Microsoft

Excel 2013
Pivot Tables & Pivot Table Charts
ApivottablereportallowsyoutoanalyzeandsummarizeamillionrowsofdatainExcel2013
withoutenteringasingleformula.PivotTablesletyouselectdatafieldstocompare,orpivot,
yourinformationinwaysthatparedownlargedatatablesintospecific,usefulsummariesusing
filteringandsortingoptions.Pivottablesareincrediblyflexible,andtherearehundredsof
differentstylesofreportsyoucancreate.PivotTableshaveReportZonesthatcontrolthepage
layoutforthereport.
PivotChartsareavisualrepresentationofPivotTableresults,displayingsummariesinavariety
ofchartandgraphformats.PivotChartsmakeiteasytoidentifyimportanttrendsandpresent
thisdatatoothers.LikePivotTables,PivotChartsaremucheasiertocreateinthenewuser
interface.AllofthefilteringimprovementsarealsoavailableforPivotCharts.Whenyoucreate
aPivotChart,specificPivotCharttoolsandcontextmenusareavailablesothatyoucananalyze
thedatainthechart.Youcanalsochangethelayout,style,andformatofthechartorits
elementsthesamewaythatyoucanforaregularchart.InOfficeExcel2013,thechart
formattingthatyouapplyispreservedwhenyoumakechangestothePivotChart,whichisan
improvementoverthewayitworkedinearlierversionsofExcel.

Pivot Table

Available Fields

FilterTools

ReportZones

PivotChart

PivotTable Handout

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Creating a Pivot Table

PivotTablesandPivotChartsaremostusefulwhenappliedtolargetablesofrawdata.The
requirementisthatyouhaveuniqueheadingsinthefirstrow,andnoblankrowsorblank
columnsinthedata.Forbestresults,keepyournumericcolumnsfilledwithnumericdataand
replaceanyblankcellswithazero.ThecolumnlabelswillbeusedbythePivotTabletoidentify
andnamedatafields

1.

Selectonecellinthedataset

2.

FromtheInsertribbon,choosethetophalf
ofthePivotTableicon.
Excelwillpredictthatyourdataincludesthe
currentregionaroundyourselectedcell.
Makesurethatthisiswhatyouwantand
thenclickOK.
Toincludeafieldinthepivottablesummary,
simplycheckmarkthefieldinthePivotTable
FieldList.
TextFieldswillautomaticallybeaddedto
theRowLabelZone.Numericfieldswillbe
addedtotheValuesZone.

3.

4.

5.

Thecreatepivottablewindow
openswiththetableshowingthe
rangeofcellsinthedataset.
Bydefaultthepivottablewillbe
createdonanewworksheet.

PivotTable Handout

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ThisreportshowstheProductsinthe
rowlabelszone,theQuarterinthe
columnlabelszoneandthedatais
summarizedusingtheSumFunctionin
thevalueszone.TheRegionfieldhas
beenplacedintheReportFilterzone.
Onecouldcreateaquerytoanalyzethe
activityofoneparticularRegion.
Itiseasytochangeapivottablereport.
Simplycheckoruncheckfieldsinthe
tophalfofthePivotTablefieldlist.You
canalwaysrearrangetheorderof
fieldsbydraggingthefieldsaroundthe
bottomhalfofthefieldlist.

InExcel2013,thereisnowaRecommendedPivot
TablesbuttonlocatednexttothestandardPivot
Tablebutton.AfterclickingtheRecommended
PivotTablesbutton,adialogboxsimilartothe
oneshownontherightappears.Basedonthe
datachosen,Excelmakesrecommendationson
thetypeofPivotTabletocreate.Touseoneof
therecommendedtables,selectitthenclickthe
OKbutton.

PivotTable Handout

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Filtering or Sorting Data in a Pivot Table

TheRegionfieldhasbeenplacedintheReportFilter
zone.Asyoucanseefromtheexampleontheright,all
oftheRegionsarerepresentedinthereportbutifyou
wantedtoanalyzetheperformanceofonlyasingle
Region,youcoulduncheckallandselectonlythosereps
youwanttoseeinthereport.Oneofthenewfeatures
topivottablesistheoptiontoselectmultipleitemsto
query.

Whenyouhoveryourmouseoverafieldin
oneofthezones,youllseeamenuthatoffers
choiceswhereyoucansortorfilterthefield.
Usefilterstonarrowtherangeofinformation
displayedinaPivotTablereport.Filteringisa
goodwaytoemphasizeorgetatimportant
orrelevantinformationwithinalarger
setofdata.Labelfilterswillallowyouto
filterusingcomparativecriteria.

PivotTable Handout

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Slicers
SlicersarevisualfiltersthatcanbeattachedtoPivotTables,PivotCharts,andotherdatasources.
1.

ClickontheInsertTabandclickSlicerinthefiltergroup.

2.

IntheInsertSlicersdialogbox,checktheboxbesideeachfield
youwanttocreateaslicerfor.ClickOKtoplacetheslicer
box(es)onyourworksheet

3.

IntheSlicerbox,clickabuttontofilterthedata

4.

