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M i C r f T a b \ e s M n t r o d U C t l 0 n

» V4 % f e Sp G u i d e

I T h e S t e p - B y ^ r

m o n t h -y r Q
Sun-2017 Jul-2017 Aug-2017 Sep-2017
REGIONS Q TTL ♦/- TTL ♦/- m ♦/- TTL ♦/-
Central \ 993І я к ш л к ш і Я И Й 5 Э П И И 9 Е І!
East | 97 2\ ШШШЕ5И^ШШЁ2Яі Ш Ч З Э Г Ш И Е ІЭ И ШШЖШШЖ
West I 9 1 l\ шшшжшшшм И К Ш Г ^ К Б
TOTAL 2,876 2,915 1.4% 2,844 -2.4% 2,919 1 2.6

TOP 10 PARTS SOLO Q CATEGORY Q QTY SOLO %


о Fire Protection POWER Н И Е Э И % of Sa\es by Region
о Auxiliary Structure WANG ШШЕЗЗШШШі
©Engine Struts WING В Е З Я
о Digital fuel Flow System fUEL flH E E E M H ll
о fu e l Dump Fuel Hose fUEL | E 3 I
о Wing W ebs WING Ш В Я Д иЙ
о Boost Pumps FUEL И
о Keel Beam STRUC
STRUCTURAL E 3 1 B
e Engine Lubrication System FUEL
о Fuel Pressur e Indicating FUEL
TOTAL 100 .0%

QUANTITY CATEGORY И
REGIONS Q FUEL POWER STRUCTURAL WING TOTAL
Central f 1.646 \ 1,654 \ 407 \ 1.965 \ 5,672 1
East |І Ю М Ш И Ш М І 41S \ 1.S93 \ 5.556 1
West | 1.47S \ 1.675 \ 497 \ 1.724 \ 5.3711
TOTAL 4,7OS 4,997 1317 5,582 16,599

c J. Benton
Excel® Pivot Tables & Introduction To
Dashboards
The Step-By-Step Guide

C.J. Benton
Copyright © 2017 C.J. Benton

All rights reserved.


N o part of this publication may reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic,
mechanical, photocopying, recording, scanning, or otherwise without signed permission from the author, except for the use of brief
quotations for review purposes.

Limit Of Liability / Disclaimer Of Warranty: While the author has used their best efforts in preparing this book, they make no
representations or warranties with respect to the accuracy or completeness of the contents of this book. The author does not
guarantee the reader’s results will match those of the author. The advice and strategies contained herein may not be suitable for
your situation. The author is not engaged in offering financial, tax, legal or other professional services by publishing this book. You
should consult a licensed professional where appropriate. The author shall not be liable for any errors or omissions, loss of profit or
any other commercial damages including but not limited to special, incidental, consequential, or other damages.

T rad em a rk s: Microsoft and Word are either registered trademarks or trademarks of Microsoft Corporation in the United States
and/or other countries.
Thank you!
Thank you for purchasing and reading this book! Your feedback is valued and
appreciated. Please take a few minutes and leave a review.

Other Books Available By This Author:


1. Microsoft® Excel® Start Here The Beginners Guide
2. The Step-By-Step Guide To The 25 Most Common Microsoft® Excel®
Formulas & Features
3. The Step-By-Step Guide To Pivot Tables & Introduction To Dashboards
(version 2013)
4. The Step-By-Step Guide To The VLOOKUP formula in Microsoft®
Excel®
5. The Microsoft® Excel® Step-By-Step Training Guide Book Bundle
6. Excel® Macros & VBA For Business Users - A Beginners Guide
7. Microsoft® Word® Mail Merge The Step-By-Step Guide
Table of Contents
CHAPTER 1
H ow To Use This Book
CHAPTER 2
Introduction To Pivot Tables
What Are Pivot Tables?
What Are The Main Parts Of A Pivot Table?
CHAPTER 3
Building A B asic Pivot Table & Chart
Summarizing Numbers
H ow To Drill-Down Pivot Table Data
Adding Additional R ow s (categories) To Your Pivot Table
Charts - H ow To Create A Basic Pivot Table Chart
CHAPTER 4
Displaying Percentages
CHAPTER 5
Ranking Results & Displaying A verages
Displaying Averages
Ranking Data
CHAPTER 6
Slicers (interactive analysis) & A dvan ced Filtering
Timeline Slicer
Slicer
A dvanced Filtering
CHAPTER 7
Introduction To Dashboards
Adding Multiple Pivot Tables To A Worksheet
Formatting The Dashboard
Adding Charts To The Dashboard
CHAPTER 8
A dding Slicers and Perform ance Symbols To Your Dashboard
Slicers
Performance Symbols (up/down arrows and other indicators)
CHAPTER 9
Refreshing Pivot Table and D ashboard Data
C H A P T E R 10
Protecting Your Dashboard
Hiding Your Pivot Table Source Data
Protecting The Dashboard Or A ny Other Worksheet
C H A P T E R 11
Grouping Pivot Table Data
Grouping Records
Count Function
C H A P T E R 12
Calculated Fields In Pivot Tables
Adding A Basic Calculated Field
Changing The Display Of Formula Error M essages
Removing Or Changing Calculated Fields
Inserting Logic Fields (if...then)
C H A P T E R 13
Creating Pivot Tables From Im ported Files - using the D ata M odel
C H A P T E R 14
Troubleshooting: Pivot Tables D isplaying D uplicate Values
Formula - LEN
Formula - TRIM
C H A P T E R 15
Troubleshooting: H ow To R esolve Common Pivot Table Errors
A Messa g e Fr o m Th e Au t h o r
CHAPTER 1
How To Use This Book

This book can be used as a tutorial or quick reference guide. It is intended for users who are
comfortable with the basics of Microsoft® Excel® and are now ready to build upon this skill by
learning Pivot Tables and Dashboards.
This book assumes you already know how to create, open, save, and modify an Excel®
workbook and have a general familiarity with the Excel® toolbar (Ribbon).
All of the examples in this book use Microsoft® Excel® 2016, however most of the
functionality and formulas can be applied with Microsoft® Excel® version 2013. All
screenshots use Microsoft® Excel® 2016, functionality and display will be slightly different if
using Excel® 2013.
While this book provides several basic and intermediate Pivot Table examples, the book
does not cover ALL available Microsoft® Excel® Pivot Table features, formulas, and
functionality.
Please always back-up your work and save often. A good best practice when attempting
any new functionality is to create a copy of the original spreadsheet and implement your
changes on the copied spreadsheet. Should anything go wrong, you then have the original
spreadsheet to fall back on. Please see the diagram below.

