EXCEL PIVOT TABLE :

It is a quick way to analyze data such as summing up data in a rectangular table shape when we have large data
to summarize upon.

WHY ARE THEY CALLED PIVOT TABLES?

Basically they allow us to pivot our data via drag-and-drop to produce meaningful information. This makes
Pivot Tables interactive in that once the table is complete we can very easily see what effect moving (or
pivoting) our data has on our information.

WHAT WOULD WE USE THEM FOR?

Pivot Table is used to produce meaningful information from a table of information. Suppose a table of data that
contains names, addresses, ages, occupations, phone numbers, postcodes etc. With a Pivot Table we could very
easily and quickly find out:
• How many people have the same names.
• How many postcodes are the same.
• A count of a particular occupation.
• See only people that match a particular occupation.
• Find out the addresses of people that match a postcode

WHAT IS THE ADVANTAGE?

The biggest advantage to using Pivot Tables is the fact that we can generate and extract meaningful information
from a large table of information within a matter of minutes. In a lot of cases we could get the same results from
a table of data by using Excels built in functions, but this would take more time and use far more memory. On
top of this, if we wanted some new information we can simply drag-and-drop (pivot). We can also opt to have
our information update each time we open the Workbook and/or by clicking refresh.
Pivot Charts These are simply charts that are read from the table created via the Pivot Table Wizard. In fact
Pivot Tables are really no longer just Pivot Tables, they are now PivotTables and PivotChart Reports. These
two features go hand-in-hand with each other i.e., when a Pivot Table is created simultaneously we can also
create a Pivot Chart at the same time with no extra effort. Pivot Charts allow us to create professional
interactive charts that were previously not possible without either VBA or using Excel's Controls.

STEPS TO CREATE PIVOT TABLE:

Figure1 shows us an example of what would like to accomplish from our data. As you can see we have two
categories (Sales Rep and Region) and we have a rectangular table shape. To create this without using the
PivotTable feature, but instead to use functions, would be very time consuming.

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 We
Chin
Figure 1
1. To create something similar to what we see in Figure 1, one cell of the data table selected and data
should be in proper Excel List/Table format, then click on the PivotTable icon button in the Table

Jeri
group on the Insert Ribbon (Figure 2):

Jon
Luke
Figure 2
2. As we can see in Figure 3 Create PivotTable dialog box opens and we can see that the range
A1:G2000 is selected. In addition, we want to create our PivotTable on a new sheet and so we will
accept the defaults and then click the OK button.

Rhonda
Sheliadawn
Figure 1
3. In Figure 4 we can see that the PivotTable Field List Task Pane pops up and a new sheet is added to

Steven
the workbook. Now create a table with the two categories Sales Rep and Region is to click on the
checkboxes for those two fields (after all this is just field list).

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 PivotTable
Field List Task
Pane

Figure 4

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 4. As seen in Figure 5, by checking the two fields, both were added as Row Labels.

Click on
the
Region
field
and
drag it
to the
Column
Labels’
area
Figure 5

Figure
6
As seen in Figure 6, we have our two category
As seen in Figure 6, because we want the Sales Rep field as a Row Label and our Region as a
Column Label, we will click on the Region field in the Row Labels’ area, hold the click, and
drag it to the Column Labels’ area

7. As seen in Figure 7, we can see our PivotTable taking shape. We can see that the Sales Rep
labels and the Region labels in our worksheet. We can see that two context-sensitive Ribbons for
the PivotTable have appeared (PivotTable Tools Options and Design Ribbons).

We can see that two context-

sensitive Ribbons for the
PivotTable have appeared.

We can see that the Sales

Rep labels and the Region
labels in our worksheet.

Figure 7
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 5. Because we cannot see the whole PivotTable, Zoom slider in the Status Bar to move
down to 90% view. As seen in Figure 8, click the “Zoom Out button (minus sign) to
move to 90% view.

Figure 8
6. As seen in Figure 9, we can now see the whole PivotTable.

Figure 9
7. Next, as seen in Figure 10, Sales field is clisked in the PivotTable Field List Task
Pane – this adds the Sales field to the Values area. PivotTables use the Sum Function
by default, which is what we wanted in our case. To see how to change the function
and to format the Sales numbers, click the close “x” button in the top right corner of
the PivotTable Field List Task Pane and then click in cell A3.

Figure 10

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 8. With your cursor in cell A3, right-click and point to “Value Field Settings”
(Figure11):

Figure 11
9. As seen in Figure 13, the Value Field Settings dialog box should appear: here we can
change the function; we could do so in the “Summarize value field by” function list.
Because we want to change the Number formatting, we will click the Number Format
button.

Here we change the function, we

could do so in the “Summarize
value field by” function list.

Number Formatting

Figure 13
This is another one of those situations when two dialog boxes are opened. When the Format
Cells dialog box appears, select the Currency Number format. Then click the OK button on
the Format Cells dialog box. Then click the OK button on the Value Field Settings dialog box.
(Figure 14):

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Figure 14
10. With only a few clicks, the PivotTable is done. Even better than with Subtotals,
we can easily see how each Sales Rep did in each Region (Figure 15):

Figure 15

CONCLUSION:
Thus by using pivot tables we can get a summarized data in tabular and in charts as per user
requirement, and thus can be used for analysis of data similarly which is done by using
dashboard software in business intelligence.

REFERENCE:
http://www.homeandlearn.co.uk/excel2007/excel2007s7p7.html

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