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Modifying a PivotTable

From: Excel 2010 Essential Training

Video: Modifying a PivotTable

In this workbook we have a simple PivotTable on Sheet 1 and if you want you can take a peek here down in the Data tab, so you can see the underlying data there, but let's go back here to Sheet 1. First thing we want to do in editing the PivotTable is let's change this sheet name to something useful. Instead of Sheet 1 you can double-click it. Maybe call it PivotTable or call it Summary. Something a little bit more useful and understandable. Now let's go and do some filtering, and you see up here we have these little down arrows for our column and row labels and report filters.

Modifying a PivotTable

In this workbook we have a simple PivotTable on Sheet 1 and if you want you can take a peek here down in the Data tab, so you can see the underlying data there, but let's go back here to Sheet 1. First thing we want to do in editing the PivotTable is let's change this sheet name to something useful. Instead of Sheet 1 you can double-click it. Maybe call it PivotTable or call it Summary. Something a little bit more useful and understandable. Now let's go and do some filtering, and you see up here we have these little down arrows for our column and row labels and report filters.

Let's start by filtering the months. Click this down arrow and right now you can see we have all three months showing, but maybe we just want to see January. Perhaps this is the beginning of the year and we want to see how sales are going just for this month, or perhaps data are not complete for the other months. Click OK and now you can see were filtered just by January. Maybe we want to see two months. So click that Filter again, down here Select Multiple Items and now you can put checks in those two months and then click OK and now we see we are sorted by Multiple Items.

Maybe we want to filter by region. Perhaps we get a request from department managers or sales managers for specific data. So click that down arrow and over here it says Select All, just click that so we deselect all the regions. Maybe we only want to see the Central and Northeast regions, perhaps we have a sales special going on in those two regions so we want to look at those. And click OK, and now we have just those two regions selected. May be the sales special that's going on is only going to be for the 1 liter and 2 liter size.

So click this down arrow again, deselect that Select All and we'll check just 1 liter and 2 liter size, click OK. By the way if this 1 liter kind of annoys you there that's aligned to the left, you can simply click it and in the Home tab just click the Right Align to format it a little nicer. Now that we have it filtered, perhaps we want the underlying data for just these numbers that we have. So double-click any of them and you notice that Excel creates a brand-new worksheet down here with just the underlying data for that particular cell that we double-clicked.

Now this is not dynamic. This is simply extracting and you can click on any of these and you can see up here in the Formula bar, this is simply like a copy-and-paste. Now let's go back to the Summary tab so we get back to the PivotTable. Now if we decide that we want to unfilter these, there's a couple of ways you can do it. You could unfilter one-by-one. Click the Filter button. Now you could mess around down here by selecting/deselecting, but it's a little faster if you go over here and you click Clear Filter. Now you've cleared that filter but we still have these two that are filtered, and if you want to clear all the filters, there is faster way to do it.

Up here in the Ribbon bar we have the PivotTable Tools section, and that's visible only if you've clicked inside the PivotTable. Click the Options tab and over here click Clear and choose Clear Filters. Don't choose Clear All because if you do that you'll wipe out the PivotTable. Just click Clear Filters and now the filters are cleared out from all of those options. Okay, well this is a PivotTable. So let's do a little pivoting. Let's take the Month over here in the Report Filter section and let's drag Month down below Region, and look what happens to the PivotTable.

So now we have the months are separated by region. So maybe if you have separate sales managers for each region you could give this piece of the PivotTable to each sales manager and say, "hey, here's how your products are doing." Let's pivot it a little bit more. Let's take Size, and let's drag Size into the Report Filter. So we kept the original filtering by region but now we can filter it further by size. May be we only care about the 2 liter size, so click 2 liter, click OK, so we still have it filtered by region and sub-filtered by month but only for the 2 liter size, and if we want to see every size again click that Filter button and choose All, and click OK.

Well, what if we decide that we want to see average values instead of sum values? Because what's happening here is this is simply adding all the numbers together. You want to make sure you are still in the PivotTable Tools section and the Options tab and over here where it says Summarize Values By, click that, choose Average, and now you have average values instead of summary values. And if you want to change it back you could always go back here and change it to Sum. There is some interactive filtering that we can do and again in the Options tab, click Insert Slicer and choose Insert Slicer from the fly-out, and we get the Insert Slicer dialog box. And what this will let us do is put a little panel that will let us filter by any of these data points.

So let's choose Month and Region and click OK and we can separate these slicers here just to make it a little easier to deal with. Before we do anything let's make them look nice. Select one of the slicers and over here in the Options tab, let's click down and maybe let's give it a green olive-y look and choose the other Slicer and give this maybe a slightly different green olive-y look and while we are at it, let's format the PivotTable then we'll use the slicers. So click somewhere in the PivotTable and again in this section here go to Design and when you click that, you can roll your mouse over and before you pick one you can see what it's going to look like. I'll choose this.

So what are the slicers all about? Well, in the Region Slicer, click let's say Southeast and now you've immediately filtered by Southeast or by Central or by West. In the Month right now we see all of them. Maybe we want to see just January. Well, we can choose multiple values. For example if we want to see January and March but not February, make sure January is selected and select it if you need to and hold down the Ctrl key on your keyboard and Ctrl+Click March, and then we have January-March. Maybe we want to see just the Central and Northeast regions, so click Central and again hold down the Ctrl key on your keyboard and click Northeast.

