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Summarizing more than one data field

From: Excel 2010: Pivot Tables in Depth

Video: Summarizing more than one data field

When most users visualize a PivotTable, they see it with a single data set in the data area. While that's certainly the most common data area configuration, you can summarize more than one data field at a time. So let's say for example that I have a monthly revenue worksheet for two firms and I already have the Revenue field in the data area. So if you look in the PivotTable Field List, you can see the Revenue field there and then you can also see the same data in the body of the PivotTable. Now let's say that I want to create a PivotTable that displays the revenue data for each month and I also want to show the same data but as a comparison.

Summarizing more than one data field

When most users visualize a PivotTable, they see it with a single data set in the data area. While that's certainly the most common data area configuration, you can summarize more than one data field at a time. So let's say for example that I have a monthly revenue worksheet for two firms and I already have the Revenue field in the data area. So if you look in the PivotTable Field List, you can see the Revenue field there and then you can also see the same data in the body of the PivotTable. Now let's say that I want to create a PivotTable that displays the revenue data for each month and I also want to show the same data but as a comparison.

Say for example, if I wanted to compare the values between FirmA and FirmB as a percentage. To do that I can add a second copy of the Revenue field to my data area, and to do that click any cell on the PivotTable and then on the PivotTable Field List drag the Revenue field header down to the Values area. Again, when I drag it down, even though the Revenue field is already there, if I drag the Revenue field header down to the Values area and release, then Excel creates a second copy of the Revenue field in that area, and you'll notice that the PivotTable changes.

I have Sum of Revenue, and then I have Sum of Revenue2. And then also in the Column Labels area in the PivotTable Field List task pane, you'll see that I have a Sigma values header. What that means is that for the column labels to create room for that second data set, they had to create a second values column. Having two copies of the same data summarized in the same way doesn't really help us, so what we need to do is change how one copy of that data is summarized. To do that you can right-click any cell in either of the two data areas.

So in this case I have Sum of Revenue2. I'll right-click a cell in one of those columns, point to Show Values As, and then I'll do percentage of, and then we'll make it a percentage of the previous month. So right now our Base field is Month. That's correct, and then I'll change the Base Item to (previous) and then click OK. So the value in January is 100% because we are comparing it to itself, but then the value in each successive month is compared as a percentage to the value from the previous month.

So for example, 69 is 102.99% of 67, 128 is 185.51% of 69, and so on. Now you don't have to have two copies of the same field in your data area. So for example, if I were to remove the second Sum of Revenue field, dragging it back to the Field area, I can also add another numerical value such as, for example, the number of sales and that data is in the Sales column. So I'll drag it down to the Values area.

And now I have the revenue for each month, and then I also have the number of sales. So for example, I could now determine that I had $67,000 of revenue based on this number of sales. That information gives me a lot more insight into my sales performance and also it allows me to perform other calculations that I'll show you how to do in a movie later on in this chapter.

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Excel 2010: Pivot Tables in Depth

66 video lessons · 41858 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. 58s
    1. Additional resources
      58s

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