Diagram 1:

This book is structured to build on each previous chapter’s teaching.


X Chapters X Chapters
Chapters
4 -6 \ 7-10
г-з Apptymg averages, )
Pivot Table
fundamentals
\
4
percentages.
rankings and slicers
J Basic D ashboard
cre a tio n form attin g, &
file m a n a g e m e n t

B e g in n e r

Л у
Chapters Chapter
11 - 1 2 13
Grouping records and Creating Pivcrt
inserting і :ніі:ііін Г(і і ] Tables from
(ieMs .. imported files
S.

Interm ediate

FILES FO R EXERCISES
The exercise files are available for download at the following website:
http://bentonexcelbooks.my-free.website/excel-2016
CHAPTER 2
Introduction To Pivot Tables

What Are Pivot Tables?


Pivot Tables are a feature within Microsoft® Excel® that takes individual cells or pieces of data
and lets you arrange them into numerous types of calculated views. These snapshots of
summarized data require minimal effort to create and can be changed by simply clicking or
dragging which fields are included in your report.
By using built-in functions and filters, Pivot Tables allow you to quickly organize and
summarize large amounts of data. You can filter and drill-down for more detailed examination of
your numbers and various types of analysis can be completed without the need to manually enter
formulas into the spreadsheet you’re analyzing.

For example, the below Pivot Table is based on a detailed spreadsheet of 3,888 individual
records containing information about airplane parts. In less than 1 minute, I was able to produce
the following report for the quantity of parts sold by region:
A & C D E F G H l l K L M
L
12
i3 Sumof QTY SOLD Column iabelb -
14 ROWlabels ’ Jan Feb Mar Apr May Jun Jul дне Sep act NOV Dec Grand Total |
|s Centra! 393 569 865 Я72 i'J- S6S 373 369 373 569 1031 372 37S3 1
16 East 520 596 821 SAG 5Э6 321 346 321 S46 536 1Q37 346 3592 !
It West 912 sea 781 И 2 5SS 783 322 733 823 53S w 322 Я І
13 Gгdud Totil 2725 1751 2464 2540 1753 2465 2540 2473 2540 1753 3117 2540 23*721

This quick summary can also be formatted to improve readability. However, formatting
does require a little more time to complete.

In today’s world where massive amounts of information is available, you may be tasked
with analyzing significant portions of this data, perhaps consisting of several thousand or
hundreds of thousands of records. You may have to reconcile numbers from many different
sources and formats, such as assimilating material from:
1. Reports generated by another application, such as a legacy system
2. Data imported into Excel® via a query from a database or other application
3. Data copied or cut, and pasted into Excel® from the web or other types of screen
scraping activities
4. Analyzing test or research results from multiple subjects
One of the easiest ways to perform various levels analysis on this type of information and more is
to use Pivot Tables.

What Are The Main Parts Of A Pivot Table?


Before we begin our first exercise, let’s review the three main components of a Pivot Table:
1. Rows: The rows section typically represents how you would like to categorize or group
your data. Some examples include: employee name, region, department, part number etc.
2. Columns: The columns show the level or levels in which you’re displaying your
calculations. Often a time period such as month, quarter, or year, but can also be
categories, product lines, etc.
3. Values: Values are the calculation portion of the report, these figures can be sums,
percentages, counts, averages, rankings or custom computations.
Level of
Calculation

QUARTER О

■ Q tfl q tr2 QtrJ Qtr4 lotd! fl


C ^u y Central Т 3 2 7 _ '’ гГзоб" "2,613 ''~2,Ъ22~ " ' э ' г а з ' !
C«tc
East — 2,337 2,263 2,513 2,479 9,592
W est 2.2B3 2,193 2,427 2,409 9,312__ J
[Total 6,947 6,762 7,410 2І,ЫІ Ц
CHAPTER 3
Building A Basic Pivot Table & Chart

In this chapter we will review the fundamental steps of creating and modifying a Pivot Table.
Here we will take a basic spreadsheet containing fruit sale information and:
1. Determine the total sales by region and quarter
2. Create a chart that displays the sales by region and quarter
3. Display the individual fruit sales by region and quarter

WEB ADDRESS & FILE NAME FO R EXERCISE:


http://bentonexcelbooks.my-free.website/excel- 2016
FruitSales.xlsx

Summarizing Numbers
Sample data for chapters 3 - 5 , due to space limitations the entire data set is not displayed.
! A E c D Е F G H
SALES PLRWN SA U 5PIR 504 W IE 5PIR S04
Я NH :■! IV W AR ПК ORANfjLS MAHGCJ5 tOTAl
FIRST ЫАМГ LAST WUUF IP
! 2 OnlMl Bat Taytor 1174 1 1,310 2,039 1,771 5,620
1 3 Cenlnl Helen 5ml! h азз 1 102 354 59 516
i a i enirjl UK fohnson ля 1 93 иг w 469
| S Central Sally M am * ш 1 595 B24 556 1,975
i6 Central Sam Better an 1 № 1.092 324 2,779
| 1 tssr AWrey Williams «0 1 346 237 240 343
I Я 1.1» John Dcwer 153 г НО 17Я 19! 633
! ч Eiit Joftn wihon хю 1 JBfr iW 115 646
1 .0 f j -.i Мату 600 і J1S 215 236 766
i l l Etft Sarah Taylor 900 1 Ж 26J 295 J27
12 west Ale» ifeiiet 1000 1 Ш 212 127 502
ИЗ Wen Silly Winchester ИМ : ітэ 234 140 532
! 14 w eit Hei«n SHTifMOfi Я17 1 m 193 11* 457
| Wert Jack imirh 100 1 ill 14} Й7 343
| 6 Н» Taniwr 400 1 122 ISO 96 377
117 WhjI Peter Grihjm ТОО 1 134 175 105 ■ІА5
i cer,;ral BCD Taytor 117* 2 113 330 65 567
115 [Сеп7га|і Helen Smith 333 2 1 ,0 » 1,391 Э40 l r3J6
i West Joe Tanner 400 t 2.ЯЗЗ 2 ,sa 6 2,796 Я.5І6
[ 65 /.'H i Peier Grjham ТОО л 4,392 4.473 4,334 13,199

First we will determine the 'to tal sales by region’ and then we will build upon this by adding the
‘quarterly sales by region’:
1. Open the FruitSales.xlsx spreadsheet and highlight cells A1:I65
2. From the Ribbon select INSERT : PivotTable
File Home □ raw Page Layout

P i'-o tT a b le R e co m m e n d e d Table P ictu re s O n lin e


PivotTables P ictu re s Й +

Tables Illu stra tio n s

The following dialogue box should appear:


Create P ivo tT a ble ? X

Choose th e data th a t you w a n t to analyze

® Select a ta b le o r range

Table/Range: Sheet1!SAS1:SISS5|

■.. ■Use an external data source

Choose C onnection...