So now have just the Central and Northeast sections. So if we have a client or a boss or somebody who wants this specific information, you can see it takes only one or two clicks to get the specific detailed information that we want. Now I hope this has given you a good idea of what PivotTables are and how they can be useful and they are a lot more ways that you can modify them. We just don't have time to go into really tremendous detail in this course. But if you do want to learn about PivotTables in depth take a look at some of the great PivotTable courses in the lynda.com library.

Show transcript

This video is part of

Image for Excel 2010 Essential Training
Excel 2010 Essential Training

80 video lessons · 129748 viewers

Bob Flisser
Author

 
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  1. 1m 35s
    1. Welcome
      57s
    2. Using the exercise files
      38s
  2. 19m 31s
    1. Exploring three common uses for Excel
      3m 17s
    2. Touring the interface
      3m 38s
    3. Finding the commands you need
      3m 51s
    4. Using Backstage view or the File tab
      3m 25s
    5. Maintaining file compatibility
      5m 20s
  3. 21m 23s
    1. Creating a worksheet
      5m 23s
    2. Techniques for copying and pasting
      3m 57s
    3. Entering data automatically with Auto Fill
      4m 37s
    4. Targeting large data groups
      4m 26s
    5. Changing a worksheet's structure
      3m 0s
  4. 47m 50s
    1. Understanding formulas and functions
      4m 41s
    2. Entering data in a worksheet
      3m 22s
    3. Adding numbers manually
      5m 1s
    4. Adding numbers using Sum and AutoSum
      6m 11s
    5. Adding a whole worksheet
      1m 48s
    6. Working with numbers in columns
      4m 53s
    7. Preventing errors using absolute references
      5m 57s
    8. Working with times and dates
      3m 8s
    9. Using IF
      4m 49s
    10. Using SUMIF and AVERAGEIF
      4m 15s
    11. Naming and using cell ranges
      3m 45s
  5. 33m 57s
    1. Formatting numbers and dates
      7m 6s
    2. Applying fonts, background colors, and borders
      4m 35s
    3. Adjusting columns, rows, and text
      5m 2s
    4. Using conditional formatting
      4m 6s
    5. Using custom conditional formatting
      5m 49s
    6. Adding pictures and shapes
      7m 19s
  6. 25m 27s
    1. Inserting SmartArt
      6m 54s
    2. Coordinating a look using themes
      3m 22s
    3. Applying built-in styles
      3m 16s
    4. Creating and sharing styles
      5m 33s
    5. Using templates
      4m 9s
    6. Creating and using original templates
      2m 13s
  7. 13m 23s
    1. Making the pieces fit
      4m 57s
    2. Inserting headers and footers
      3m 51s
    3. Printing and PDFs
      4m 35s
  8. 34m 3s
    1. Finding and replacing data
      3m 12s
    2. Freezing panes
      3m 0s
    3. Repeating row and column titles
      3m 34s
    4. Creating multiple custom worksheet views
      5m 18s
    5. Hiding or grouping rows and columns
      5m 31s
    6. Managing worksheets
      7m 23s
    7. Calculating formulas across worksheets
      6m 5s
  9. 36m 34s
    1. Importing and exporting data in Excel
      8m 2s
    2. Setting workbook permissions
      6m 44s
    3. Inserting and editing comments
      6m 49s
    4. Sharing a workbook
      1m 25s
    5. Tracking changes
      3m 5s
    6. Saving files in shared locations
      10m 29s
  10. 27m 30s
    1. Splitting cell data into multiple cells
      2m 22s
    2. Joining data from multiple cells
      4m 18s
    3. Basic and multi-field sorting
      6m 30s
    4. Using tables to sort and filter data
      4m 31s
    5. Inserting automatic subtotals
      3m 46s
    6. Creating lookup tables
      6m 3s
  11. 32m 56s
    1. Using auditing to diagram
      6m 3s
    2. Using evaluation in Excel
      2m 2s
    3. Working with Goal Seek
      5m 29s
    4. Using data tables in formulas
      6m 2s
    5. Using scenarios in formulas
      5m 28s
    6. Exploring the Analysis Toolpak
      7m 52s
  12. 18m 1s
    1. Discovering PivotTables
      2m 22s
    2. Creating a basic PivotTable
      2m 46s
    3. Modifying a PivotTable
      6m 57s
    4. Creating and modifying a PivotChart
      5m 56s
  13. 26m 58s
    1. Choosing chart types
      1m 55s
    2. Inserting Sparklines
      3m 54s
    3. Creating a column chart
      3m 23s
    4. Modifying a column chart
      5m 47s
    5. Creating and modifying a pie chart
      6m 45s
    6. Placing Excel charts into other Office applications
      5m 14s
  14. 21m 53s
    1. Understanding macros
      3m 5s
    2. Recording and using a simple macro
      11m 58s
    3. Editing a macro
      6m 50s
  15. 20m 33s
    1. Customizing the Quick Access toolbar
      3m 30s
    2. Customizing the Ribbon bar
      8m 44s
    3. Setting Excel options
      8m 19s
  16. 16s
    1. Goodbye
      16s

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