March.

Drilling down to the underlying data

One often overlooked aspect of PivotTables is that they make it easier for you to locate individual data points. As an example, suppose you have a PivotTable that summarizes sales data over a series of years. If you want to display the data row that provides the value displayed in a PivotTable cell, double-clicking that cell causes Excel to drill down into the data source and create a new worksheet that contains an Excel table with a copy of the appropriate row. So for example, let's say that I wanted to see the row in the data source for this PivotTable that provided the value for FirmA 2009 in the month of March.

That's the cell that I selected inside the PivotTable. To do that, I double-click the cell and Excel creates a new worksheet and it shows an Excel table with the entire row providing the data for that cell in the PivotTable. Now this drill-down capability only works for one cell at a time, but it is possible to drill down into a data source even if the PivotTable draws its data from an external source, such as a database table or another workbook. You can do that because Excel draws the row it displays from the program's internal representation of the data source, which is called the Pivot Cache, instead of the source table itself.

After you have displayed the row providing value for PivotTable cell, you can press Ctrl+Z to try to delete the worksheet. When Excel indicates that data may exist in the sheet that you have selected for deletion, then click the Delete button in the dialog box and Excel gets rid of the sheet. Drilling down into the original data source provides context for the data that appears in your PivotTables. Rather than finding the right row among hundreds or even thousands of rows in the source table, you can display just the one you want by double-clicking the cell you want to investigate.

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Excel 2010: Pivot Tables in Depth

66 video lessons · 38615 viewers

Curt Frye
Author

 
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  1. 1m 38s
    1. Welcome
      55s
    2. Using the exercise files
      43s
  2. 38m 8s
    1. Introducing PivotTables
      4m 2s
    2. Formatting data for use in a PivotTable
      4m 31s
    3. Creating a PivotTable
      4m 20s
    4. Pivoting a PivotTable
      3m 47s
    5. Configuring a PivotTable
      3m 23s
    6. Connecting to an external data source
      3m 30s
    7. Connecting to an Access database
      2m 11s
    8. Consolidating data from multiple sources
      4m 37s
    9. Updating and refreshing PivotTable data sources
      4m 21s
    10. Managing PivotTables
      3m 26s
  3. 23m 33s
    1. Adding, removing, and positioning subtotals and grand totals
      3m 27s
    2. Changing the PivotTable data field summary operation
      4m 35s
    3. Summarizing more than one data field
      3m 16s
    4. Creating a calculated field
      2m 27s
    5. Grouping PivotTable fields
      3m 17s
    6. Using PivotTable data in a formula
      4m 47s
    7. Drilling down to the underlying data
      1m 44s
  4. 28m 9s
    1. Sorting PivotTable data
      2m 0s
    2. Creating a custom sort order
      2m 48s
    3. Filtering a PivotTable field by selection
      2m 59s
    4. Filtering a PivotTable by rule
      2m 56s
    5. Filtering a PivotTable using a search filter
      3m 10s
    6. Filtering a PivotTable using slicers
      4m 2s
    7. Formatting slicers
      3m 43s
    8. Filtering a PivotTable with report filter fields
      5m 2s
    9. Clearing and reapplying PivotTable filters
      1m 29s
  5. 15m 2s
    1. Applying a PivotTable style
      5m 5s
    2. Creating a PivotTable style
      4m 37s
    3. Changing the PivotTable layout
      3m 20s
    4. Changing the data field number format
      2m 0s
  6. 24m 33s
    1. Highlighting cells by applying a rule
      2m 54s
    2. Highlighting the top or bottom values in a PivotTable
      3m 30s
    3. Formatting PivotTable cells using data bars
      3m 50s
    4. Formatting PivotTable cells using color scales
      3m 40s
    5. Formatting PivotTable cells using icon sets
      2m 45s
    6. Editing conditional formatting rules
      2m 15s
    7. Controlling how multiple rules are applied
      3m 28s
    8. Deleting a conditional formatting rule
      2m 11s
  7. 24m 0s
    1. Creating a PivotChart
      3m 29s
    2. Pivoting a PivotChart
      3m 5s
    3. Filtering a PivotChart
      3m 45s
    4. Formatting a PivotChart
      3m 35s
    5. Changing a PivotChart layout
      3m 14s
    6. Changing a PivotChart chart type
      4m 30s
    7. Adding a trendline to a PivotChart
      2m 22s
  8. 9m 27s
    1. Printing a PivotTable
      4m 2s
    2. Printing each item on its own page
      3m 30s
    3. Printing a PivotChart
      1m 55s
  9. 13m 30s
    1. Recording and reviewing a macro
      4m 10s
    2. Running a macro
      5m 57s
    3. Creating a simple PivotTable presentation kit
      3m 23s
  10. 19m 17s
    1. Introducing PowerPivot
      2m 9s
    2. Downloading and installing PowerPivot
      2m 36s
    3. Importing PowerPivot data
      3m 14s
    4. Managing table columns
      4m 1s
    5. Adding tables to a PowerPivot model
      2m 27s
    6. Creating relationships between tables
      4m 50s
  11. 24m 30s
    1. Introducing the DAX language
      2m 58s
    2. Using DAX operators
      4m 44s
    3. Surveying DAX functions
      2m 40s
    4. Adding calculated columns and measures
      4m 22s
    5. Using aggregate functions
      4m 24s
    6. Using filters in aggregate functions
      5m 22s
  12. 59s
    1. Additional resources
      59s

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