C o n n e ction name:
Use th is w o rk b o o k 's Data M o d e l

Choose w h e re you w a n t th e PivotTable re p o rt to be placed

® N ew W o rksh e e t
Q Existing W o rksh e e t

Location:

Choose w h e th e ry o u w a n t to analyze m u ltip le tables

j~ l Add th is data to th e Data M od e l

OK Cancel

3. When prompted, verify the 'New W orksheet’ radio button is selected


4. Click the 'O K ’ button
A new tab will be created and appear similar to the following. Note: the ‘PivotTable Fields’
pane on the right side o f the new worksheet.
Н ' 0 1st □ Н t - * hwiSAMfe- bsrf л ffi - □ X
File Hom e I
nw-<t I
fra * P * g f I л у о і* F*wmg*»s. Dau P a^ai V i^w D*v«te>p*f 3 « jq n U Tcfl лпр

Next, w e’ll “categorize” our report and select a calculation value.


5. Inside the PivotTable Fields pane click the ‘REG IO N ’ box or drag this field to ‘Rows’
section.
6. Inside the PivotTable Fields pane click the ‘TOTAL’ box or drag this field to ‘£ Values’
section.
Please see image below, for an illustration o f steps #5 & #6
PivotTab le Fields
C h c & te f ie l d s 1о a d d t o t€$ с n

\s AL<jiON
□ SALESPERSONF'RSTJ-UMf
□ SALE*PEK53NLAST?;АГ,ГЕ
□ SALESPERSONС
□ QUAKTFH
□ APPLES
П OHANOtJ
□ MANGOS
0 101A1

DragftekHbftwttri *пл%hetew
T Filtcro I Сокл

5" Rcwi i VllttB


REGION - Sum <rf TOTAL -

D eftr Layout Update

The following should be displayed on the left side of your screen Note: the format is not very
easy to read. _______________________

3 Row la b els ;5um o f TOTAL


4 Central 138571,3795
5 East 1455S7.96S9
6 W est 196786,7115
7 Grand Total 480946.OSW

7. We can change the column labels and format of the numbers. In the below example:
1. Select cell ‘A3’ and change the text from ‘Row Labels’ to ‘REG IO N ’
2. Select cell ‘B3’ and change the text from ‘Sum of TOTAL’ to ‘TOTAL
SALES’
3. You may also change the currency format in cells ‘B4:B7’. In the below
example, the format was changed to U.S. dollars with zero decimal places
Below is the formatted example:
A В
1
2
3 REGION - TOTAL SALES
4 Central S 138,571
5 East $ 145,588
6 West $ 196,787
7 Grand Total $ 480,946

To enhance the report w e’re going to going add Quarter columns. This “level” dimension will
provide greater detail of the total fruit sales.
8. Inside the PivotTable Fields pane drag the ‘QUARTER’ field to the ‘Columns’
section.
Note: Excel® is reading the Quarter value as numeric, therefore if you click, instead of
dragging the field to the ‘Columns’section Excel® will apply a calculation.
I f this happens click the drop-down-box o f ‘Sum o f QUARTER’ in the ‘^ Values’ section and
select the option ‘Move to Column Labels’

We now have ‘QUARTER’ added to the summary


9. Select cell ‘B3’ and change the text from ‘Column Labels’ to ‘BY QUARTER’
10. The labels for cells ‘B4’, ‘C4’, ‘D4’, & ‘E 4’ were changed by adding the
abbreviation text 'Q T R ’ in front of each quarter number
Before formatting:
A В С D E F
1
2
3 TOTAL SALES Column Labelt *
A REGION ■ 3 2 3 4 Guild lo u l
5 Central $ 11,359 $ 19,352 $ 34,097 S 73,763 $ 138,571
6 East $ 3,865 S 19.343 $ 38,811 S 83,569 $ 145,588
7 West $ 2,64$ 5 23,536 S 42,590 S 127,964 5 196,787
£ Grand Total $ 17.870 * 62.281 * 11S,499 S 28S.2W $ 480,946

A fter formatting:
TOTAl SALES ВY QUДRTFR
REGION QTR1 QTR I QTR 3 QTR4 Grand Total
Central $ 11,359 S 15,352 % 34,097 $ 73,763 $ 138,571
East $ 3,865 S 19,343 S 38,811 $ 83,569 $ 145,588
West 5 2,646 S 23,586 $ 42,590 $ 127,364 $ 196,787
Grjiitl rutal $ 17,8ГО $ 62,281 $ 115,449 $ 285,246 $ 480,946

How To Drill-Down Pivot Table Data


Before we continue with our Pivot Table report examples, let’s say you wanted to investigate
further why the Central region’s Q1 results are so much higher than the other two regions.
Pivot Tables allow you to double-click on any calculated value to see the detail of that
cell. You may also right-click on the calculated value and select ‘Show Details’. This will
create a new worksheet containing a table with the details of the calculated value.
Please see images below.
1. Right-click on cell ‘B5’ and select ‘Show Details’
B5 11358.9

В D
1
2 I Сі і і Ь п
3 TOTAL SALES BY QUARTER
В I
4 RfGION - q titi
Ъ I C entra I il.l™ 1 i n ТІСЛ' Г тл w l i
i,a p y
6 Е<Ы Ш
7 W est г.б* £ format Celfi-
8 Grand тоЫ I?ла Numb**F'prnnJ.
9 iefreh
10
11
12 K tm c n t 4TOTAL SALES"

13 Sugnmanz# V *lu « By
14
Show V |lu « A i
15
16 t
17 0 V^lut Field Setting;..
IS PivotTзЫе Option?-
19
2D
p I Hufe List

