This document provides an overview and instructions for creating and formatting pivot tables and pivot charts in Excel. It discusses how to: 1. Pull data from Excel queries or directly from a Microsoft Query to build a pivot table or pivot chart. 2. Lay out and format pivot tables by placing fields in rows, columns, and values areas and using formatting options. 3. Filter, total, subtotal, sort, group, expand, collapse, and otherwise manipulate pivot table data. 4. Create calculated fields and side-by-side or stacked value fields. 5. Choose data sources and layouts for pivot charts, including changing chart types, adding titles, and using design and layout options

1. Pivot Tables: Step by StepGail Jones-NemethToledo, OhioCSSL10

2. AgendaStarting a new Pivot Table or chart from data extracted into Excel QueryPivot TablesLaying out rows, columns, valuesCosmetics – make it pretty!Filtering, totaling, subtotaling, sorting, groupingDrill Down: Expanding and collapsingPivot ChartsData setupTime series chart

3. About the PresenterSolomon consultant for 15 years, beginning in 1985; Betco CIO 2000-2010Betco is regional manufacturer and distributor of floor finishes, skin care products, and cleaning chemicals and equipment for the Jan/San and institutional/educational marketsDeeply implemented Dynamics-SL site

4. Excel Query TipsCreate read-only access user group with specific read-only rights only to tables that need to be queriedUse SQL authentication to assign rightsCreate separate database with predefined, read-only views to shorten list of tablesKeep your spreadsheets smallSkip straight from extract to Pivot Table reportDon’t save data in the Pivot Table!

5. Pulling Data from QueriesFirst way: From data in same spreadsheetInsert/Pivot table/Pivot Table/Select Table or Range

6. Pulling Data from QueriesSecond Way: Directly from QueryData/Get External Data/From Other Sources/From Microsoft Query

7. Pulling Data from QueriesCreate your Query as before When returning from Query, choose “Pivot Table”

8. Now You’re Ready to Pivot!

9. Pivot Basics Rows, columns, and valuesJust click or drag a field“Click” defaults to rowsDrag to columns (especially time)Numbers default to “Summary Values”

10. Pivot BasicsRow and column headingsRight click on field and choose “Field Settings”Update the Field NameOrEdit the Field Name on Formula Bar

11. Pivot BasicsValues FormattingRight click on the menu and choose “Number Format”

12. Pivot TablesMenuingDialog boxes from prior version are reached from the right-click menuField Settings – attributes of each fieldField List – applies to placing fields on tablePivot Table Options – settings apply to entire pivot tableGenerally, most often used features also have been moved to the right-click menuFormat cellsFormat numbersSubtotalGroupCollapse

13. Pivot TablesMenuingMost functions now appear on the Pivot Table “Options” menu

14. Pivot TablesFiltersFor a field not in the row or columnDrag unused field to “Filter” box to exclude dataDrag field to the filterClick “All” from pull downSelect multiple itemsSelect/Deselect specific data elements

15. Pivot TablesFiltersFor 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

16. Pivot TablesGrand totalsRight click anywhere in Pivot Table to get to menuSelect “Pivot Table Options”

17. Pivot TablesGrand totalsSelect/Deselect check box for rows and columns

18. Pivot TablesSetting column width to stickAlso from “Pivot Table Options”Uncheck “Autofit column widths on update”Set column widths as you like

19. Pivot TablesKeep the file smallAlso from “Pivot Table Options”Uncheck “Save source Data with file”User will not be able to change the data unless they can refresh the view

20. Pivot Table OptionsEnabling drill-downAlso from “Pivot Table Options”Be sure to set “Classic Pivot Table” On so that collapsing works better

21. Pivot TablesSubtotalingAdd multiple fields to the row, especially ones that are 1-1 (e.g., ClassID and Class Descr)Right click on first field to remove subtotal from (in this case – ClassID)Toggle “Subtotal” from the menu

22. Pivot TablesSubtotalingWhich now removes the subtotals at the ClassID level

23. Pivot TablesCollapseTo create drill down, collapse each levelRight click on column to Collapse, and choose “Collapse Entire Field”

24. Pivot TablesCollapseWhich looks like thisNote the “+” sign beside the buyer elements

25. Pivot TablesExpand/CollapseThe field can now be expanded by clicking on the “+” sign to expand or “-” sign to collapse

26. Pivot TablesSortingRight click on field to sort on (in this case, “Buyer”)Select Sort/More Sort OptionsChange to Descending by Total Cost

27. Pivot TablesSortingWhich brings us to thisNote: Sort is by “Grand Total” of rowMust sort each subgroup

28. Pivot TablesGroupingStart by highlighting the top four itemsRight click, then select “Group” from the menu

29. Pivot TablesGroupingRepeat for the bottom three itemsResort by Group and collapse second group This brings us to Note: You can rename the group from the formula bar

30. Pivot TablesDesignFrom the top menu, select Design/Pivot Table Style OptionsCheck “Banded Rows” or “Banded Columns”Select Pivot Table Style

31. Pivot TablesDesignWhich brings us to this

32. Pivot TablesCreating a formula fieldSelect Options/Formulas/Calculated Field

33. Pivot TablesCreating a formula fieldType in field name (e.g., “Rounded Cost”)Use “Insert Field” button to copy field name to formula lineEnter formula (e.g., TotCost/1000)

34. Pivot Tables Adding second values fieldIf “NewField” automatically added to the pivot table below the original field (“stacked”, like this)

35. Pivot TablesSide by side valuesTo get the summary fields to be side by side, uncheck “NewField” on the “Field List”, then recheck “NewField”Note that now the “Values” option shows in the Column Labels

36. Pivot TablesSide by side valuesNow the table looks like this

37. Pivot ChartsData sourcesPivot Charts can be sourced fromExisting data in a refreshable data extract from another Pivot Table directly from a queryTo start from a Pivot Table, use Insert/Pivot Table/Pivot ChartOptions/Tools/Pivot Chart

38. Pivot ChartsData sourcesOr start from a new query, and when returning data:Select “Pivot Chart and Pivot Table Report” option

39. Pivot ChartsData layout

40. Pivot ChartsData layoutFor time series, time period is in the Row (e.g., Fiscal Year)On stacked bar, slices are the Columns (e.g., CpnyID)

41. Pivot ChartsMenusOnce focus is on a Pivot Chart, new menu items appear

42. Pivot ChartsFormatting values on legendBefore formatting the pivot table, legend looks like this

43. Pivot ChartsFormatting values on legendAfter formatting the pivot table value, legend looks like thisNote that company is side by side in chart

44. Pivot ChartsChanging Chart TypeClick inside the Pivot Chart, then choose Design/Change Chart TypeClick on format desired

45. Pivot ChartsChanging Chart TypeThe pivot chart now looks like thisCompany is stacked

46. Pivot ChartsLayout optionsAdd Chart TitlesPut focus on the chart, then use Layout/Chart Title

47. Pivot ChartsLayout optionsAdd Axis TitlesPut focus on the chart, then use Layout/Axis Title

48. Pivot ChartsLayout optionsLooks pretty good!

49. Pivot ChartsDesignUse Quick Layout and Quick Styles to enhance chartExample starts at Design/Quick Layout

50. Pivot ChartsPivot chart filter paneGiving us a final answer like this

51. Questions?Thank You!Contact me at gj-n@toast.net