The Microsoft Excel

Advanced Learning Program

Learn Beyond the Basics

How to Create and Use Pivot Tables

John Irby and Michael Mahoney

Co-Instructors
The Advanced Learning Program
For Microsoft Excel

www.brittenford.com
703-860-6945

Page 2 of 8

Brittenford Referral Rewards

Refer Brittenford Systems to a friend who could benefit from :

Microsoft Dynamics SL (Solomon)

Microsoft Dynamics GP (Great Plains)
Microsoft Dynamics CRM
Microsoft SharePoint
Microsoft Forecaster

You could earn a cash reward

up to $500!*

referrals@brittenford.com or call Michael at 703-860-6945 x203 or email: mmahoney@brittenford.com

* Restrictions apply, contact Brittenford for details

2010 Brittenford Systems, Inc.

Page 3 of 8

The Business Problem

(based on your questions)
How can I derive meaningful calculated data from my databases,
and also have the flexibility to present that data from a variety of perspectives,
and be able to do so quickly and easily?
The Impact:
 Without a quick and automated solution, employees often have to resort to a tedious,
manual, cut-and-paste method of data presentation, even in Excel, resulting in time delays
and lost productivity.
 Personally learning how to perform a calculation and report operation in a complicated
Database Management System (like MS Access) is a time-consuming task, and can also result
in lost productivity.
 Passing the job onto someone else, or to the IT Department, creates additional costs in time
and moneyand lowers the self-worth of the individual.

The Solution: Excels Pivot Table feature offers a shortcuta quick way to calculate and present
data from a variety of perspectives.
Youll learn how to:
 Understand the general math concept behind Pivot Tables.
 Set your Excel spreadsheet database in proper format for Pivot Table creation.
 Create a basic Pivot Table.
 Manipulate multiple views of Pivot Table data.

The Benefit:
 Facile mastery of the Pivot Table feature of Excel, and almost immediate results in
calculating and presenting your desired data sets.
 Acquiring a tool that will allow you to analyze data and report the results from a variety of
modes and perspectives.
 Gaining a work skill and conceptual knowledge that will have re-usable business application
in the future.

2010 Brittenford Systems, Inc.

Page 4 of 8

The method of math calculation that produces a joint distribution of two or more data fields is
called cross tabulation.
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
____________________________________________________________________

In Excel, cross tabulation is accomplished by using the Pivot Table feature.

Before you can successfully use the Pivot Table feature in Excel, you must make certain that your
spreadsheet is in proper database format.
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
____________________________________________________________________

2010 Brittenford Systems, Inc.

Page 5 of 8

A properly-constructed database in Excel should contain no blank rows or columns.

_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
______________________________________________________________

The column titles--or field names--of the database should all be on one row, and must be unique.
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
____________________________________________________________________

2010 Brittenford Systems, Inc.

Page 6 of 8

To initiate the creation of a Pivot Table in Excel 2007, place the cell cursor within your spreadsheet
database, and then issue the Ribbon menu command: Insert PivotTable.
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
____________________________________________________________________

In general, in the empty Pivot Table matrix (illustrated above), the two text fields from your
database that you wish to create a joint distribution of should be dragged onto the indicators
labeled Row Labels and Column Labels.
The numeric field from your database that you wish to calculate should be dragged onto the
indicator labeled Values.
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
________________________________________________________________

2010 Brittenford Systems, Inc.

Page 7 of 8

Once the Pivot Table matrix has been established (illustrated below), you can then create the
pivot effect by dragging either the row field title or the column field title to a different location on
the matrix.
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_______________________________________________________________

Initially, the numeric field in the center of the Pivot Table matrix will perform the Sum function. To
change the type of math function, use the mouse to right-click the numeric calculation area, and
then from the shortcut menu, choose Summarize Data By.
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
___________________________________________________________________

2010 Brittenford Systems, Inc.

Page 8 of 8

Upcoming Classes in this Series

Brittenford Systems
Microsoft Excel Training Calendar
Summer/Fall 2010
For easy enrollment call Debi at 703.860.6945 x209
(CPE Credits are Available)
Seminar Name

Date

Location

Using Excels Scenario Manager

Wed., Oct 6

Webinar

Questions about todays class? Need help? Contact:

John Irby: jirby@brittenford.com
Michael Mahoney: mmahoney@brittenford.com or 703-860-6945 x203

2010 Brittenford Systems, Inc.