A new worksheet containing a table with the details of the calculated value in cell ‘B 5’
K ttlO ft p M i£& №ИН*Ч I m i iuumi Q I N I S щ русщ LM* * u u « В -П W.la* H » Q « n u ^ Q i riufcG i* □ млМг,и> □ ИЛля
t c n lr il Bob 1Ш I 31 to JHJ4 im 3fl2D j
C a n lril M *l*n S fM h EU L IQ3.1 13* J И A Э І5 n
Сепия! 1*11 ■СгЬщдат » 1 tl Ш 34 «1 j
fe r fr r tl Ѣ«ІІГ vn L T№ *J4 144 ПѴ*| I
£ «гЛ гіІ Іл й і IttM f № 1 № ив д ѢІЛ i.i.-i 1
1
1
j
S h w ti ‘1

2. To delete the table, right-click on ‘Sheet3’ and select ‘D elete’


Insert

Protect Sheet...

l i b Color >

hi"**

i l l Sheets
s n « li ьлееьг I ъпеег i
I

Adding Additional Rows (categories) To Your Pivot Table


From our original Pivot Table report, w e’ll extend our analysis by adding the individual fruit
sales to our summary.
1. Drag the ‘QUARTER’ field from the ‘COLUMNS’ section to the ‘ROW S’ section.

2. Drag the fields ‘APPLES’, 'ORANGES’, & ‘MANGOS’ to the ‘VALUES’ section
of the PivotTable Fields pane, place the fruit fields before the ‘TOTAL SALES’
value
X
PivotTable Fields T

i Choeifi fidefts to add to report -

Seai’ch P

□ SALES PERSON ID * •
Д QJJARTE_R ^
ЛРИІЛ S|
a ORANGES j—
v ] MANGOS J \
!3 т о т а Г 4
i
*
Mens Ttble,-. 4
i
1
\%
Drag fidds b ( t » w a r a i bde.v \
4
1
T Filler! 1 Cci3unn1)i
— %—
E Values V
i
i
i
i
i
i
|
f
” Rom values t

flfGIQN - lim iin f/y m ts t ,*


QUARTER , i Vj* ' ifW o f O tW IG E S ^ |
Sum of mangos *
TOTAl SALES -

The results should look similar to the following:


| REGION Sum of APPLES Sum q f ORANGES Sum of MANGOS TOTAL SALES |
! - Central $ 43,4®1 S 53,278 $ 41,812 $ 138,571 |
j QTR1 $ 3,463 $ 4,631 S 3,264 $ 11.359 !
j QTR2 $ 5,992 $ 7,652 s 5,709 $ 19,352 !
| QTR 3 $ 10,634 $ 13,280 $ 10,183 $ 34,097 |
! QTR 4 $ 23r392 $ 27,715 $ 22,656 $ 73,763 !
| East % SO,626 * 47,117 $ 47H84S $ 14S,S88 !
: оти i s 1,587 s 1,087 s 1,190 $ 3,865 i
QTft 2 $ 6,891 s 6,149 s 6,303 $ 19,343 !
QTR3 $ 13,583 s 11,502 s 12,726 $ 38,311 '
| QTR 4 s 29,564 5 27,380 5 27,625 $ 53,569 i
i West $ 69,750 $ 65,259 $ 61.778 $ 196.787 '
QTR 1 £ 856 S 1,119 $ 671 $ 2,646 ;
: QTR 2 $ 7,819 5 8,253 s 7,513 $ 23,586 |
QTR 3 S 15,335 S 14,074 $ 13,182 5 42,590 |
QTR 4 $ 45,739 $ 41,813 $ 40,411 $ 127,964 ;
|Grand Total $ 16J,8S7 S 16S,6SS $ m ,4 1 S $ 480,946 |

Charts - How To Create A Basic Pivot Table Chart


In our last example of this chapter, w e’ll review how to create and format a basic Pivot Table
chart:
1. From the PivotTable Fields pane uncheck the 'TOTAL SALES’ field
PivotTable Fields * x
Choose fields to add to report: О *

b d APPLES

0 O R A N G tS

0 MANGOS

□ TO TA L

2. From the PivotTable Tools Ribbon select the tab Analyze : PivotChart
PivotTable Tools Sign in

Design 0 T ell m e w h a t y o u w a n t t o d o

E? C le a rT []3. Fields*Item s, & S e t s T


DJSelect^ f t OLAP T o o ls ■
life Щ
P iv o tC h a rt R e co m m e n d e d
D M o v e P ivo tT a ble R elationships P ivotT ables
A ctions Calculations Tools

Note: I f you do not see the PivotTable Tools option on your Ribbon, click any
PivotTable cell. This toolbar option only appears when a PivotTable field is
active.

The following dialogue box should appear:___________________________


3. Select the ‘B ar’ option
4. Click the ‘OK’ button

A chart similar to the below should now be displayed:


Sum of APPLES S e i o f ORANGES Sun of MANGOS

OTR4
ОТЧЗ
s
s QT4 2 Ш
QTR1 1
QTH* Vetoes
REGION - Bt QT4 3 Ш Ш І 4 Sum of MANQOS
re
QJJAR TER - lAJ QTR2 H
■ Sum of ORANGES
QTR 1 1
■- fbum
J от aAnni
rrixс>С
QTR4
4 QTR 3 ■ H b -
С
(I OTR2 H -
О
QTR 1 ■»

+ S- SI 0,00<S20.006 30. 00040. 00(150,000

5. Drag the chart below the Pivot Table report summary and expand the width to allow for
easier viewing
A & с D £ F G
10 QTRІ s lr5S7 i 1,037 s 1,190
11 QTRJ $ MU S $ wa
12 OTRІ S lir53i S iz,soz $ 12.726
13 QTH4 $ 23,564 S 27,330 $ 27,623 p'vat
14 WHt $ 69,750 S 65,254 s 6X773 т2 * ’ч
15 ant l S 356 S 1,119 s £71 T41*^
16 QTHi S 7,619 S Br2» s Mu w §
17 QTR3 3 li,33S S цоя $ 11.102 1fI
is QTR4 s 45,739 s ilrU! s 40.411 1
14tirjndТоЫ * 1БМ57 * 164,«4 i 151435 41
20
21
S ur. d f APPLES jf a fW K E S S j t , o f HANGCS Expand chart wMti
22 ЦТН4
23 а отв J
If
14 i GTS 2