MakingchangestoSlicers:
a. ToremoveaSlicerfilter
clicktheRemoveFilter
iconintheSlicerBox.
b. ToeditSlicerproperties,
rightclicktheSlicerand
chooseSlicerSettings
fromthemenu.Make
yourchangesthenclick
theOKbutton.
c. MoreSliceroptionsare
available,includingaStyle
Gallery,areavailable
undertheOptionstab
whichappearsonthe
Ribbon.
Noteinthisexample,multiple
Slicerswerecreated.

PivotTable Handout

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Designing PivotTables
ChangingaPivotTablesvisualelementscanhighlightareasofparticularinterestormakethe
tablemorepresentationready.WhenthePivotTableisactivetherewillbe2additional
PivotTabletoolsavailable:OptionsandDesign.IntheOptionsmodetherearedesignated
categoriesthatallowyoutodisplayorremovefieldheaders,ortogroupdatesintomonthsand
years.InOptionsyoucancreatefilteredreportpagesbasedonfieldsinthereportfilterzone.

ShowReportFilterPages

SetPropertiesinOptionstocontrolformat,additionalfilteringandsorting
UseShowReportFilterPagesandseehow
ExcelquicklyaddsnewworksheetsforeachvalueintheRegiondropdown.

PivotTable Handout

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Grouping
Often,theoriginaldata,thoughaccurate,doesntshowwellinafinalreport.Thetablebelow
showstheDatefielddataasenteredinthedatabaseandthenplacedinthePivotTable.

Notethechaoticlookofthedata.

SelectoneofthecellswithadateandchooseGroupFieldfromthePivotTableToolsOptions
ribbon.

PivotTable Handout

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YouwillseetheGroupingwindowdisplayed.Youcanchoosehowtosummarizeyourdates;
youcanselectyears,quarters,monthsANDyoucangroupdaysinarangeofdates.An
examplewouldbelookingatinvoicesina7dayrange.Anaddedadvantageisthatyouve
creatednewfieldsthatcanenhancethereport.

InthisexampleDateshavebeengroupedintoQuarters.Thefinalresultisshownbelow:

PivotTable Handout

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PivotTableDesignTools
TheDesignribbonoffersagallerywhereyoucanquicklyapplyaformattothepivottable.
TochangeaPivotTablesvisualstyle,clickanywhereinthePivotTabletoselectit.Inthe
Underthedesigntab,clickonathumbnailfromthePivotTablestylesgallerytochoose
anewstyle.Clickheretoopenawindowwithmoreoptions.In2007yougetlivepreview,
wheretheformatisappliedtoyoureportasapreview.

TochangeaPivotTableslayout:clickanywhereinthePivotTabletoselectit.Underthedesign
tabclickReportLayoutinthereportlayoutgroup.

ToaddbandedrowsorcolumnstoaPivotTable:clickanywhereinthePivotTabletoselectit.
UnderthedesigntabclickBandedRowsandBandedColumnscheckboxinthePivotTablestyle
optionsgroup.
GrandTotals
Todisplayorremovegrandtotalsin
aPivotTablereport:clickanywhere
inthePivotTabletoselectit.Under
thedesigntabclickGrandTotalsin
theLayoutgroupandchoosethe
desiredoptionfromthemenu.
Toaddablanklinebetweengroups:
clickanywhereinthePivotTableto
selectit.Underthedesigntabclick
BlankRowsinthelayoutgroupand
chooseInsertBlankLineafterEachItemfromthemenu.Toremoveblanklines,choose
RemoveBlankLineafterEachItemfromthemenu.

PivotTable Handout

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Creating a Basic PivotChart

PivotChartsprovideagraphicrepresentationofdatarelationshipsandtrends,drawnfromthe
wayinformationisarrangedinaPivotTablereport.
ToaddaPivotChart:clickanywhereinanexistingPivotTabletoselectit.Undertheoptionstab
clickPivotChartintheToolsgroup.
IntheInsertChartdialogbox,selectadesiredcharttype(column,line,pie).Clickoktoinsert
theselectedchart.WhenyouselectthePivotChart,thePivotChartFilterPanewilldisplayby
default.Onceyourchartisactive,youwillhave3tabsinChartTools;Design,Layout,and
Format,whereyoucanformatPivotChartsandaddorremovePivotChartElements.

PivotTable Handout

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Pivot Table Timeline

Fordatawithdateortimefields,theTimelinetoolcreatesagraphical,interactivetoolwhichactsasa
filter.Intheexamplebelow,thedatesaregroupedintoQuarters.ByslidingthebaracrosstheTimeline,
thefieldsandtotalschangebasedontheactivitythathappenedatthetimeindicatedbytheslider.
TocreateaTimeline:
1.
2.
3.
4.
5.

Clickinafieldwithtimeordatedata.
FromtheFilterGroupinPivotTableToolsMenu,clicktheInsertTimelinebutton.
Inthedialogboxes,choosethetimeframeandincrementsforthetimeline
ClicktheOKbutton.
TheTimelinetoolappearsontheworksheet.

TousetheTimeline:
1. ClickanddragthesliderintheTimelinebox.Astheslidermovesacrossthetimeincrements,the
PivotTablechangesbasedonanyactivitythatmayhaveoccurred.
Ifnodataappears,thenactivityhasntoccurredinthetimechosen.

PivotTable Handout

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