Pivot Tables


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Well-received sessiosn at Dynamics SL User Group Annual conference and MS Convergence

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Pivot Tables

  1. 1. Pivot Tables: Step by Step<br />Gail Jones-Nemeth<br />Toledo, Ohio<br />CSSL10<br />
  2. 2. Agenda<br />Starting a new Pivot Table or chart from data extracted into Excel Query<br />Pivot Tables<br />Laying out rows, columns, values<br />Cosmetics – make it pretty!<br />Filtering, totaling, subtotaling, sorting, grouping<br />Drill Down: Expanding and collapsing<br />Pivot Charts<br />Data setup<br />Time series chart<br />
  3. 3. About the Presenter<br />Solomon consultant for 15 years, beginning in 1985; Betco CIO 2000-2010<br />Betco is regional manufacturer and distributor of floor finishes, skin care products, and cleaning chemicals and equipment for the Jan/San and institutional/educational markets<br />Deeply implemented Dynamics-SL site<br />
  4. 4. Excel Query Tips<br />Create read-only access user group with specific read-only rights only to tables that need to be queried<br />Use SQL authentication to assign rights<br />Create separate database with predefined, read-only views to shorten list of tables<br />Keep your spreadsheets small<br />Skip straight from extract to Pivot Table report<br />Don’t save data in the Pivot Table! <br />
  5. 5. Pulling Data from Queries<br />First way: From data in same spreadsheet<br />Insert/Pivot table/Pivot Table/Select Table or Range<br />
  6. 6. Pulling Data from Queries<br />Second Way: Directly from Query<br />Data/Get External Data/From Other Sources/From Microsoft Query<br />
  7. 7. Pulling Data from Queries<br />Create your Query as before<br /> When returning from Query, choose “Pivot Table”<br />
  8. 8. Now You’re Ready to Pivot!<br />
  9. 9. Pivot Basics Rows, columns, and values<br />Just click or drag a field<br />“Click” defaults to rows<br />Drag to columns (especially time)<br />Numbers default to “Summary Values”<br />
  10. 10. Pivot BasicsRow and column headings<br />Right click on field and choose “Field Settings”<br />Update the Field Name<br />Or<br />Edit the Field Name on Formula Bar <br />
  11. 11. Pivot BasicsValues Formatting<br />Right click on the menu and choose “Number Format”<br />
  12. 12. Pivot TablesMenuing<br />Dialog boxes from prior version are reached from the right-click menu<br />Field Settings – attributes of each field<br />Field List – applies to placing fields on table<br />Pivot Table Options – settings apply to entire pivot table<br />Generally, most often used features also have been moved to the <br /> right-click menu<br />Format cells<br />Format numbers<br />Subtotal<br />Group<br />Collapse<br />
  13. 13. Pivot TablesMenuing<br />Most functions now appear on the Pivot Table “Options” menu<br />
  14. 14. Pivot TablesFilters<br />For a field not in the row or column<br />Drag unused field to “Filter” box to exclude data<br />Drag field to the filter<br />Click “All” from pull down<br />Select multiple items<br />Select/Deselect specific data elements <br />
  15. 15. Pivot TablesFilters<br />For a field that is already selected on the Pivot Table, use the pull down menu on the Pivot Table row or column heading to Select or Deselect<br />
  16. 16. Pivot TablesGrand totals<br />Right click anywhere in Pivot Table to get to menu<br />Select “Pivot Table Options”<br />
  17. 17. Pivot TablesGrand totals<br />Select/Deselect check box for rows and columns<br />
  18. 18. Pivot TablesSetting column width to stick<br />Also from “Pivot Table Options”<br />Uncheck “Autofit column widths on update”<br />Set column widths as you like<br />
  19. 19. Pivot TablesKeep the file small<br />Also from “Pivot Table Options”<br />Uncheck “Save source Data with file”<br />User will not be able to change the data unless they can refresh the view<br />
  20. 20. Pivot Table OptionsEnabling drill-down<br />Also from “Pivot Table Options”<br />Be sure to set “Classic Pivot Table” On so that collapsing works better<br />