25 ОТЧ1 k
26 отц4 ш
27
S E G ]» . - , цшj ■ S-jfti Ы M A IS G O i

23 (JJAftTER T Щ
5ШІIfORAffCJS
QTH 1
29 QTR 4
■ S - j n r f ЛРР1 ЕЕ,
30 Z a™*
31 jj от* i
«I Q T f ll

33 SW.ooo ІМ.0Н) jJQ.UOO S40.00C і5 0 .яю

6. From the PivotChart Tools Ribbon select the tab Design and under ‘C hart Styles’ select
a new style
: D i t - = ЕгшЙчЦт й д - b e d

E D r ju P ag e I ■>43ul Роѵгпыіи D А л а іу зі 1 D n ig n F w rndt

'Cnlumpj
□d

7. Edit the Chart Title by clicking inside the field, change text to "Fruit Sales By Region &
Q uarter 2016”
8. Optional step: hide the Field buttons, right-click over any Field button and select the
appropriate hide option

F ru it Sales By Region & Q u a rte r 2016


от**
Я qTHэ _--- ;----
$ (JTH.J
от# i
ofm
СГГЯ3
№ QTfl 1
Отт E
:n^
и чти 3
5 QTB3
ann
CHAPTER 4
Displaying Percentages

Another great benefit of using Pivot Tables is the ability to display numbers in various
descriptive formats. In this chapter w e’ll describe how to use percentages to determine:
• The percentage of Individual Fruit Sales by Quarter
• The percentage of Total Sales for each Region

WEB ADDRESS & FILE NAME FO R EXERCISE:


http://bentonexcelbooks.my-free.website/excel-2016
FruitSales.xlsx

Create a new Pivot Table report, to see screenshot illustrations of steps #1 - #4, please see
chapter 3 ‘Summarizing Numbers’:
1. Open the FruitSales.xlsx spreadsheet and highlight cells A1:I65
2. From the Ribbon select INSERT : PivotTable
3. When prompted, verify the ‘New W orksheet’ radio button is selected
4. Click the ‘OK’ button
A new tab will be created and the ‘PivotTable Fields’pane should appear on the left side of your
screen.
5. Click the following fields:
1. Quarter (Rows section)
2. Apples, Oranges, Mangos (Values section)

A report similar to the following should be displayed:


6. Click on the ‘Sum of APPLES’ drop-down box and select ‘Value Field S ettings...’

The following dialogue box should appear:


7. In the field ‘Custom Nam e:’ change to % of APPLES
8. Select the tab ‘Show Values As’
V a lu e F ie ld S e ttin g s .-Ch l$ e X

S ource N a m ;- APPLES
i * * * * £ *
Custom Name: Sum of APPlES
^ ■■
Summarize Valuer By j Snov. Values At i

JjuiTimante value fieldby


Choose the type of taU u ia tJo fttha t jrOu w ent to u ie to sum m arllt
data From the «elected field
[S um H
-----------------------------------

Count

A v e ra g e
M a*

M in
V
P ro d u c t

Number Format OK Cancel


— !l
9. From the ‘S h ow v a lu e s a s ’ drop-down list select ‘% o f Grand T otal’
10. Click the ‘O K ’ button

V a lu e F ie ld S e t tin g s

Source N am t APPLES

£ u ito m Name: W A P P IE S

Su m mа гке a(u e s B> SJi ow Value s A*

Show Vfluei лv

%OfGrandTotal
a it fit rlcm.
R E G IO N

SALES PERSON P№ 1

SALES PERSON LAS T NA

SALES PERSON IP

H u m b e r F o rrn a t OK Cancel

11. Repeat steps #6 - #10 for ‘Sum of ORANGES’ and ‘Sum of MANGOS’
The totals by fruit have been changed to a percentage.

Please note: In Excel®, often the percentages when summed together may exceed or not equal
100%, this is due to Excel® rounding the percentages either up or down.
We’ve now answered the question, what are the percentage of Individual Fruit Sales by Quarter.
To determine the percentage of Total Sales for each Region
12. Remove (uncheck) all the fields ‘APPLES,’ ‘ORANGES,’ ‘MANGOS,’ and
‘QUARTER’
13. Click the following fields:
1. REGION (Rows section)
2. TOTAL (Values section)
14. Right-click over ‘Sum of TOTAL’, (cell 'B 3’) from the pop-up menu select ‘Show
Values As’ and then ‘% of G rand Total’
We’ve now determined the percentage of Total Sales for each Region.
A В
1
2
3 REGION » Sum o f TOTAL
4 Central 23*81%
5 East 30.27%
6 W est 40,92%
7 Grand Total 100.00%
L

You may want to change the column heading from ‘Sum of TOTAL’ to something more
descriptive. ______________________________________________________

B3 - £ % OF SALES 8Y REGION

A В _ | С
1
2
3 REGION - % OF SALES BY REGION
4 Central 28.81%
5 East 30.27%
6 West 40.92%
7 Grand Total 100.00%
CHAPTER 5
Ranking Results & Displaying Averages

In the previous examples we focused on summary level types of analysis, Pivot Tables also give
us the capability to analyze individual results for comparisons and ranking information. This can
quickly be accomplished without the need to manually sort or add additional calculated columns
to our original data source. In this chapter w e’ll demonstrate how to:
• Rank each Sales Person by their individual Total & Average Sales

WEB ADDRESS & FILE NAME FO R EXERCISE:


