Office Automation 2013 Topic: Reporting in Microsoft Excel 2013 Pivot Table and Pivot Charts

1. Session12

2. Aptech Computer Education Presented by: Muhammad Ehtisham Siddiqui 2
At the end of this session, students will be able to:
 Describe Pivot Table
 Explain the steps to create and format Pivot Table
 Describe PivotChart
 Explain the steps to create a PivotChart
 Explain the steps to change the design and layout of pivot chart

3. Aptech Computer Education
Presented by: Muhammad
Ehtisham Siddiqui 3

4.  Enables user to summarize the data in an interactive manner
without scripting a single formula or copying a single cell
 Uses of a pivot table are as follows:
 Enables to query large volume of data
 Enables to perform different aggregate functions
 Enables to rearrange the data based on categories and sub-categories
 Enables to perform user-defined calculations and formulas
 Enables to expand and collapse different levels to focus on details of
data presented in the summary report
 Enables transformation of rows to columns or vice-versa to present
different views of the summarized data
 Enables to perform sorting, filtering, and formatting of the data
presented in the summary report
 Enables to generate comprehensive, clear, and neat reports
4Aptech Computer Education Presented by: Muhammad Ehtisham Siddiqui

5. 5Aptech Computer Education Presented by: Muhammad Ehtisham Siddiqui
 To create a pivot table, perform the following steps:
 Open Microsoft Excel
 Type ID number in cell F5
 Type three-digit numbers from cell F6 to F10
 Type Name in cell G5
 Enter names of people from cell G6 to G10
 Type Country in cell H5
 Type names of countries from cell H6 to H10
 Type Monthly Salary in cell I5
 Enter three-digit numbers from cell I6 to I10
 Type Annual Salary in cell J5
 Type the formula for calculating the yearly salary (monthly salary * 12)
 Enter the formula in cells from J6 to J10
 Example - formula in J6 will be =I6*12

6. 6Aptech Computer Education Presented by: Muhammad Ehtisham Siddiqui
 Select cells from F5 to J10
 Click the Insert tab
 Click PivotTable drop-down
arrow in the PivotTable group
 Select PivotTable
 The Table/Range box displays
the range of selected cells
 Select Existing Worksheet
under Choose where you want
the PivotTable report to be
placed option
 Select a cell either on the
existing worksheet or select a
cell in the new worksheet to
place the report
 Click OK to display an empty
PivotTable

7. 7Aptech Computer Education Presented by: Muhammad Ehtisham Siddiqui
A
blank PivotTable and Field
List will appear on a new
worksheet
Once you create a
PivotTable, you'll need to
decide which fields to add.
Each field is simply
a column headerfrom the
source data. In
the PivotTable Field List,
check the box for each field
you want to add.

8. 8Aptech Computer Education Presented by: Muhammad Ehtisham Siddiqui
The selected fields will be
added to one of the four
areas below the Field List
The PivotTable will calculate
and summarize the selected
fields. In our example, the
PivotTable shows the
amount sold by each
salesperson.

9. 9Aptech Computer Education Presented by: Muhammad Ehtisham Siddiqui
 To update a pivot table, perform the
following steps:
 Right-click the PivotTable to display the
context menu
 Select Refresh
– Excel updates the new data in the PivotTable
report
 Excel also updates the file when the user
exits and opens the file again

10. 10Aptech Computer Education Presented by: Muhammad Ehtisham Siddiqui
 PivotCharts are like regular charts, except they display data from
a PivotTable. Just like regular charts, you'll be able to select a chart
type, layout, and style that will best represent the data.
 It is the graphical representation based on the data summarized in
the pivot table report
 It displays the categories, data series, axes, and so forth
 Users can change the chart type by including legends, data labels,
title, and so forth
 When users edit the source of data, and refresh the pivot table, Excel
automatically updates the pivot chart

11.  To create a pivot chart, perform the following steps:
 Open Microsoft Excel
 Type ID number in cell F5
 Enter three-digit numbers from cell F6 to F10
 Type Name in cell G5
 Enter names of people from cell G6 to G10
 Type Country in cell H5
 Enter names of countries from cell H6 to H10
 Type Monthly Salary in cell I5
 Enter three-digit numbers from cell I6 to I10
 Type Annual Salary in cell J5
 Enter the formula for calculating the yearly salary (monthly
salary * 12) and enter it from cell J6 to J10. For example, for I6,
formula in J6 will be =I6*12
Aptech Computer Education Presented by: Muhammad Ehtisham Siddiqui 11

12.  Select the cells from F5 to J10
 Click PivotTable drop-down
arrow from the PivotTable group
of the Insert tab
 Select PivotChart
 Select Existing Worksheet under
Choose where you want the
PivotTable and PivotChart to be
paced section
 Select a cell either in the existing
sheet or in the new work sheet to
place the pivot table and pivot
chart in the worksheet
 Click OK
Aptech Computer Education Presented by: Muhammad Ehtisham Siddiqui 12

13.  Users can edit chart titles, legends, number
formats, and so forth to customize the
chart
 When users select the pivot chart, Excel
displays the following new contextual tabs
in PivotChart Tools group
 PivotChart group contains the following
tabs:
 Design Tab - Allows users to transform the
chart type, chart layout, and chart styles
 Layout Tab - Allows users to customize
chart labels and axes of the chart
 Format Tab - Allows users to make changes
in the fill style, outline style, size, and so
forth
Aptech Computer Education Presented by: Muhammad Ehtisham Siddiqui 13

14.  To format a pivot chart, perform
the following steps:
 Drag the Sum of ID Number tab
from Values to the Axis Fields
(Categories)
 Click Country in the Axis Fields
(Categories) to display the
context menu
 Select Move to Beginning
 Right-click the grand total of
Sum of Monthly Salary column
 Select Currency from Number
Format and click OK
 Right-click grand total of Sum of
Annual Salary column
 Select Currency from Number
Format and click OK
Aptech Computer Education Presented by: Muhammad Ehtisham Siddiqui 14

15. 15
Aptech Computer Education Presented by: Muhammad Ehtisham Siddiqui
 To move the pivot chart, perform
the following steps:
 Select the pivot chart
 Click Move Chart from the
Location group of the Design tab
displayed under PivotChart Tools
 Type the name of the sheet in the
New sheet box
 To copy to the existing sheet,
select the sheet name from the
Object in drop-down list
 Click OK

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