  21. 21. Pivot TablesSubtotaling<br />Add multiple fields to the row, especially ones that are 1-1 (e.g., ClassID and Class Descr)<br />Right click on first field to remove subtotal from (in this case – ClassID)<br />Toggle “Subtotal” from the menu<br />
  22. 22. Pivot TablesSubtotaling<br />Which now removes the subtotals at the ClassID level<br />
  23. 23. Pivot TablesCollapse<br />To create drill down, collapse each level<br />Right click on column to Collapse, and choose “Collapse Entire Field”<br />
  24. 24. Pivot TablesCollapse<br />Which looks like this<br />Note the “+” sign beside the buyer elements<br />
  25. 25. Pivot TablesExpand/Collapse<br />The field can now be expanded by clicking on the “+” sign to expand or “-” sign to collapse<br />
  26. 26. Pivot TablesSorting<br />Right click on field to sort on (in this case, “Buyer”)<br />Select Sort/More Sort Options<br />Change to Descending by Total Cost<br />
  27. 27. Pivot TablesSorting<br />Which brings us to this<br />Note: Sort is by “Grand Total” of row<br />Must sort each subgroup<br />
  28. 28. Pivot TablesGrouping<br />Start by highlighting the top four items<br />Right click, then select “Group” from the menu<br />
  29. 29. Pivot TablesGrouping<br />Repeat for the bottom three items<br />Resort by Group and collapse second group <br />This brings us to <br />Note: You can rename the group from the formula bar<br />
  30. 30. Pivot TablesDesign<br />From the top menu, select Design/Pivot Table Style Options<br />Check “Banded Rows” or “Banded Columns”<br />Select Pivot Table Style<br />
  31. 31. Pivot TablesDesign<br />Which brings us to this<br />
  32. 32. Pivot TablesCreating a formula field<br />Select Options/Formulas/Calculated Field<br />
  33. 33. Pivot TablesCreating a formula field<br />Type in field name (e.g., “Rounded Cost”)<br />Use “Insert Field” button to copy field name to formula line<br />Enter formula (e.g., TotCost/1000)<br />
  34. 34. Pivot Tables Adding second values field<br />If “NewField” automatically added to the pivot table below the original field (“stacked”, like this)<br />
  35. 35. Pivot TablesSide by side values<br />To get the summary fields to be side by side, uncheck “NewField” on the “Field List”, then recheck “NewField”<br />Note that now the “Values” option shows in the Column Labels<br />
  36. 36. Pivot TablesSide by side values<br />Now the table looks like this<br />
  37. 37. Pivot ChartsData sources<br />Pivot Charts can be sourced from<br />Existing data in a refreshable data extract from another Pivot Table directly from a query<br />To start from a Pivot Table, use <br />Insert/Pivot Table/Pivot Chart<br />Options/Tools/Pivot Chart<br />
  38. 38. Pivot ChartsData sources<br />Or start from a new query, and when returning data:<br />Select “Pivot Chart and Pivot Table Report” option<br />
  39. 39. Pivot ChartsData layout<br />
  40. 40. Pivot ChartsData layout<br />For time series, time period is in the Row (e.g., Fiscal Year)<br />On stacked bar, slices are the Columns (e.g., CpnyID)<br />
  41. 41. Pivot ChartsMenus<br />Once focus is on a Pivot Chart, new menu items appear<br />
  42. 42. Pivot ChartsFormatting values on legend<br />Before formatting the pivot table, legend looks like this <br />
  43. 43. Pivot ChartsFormatting values on legend<br />After formatting the pivot table value, legend looks like this<br />Note that company is side by side in chart<br />
  44. 44. Pivot ChartsChanging Chart Type<br />Click inside the Pivot Chart, then choose Design/Change Chart Type<br />Click on format desired<br />
  45. 45. Pivot ChartsChanging Chart Type<br />The pivot chart now looks like this<br />Company is stacked<br />
  46. 46. Pivot ChartsLayout options<br />Add Chart Titles<br />Put focus on the chart, then use Layout/Chart Title<br />
  47. 47. Pivot ChartsLayout options<br />Add Axis Titles<br />Put focus on the chart, then use Layout/Axis Title<br />
  48. 48. Pivot ChartsLayout options<br />Looks pretty good!<br />
  49. 49. Pivot ChartsDesign<br />Use Quick Layout and Quick Styles to enhance chart<br />Example starts at Design/Quick Layout<br />
  50. 50. Pivot ChartsPivot chart filter pane<br />Giving us a final answer like this <br />
  51. 51. Questions?<br />Thank You!<br />Contact me at gj-n@toast.net<br />