http://bentonexcelbooks.my-free.website/excel-2016
FruitSales.xlsx

Create a new Pivot Table report, to see screenshot illustrations of steps #1 - #4, please see
chapter 3 ‘Summarizing Numbers’:
1. Open the FruitSales.xlsx spreadsheet and highlight cells A1:I65
2. From the Ribbon select INSERT : PivotTable
3. Verify the ‘New W orksheet’ radio button is selected
4. Click the ‘OK’ button
A new tab will be created and the ‘PivotTable Fields’pane should appear on the left side of your
screen.
5. Click the following fields:
1. SALES PERSON ID (Rows section)
2. Drag TOTAL three times (Values section)
A report similar to the following should be displayed. Note: all three o f the ‘Sum o f TOTAL’
columns are currently the same. We will be changing them in the following steps.
1 A
1 a С □
11 «ю іТ эЬ Іѳ Fields
12
к ю а м № Ed a d d to г н и
I How Label* - Sum o l TOTAL Sum o t TOTAL? s u m Of TOTAL)
14 100 10339 10139 10139
| s 300 3 0 J 1 7 .« 7 5 » H 7 .4 i J 5 В Д 17ЧЛ
1 .. 391 Ш И 114» 11*91
I7 300 1M 44.7 llfitr
1 400 1SI36.J 1SJ 76.1 Ш П .2 lOIAl
1*
500 Ю111.11Л 30137.7 139 30137 7139
11" BOO I M I .U ? 4 n t.«
wo 17013 № ЗКЦЗ *74 170J3.434
iJ M fc * »
! 1Jtoo И Л ІЛ a w * »
1 ! ! 000 1 7 4 S .0 J « iT T S i.o w
J14 «17 im i.4 1 0 » ІШ 1 4 » »
113 53} 4М 71.4І013 45*71 4VJ1S *5*714*013
' i s э ао S S i2 0 .1 9 « 5 S ii2 0 194K 55120.19*85
Bk
\u 1000 50 9 Ц .З И Ш 54925.33004 54H25.1HG4
І Ц 115* &ЭСШ.Ш1Е
M fS KRS/QN ID Ъѵт Ы TQTAl.
636M -U61fi
Sum o f TQTALI?
[и 1174 w m iia ™ .г us w e a s
i. G rand Total «OMfc.OW* ■ now ** к и м и я Sum o f T0TAL3

6. Change the label for cell 'A 3’ to 'SALES PERSON ID’


7. Change the label for cell 'B 3’ to ‘TOTAL SALES’
8. Change the label for cell 'C 3 ’ to ‘AVERAGE SALES’
9. Change the label for cell 'D 3’ to ‘RANK’
10. Change the formatting for columns ‘B’ & ‘C ’ to a currency of your choice with zero
decimal places. In this example I will use the British Pound.
Асс4ііяЫч “ ( j| Согккыіпа! Ft
t V' fCл - - E * $ * % v F e # m it 9 i T i t ;

, V - > л- eo f &E«дйтіНiUrtrfed Mjrtts!1


Cupboard Farrt r- U f n H f ll ,(V
1 • | JT « it*»™ a i m
J*
/ «C hnw M
A s с
С t "f ‘ <Hf *Hftthі5ччЛtv lrid
Глbr\ r u lM (i -
1 *
ALLS PLHSUI ' 10141 SAliS AVtULrf SAILS HANK
loo / 10.3» £ lo .i A , 101»
І
ioo I 10.317 t Л .117 Ю7І74775
3» t t 11,4» 114»
300 £ 1 4 .» 1 I 14JJ7 IMM 7
400 I 1УІ7» 1 ІУІ74 u s u
*00 t w ,3 ij £ 3o.tti J O J J iJ li*
1)00 i І4 .ІЯ t 1A.ta Ш М .І І
M0 I 17,011 1 1ТЛ11 17013.4»
too £ 1І.70Я 1 гi.m JJ7044H
BOO £ 17,735 с 1Т.ЦЛ 17755.01*5
417 i D IU £ ІЭ.ЭіЗ 5№ l.6 H 2 5
Ш I «671 £ 45.471 45671-45013
900 £ W.1J0 £ К.1Я 5 Н И 1«S5
1000 f S0.W5 E 50.925 50925.3IDM
H it. £ Sl.WS t 63. £06 ыъоьиыь
113* £ І4.595 £ JJSK І5І5
fjjinrtTnUl 'ч шит £ 4 » ,» * - 4S N 46.0W
----------- ----- -------—

Displaying Averages
11. In the PivotTable Fields ’p a n e , in the ‘V A L U E S’ section, click the drop-down box for ‘AV ER A G E S A L E S ’
12. From the menu select the ‘Value F ie ld S e t t in g s ...’ option
P iv o tT a b fe Fields
C hoose fields to add to re p o rt

:Search

□ ORANGE
□ MANGOS
H TOTAL
Mm Up
More TibJet... Move Down
Move to Bf|>n^inq
Drag fjeltb b«h*wn a<
M o v*io fcnd
T Fiifen T McwtLo Riper! Filter
M w t № fto w lib e lt

m M ovelo Column Labels

- R.DWj * «*nw«ReW

SAL ES PEKSON Ю Value Fidd Seflin^i.,.


AVERAGE SALES -
RANK *

The following dialogue box should appear.


13. From the 'Summarize value field by’ list select ‘Average’. Note: this will change
the ‘Custom Name: ’ to ‘Average o f TOTAL’, change back to ‘AVERAGE
SALES’
14. Click the ‘OK’ button
Value Fiefd Settings X
Soutte Ham*: TOTAL

£u rto m Name Average of TOTAL

SummJnK Va!u«l E> Shpw Valu<l At

^и гчилгие ѵліиг firtd by


C tiooie the typ * o f ta b u la tio n that you w a rt to u ie to i u m m a nit
data from the ftie tle d f if id
i Sum A

1Count
A w ra o r
M ai
Mm
V
! Product

Number Format OK Cancel

Ranking Data
15. In the PivotTable Fields ’p a n e , in the ‘V A L U E S’ section, click the drop-down box for ‘R A N K ’
16. From the menu select the ‘Value F ie ld S e t t in g s ...’ option
The following dialogue box should appear
17. Select the tab ‘Show Values As’
18. From the ‘Show values as’ drop-down list select ‘Rank L argest to Smallest’
19. For the ‘Base field:’ box select ‘SALES PERSON ID’
20. Click the ‘OK’ button
Value Field Settings X

So u k # Nam e TOTAL

Custom Name: RANK

S u m n w lie Values By Show v a lu e i A*

Show values и

Base fie ld : S a ie rtem

REGION л
SALES PERSON FIRST N A M E
SALES PERSON LAST N A M E
h - LE' i PE F?j ■ D H I
QUARTER
АРИ.Е5 v

Number Formal OK Cancel

The results should look similar to the following:


л A В С D
1
2
3 SALESPERSON TOTAL SALES AVERAGE SALES RANK
4 100 £2, MS 16
5 200 £30.217 £7,554 7
6 255 £11.4 M £3.675 15
7 300 £>6.857 £4,314 13
6 400 £15.3716 с з .в іэ 14
Э 500 £30.333 £5,033 11
10 600 m .t w £6,335 6
11 6Э0 £37,013 £5,353 5
u 700 Ш .7 З Д £5,577 10
13 BOO £17,755 £4,439 13
14 317 £33,433 ££,4*1 6
13 333 £45,671 £11,4 IB 4
16 Э00 £55.320 f 13,830 2
17 1000 £50,925 £12,731 3
18 1156 £63,606 £15,502 1
19 1174 £24,595 £6,149 9
20 Grand Total £480,946 £7, Sib

Let’s improve the readability:


21. With your cursor in cell ‘A3’ from the PivotTable Tools Ribbon select the tab
Design
22. Check the box ‘Banded Rows’

23. Place your cursor in cell ‘A3’ and click the drop-down arrow
24. Select the option called ‘More Sort O ptions...’
SALES PERSON Іс""ПTOTAL SALES AVERAGE SALES RANK
|j I Sc rt Sm a 11est to La rg e :t £2,585 16

гЦ S o rt Largest t o S m a lle st £7,554 7


£2,875 15
M o re Sort O p tio ns...
£4,214 13
К Clear F ilter F rom "SALES PERSON ID"
£3,819 14
Label Filters ► Г £5,083 11
V a lu e Filters ► £6,225 8
£3,253 5
Search P
£5,677 10
- 0 (Select All) Л
£4,439 12
■0100
-53 ZOO
£8,483 6
- 0 255 £11,418 4
- 0 300 £13,830 2
■ 0 400
£12,731 3
- 0 500
■ 0 600
£15,902 1
- 0 690 £6,149 9
■■■■0 700 V £7,515
m n.«.»

OK Cancel

The following dialogue box will appear.


25. Select the ‘Descending (Z to A) by:’ radio button
26. Select ‘RANK’ from the drop-down box
27. Click the ‘OK’ button

We now have a nicely formatted report that shows us each Sales Person’s sales rank and their
Total and Average Sales.
j SALES PERSON Я TOTAL SAL£S AVERAGE SALES RANK !
!4 1156 £63,606 £15,902 11:
!5 900 едао £13,830 г !
i
i' & 1000 £50,925 £12,731 3!
|7 833 £45,671 £11,418 4
!1з 690 £37,013 £9,253 5!
! 9 817 £33,932 £8,433 6
! lo 200 £30,217 £7,554 7!
l i 600 £24,899 £6,225 e!
! 12 1174 £24,595 £6,149 9
13 700 £22,708 £5,677 го !
! 14 500 £20,332 £5,033 li
! 15 800 £17,755 £4,439 12 !
16 300 £16,857 £4,214 13!
І17 400 £15,276 £3,819 14 ;
18 255 £11,494 £2,875 15 !
І19 100 £10,339 £2,585 16
I
'12.0 Grand Total £480,546 £7,SIS i
j
CHAPTER 6
Slicers (interactive analysis) & Advanced Filtering

An additional tool within the Pivot Tables feature set are ‘Slicers’. Slicers are graphical filters ,
ideal for analysts or customers who like to examine data from many different perspectives. While
filtering has always been a component of Pivot Tables, the introduction of the ‘Timeline Slicer ’
has been a welcome enhancement as it allows the user to quickly categorize individual date
values into months, quarters, or years. There are two types of slicers 1 ) Timeline Slicers
available in Excel® versions 2013 & 2016 and 2) Slicers available in Excel® versions 2010,
2013, & 2016 .

For example, let’s say you’re a Financial Analyst that supports a manufacturing company
of aerospace parts. You’ve been asked to attend an impromptu sales meeting for regional
managers. The agenda has not been determined, instead you’ve been asked to prepare the sales
data for the last 12 months and answer questions as they arise. Since you’re unsure of what the
managers will ask, you decide to create a Pivot Table report with the slicers Category & Date.

WEB ADDRESS & FILE NAME FO R EXERCISE:


http://bentonexcelbooks.my-free.website/excel-2016
AirlineParts.xlsx

EXCEL® 2013 USERS - PLEASE NOTE


Excel® 2013 users will need to follow slightly
different steps for the Timeline Slicer exercise, these
instructions are outlined in that specific section.

Sample data for this chapter, due to space limitations the entire data set is not displayed. Note:
Column ‘E ’ is a date value.
Timeline Slicer
Create a basic Pivot Table report, to see screenshot illustrations of steps #1 - #4, please see
chapter 3 ‘Summarizing Numbers’:
1. Open the AirlineParts.xlsx spreadsheet and highlight cells A1:F3889
2. From the Ribbon select INSERT : PivotTable
3. Verify the ‘New W orksheet’ radio button is selected
4. Click the ‘OK’ button
A new tab will be created and the ‘PivotTable Fields’pane should appear on the left side of your
screen.
5. Click the following fields:
1. Region (Rows section)
2. Category (Rows section)
3. QTY (Values section)
In order for a Timeline Slicer to work all the data for that field must be form atted as a d ate. In
this example, once we click the date field. ‘EOM_DATE’ in Excel® 2016 will create addition
calendar options Q uarters & Years.
1 PivotTable Fields к
1 Sl*n си QIV
Очен tedt b rid ю rapt: о•
4 (r iilu t 9ГМ
p
J FUEL ЛЧ
I POWER з т ;!/J U G H * Ngtt f h < fold
7 STFUCTUJWL 7Jl □ hawbtfc*t wr clitk it, to
I WMG m* ИШНКЖт incSud€ i*'! tfoe rtport
4 I dll Й » ijj—
£L——— **
U FUEL J«S Cj ^ lViVk ' '
ii POWFB v st 33; off
1J ITHUCTUMl. 7Ц U h i 1i | l n _
IS WiHG lilt
14 « Ч І H 2
is fuel a n t*kH bw»ii<i доми M ow
14 OOWf* д а
17 ЯИиСТиЯА; г»
ul WINS МП
]? Gund TcUl m >u

21
22 У- Ѵ ліиа

и S u m rfQ lY

24 САТЕ50»
H
»
—1 _________________
Shm D tftI L±,__4 - г-У. с

6. Click the field ‘EOM_DATE’ as you can see, Excel® 2016 has created fields for
Q uarters & Years*
*Excel 2013 users please click here to see step #6
JbUHnrtQTV
CC4ltTAl 97И
FUEL ШВ
"2DIfi mb
И HttJMffl
■Ш
- POWER
259*
m i 2 ip
■2Dlb z»
* 2017 2Ы1
STRUCTURAL ra 0tpg n r * ? № № P'S** twiii
- 2DIb '57
*»17 №
- W ING ІШ
* 2Dlt> m
* 2017 2307
East tsu
- FLtfli Jb№
^2016 2№
*гои 2йьг
- POWfcH 2ЮГ ЗЬЭС*І ’ Hum of q l v -
*201Я 25E C iT Iv D tT
- 2017 2ЁЗЭ fmm
- KTHLHTTURAi m
*2016 «1 СйнЦ М Ц
±2017 660

However, this type of display isn’t very helpful. The Financial Analyst won’t be able to quickly
answer very many questions. Before adding our additional slicer, let’s re-arrange the Pivot Table
report to be more user friendly.
7. Uncheck fields Years & Q uarters
8. Drag the field ‘EOM_DATE’ to the ‘Columns’ area. Note: how ‘EOM_DATE’ is
now displaying as a month
1-----
4
1 PivotTable Fields
1-
! V tjm o iQ T V kfliunm label* -
i 1 flo w j j l i f k - bn Feb M ir I +* «at I M >9 O rt No, f
i ri f РГКІГЙІ W 1 w » PJ w* IK CT *7 2 w wfi шгі
1■ FUEL 34 151 247 J« 1» Л* Щ 1 744 154 127 M4 f f l lO m .D A T I
•7 POW ER 2Ч> 171 * 4 ?» in тщ гю 230 m H4 1» @Qtt
1■ STlHUrtLIRAL •1 >• >7 *7 Я 57 S4 57 □ Омі**і
hi W IN G ін л і Ш IM m 1)7 LH 1 |$ |] f □ *«n
j an fill VH fejf M lШ V I Й44 V » №17 H I
,u FUEL Й4 IU 217 2J4 Ш 217 314 г*4 144 2*7 734
№ POWER 271 i? 4 » i *u tn ЗЗД 3 » г» 1 4 117 >*gili** йНрнп * іи ммп
I j. S H U C fU B A L ■1 V 3d ftl 5* 9* 41 41 » 72 4E
30 * 34


1 C4M t1№

-
s
! 14 W IN G 113 » i in 191 391 ЛН » l 191
1 ■ W Hl *1? ■л* ni л» 122
ш іі %m «22 144 «4 423 W J M .O A tt - .
!-■■■ FUEL w Ш 719 jя ш 324 319 334 152 279 134
POW ER НЯ ІЫ 2JS 2 4 JfiO 233 3 7 | 374 140 291 374
|1G STTRUCTl IRAL ЕЧ « tv 73 « 71 71 72 42 72 94 * flo » 3 1 Values
119 W IN G 12? 734 3ft] з*в эм 3 &
1 344 241 П* Щ » U f& Q W * Sm t i u f QTV *
>20 G ra n d T o ta l 1№ 1П1 24bfl *ьт m i ■MT V I f S l 3117 JS-Ю C ATKQ R Y
III

9. Insert 8 blank rows above row 3


10. With your cursor located inside the Pivot Table, from the PivotTable Tools Ribbon
select the tab Analyze : Insert Timeline
AirplaneParts.KlsK - Encel

Data Review View Developer Power Pivot D esign


■m
— [ііп [jjt C lear *
!T ] № Г7- Select *
Insert Insert F iln Refresh C hange D ata
Slicer T im d m e * S ource * L -f M o ve P ivotT able
flit? r D ata "A Ur f 1U F1j
in n r

You’ll receive the following prompt:

11. Click the ‘EOM_DATE’ checkbox


12. Click the ‘OK’ button
13. The following Timeline slicer should now appear, drag to the area near cell ‘A1’
You may click individual months to view how the counts change. For example, you may click Jan
2017 or Jan and Feb 2017 to see totals change.
E F
11
EOM _DATE \
i7
Jar - Feb 2017 MONTHS *
I4 2016 2017
15 NOV DEC JAN FEB №R APR №
І6
!7 « >
13
5
|io
ill q r y m Month -T
!12 Hcvj Ldbtli • Jan F#h Grjnd Toul
13 Central (Ml SM 1462
14 FUEL 24S LSfi 406
tfi POWER 270 171 441
Jl6 STRUCTURAL 31 54 Ш
117 WING 294 1B6 480
;i8 - Fast 320 S96 151*
[19 FUEL 254 164 41S
|20 POWER 273 174 447

14. Change the Timeline Display from Months to Q uarters


C lic k t o n e w 0 v«L__^
a ff F itte r s'-
EO M _DATE i_ I .

Q3 2017 r QUARTERS i
l 1
f
2016 t'
M7 1
1
Q1 02 03 04 Vj 1 Q2 С13 04 /

f
t
I
І
t
q iy m M O rttti T {
Row L a b e l* т tu t Aug s e p ( jr a n c l 1 o t. il

Central ЛГ2 864 S72 2613

FUEL Z48 267 248 763


POWER 230 278 230 738
STRUCTURAL 57 61 57 ITS
WING 337 263 З І7 937
East 846 «21 846 2513
FUEL 236 237 236 709
POWER 258 251 258 767
.« 1 Ifltl - * •*-*<■-

Excel 2013 users (step #6)


Users of Excel 2013 must complete a few additional steps:
Step 6a: Select cell ‘A6’, right-click, and from the pop-up menu select ‘G ro u p ...’
1-----
Id R o w Labels
1 " ~ -K
Central
В I =r о - д - ^
15 FUEL
'6 П р г с т Ь т 1П1Й I 1 ІЯ I
i
i/ 3 1 Januar % C opy i

!f 28 Februa H EorrnatC ? i
i
. ■ 31 Match
i Refresh |
no 30 April Ъ i
1
31 M ay 21 > I
;
и 30 June 2' Firmer * i

|L3 31 July 20 Subtotal "EOW DATE" И


І14 31 August i
15 3D Septen * h
i
16 31 O ctot* Ш i
1
V 30 Noven J2g Ungroup„ \
la . 1

Step 6b: When the following prompt appears, press your 'CTRL’ button on your
keyboard and select ‘Months’, ‘Q uarters’, & ‘Years’
Step 6c: Click the ‘OK’ button
Step 6d: Return to Step #7 above
Slicer
Next, w e’ll review the Slicer functionality.
1. With your cursor located inside the Pivot Table, from the PivotTable Tools Ribbon
select the tab Analyze : Insert Slicer
AirplaneParts-xIsx - Excel PivotTab!

Review View Developer Power Pivot Analyze Design

G? Clear *
1 i 1
Lo ffij
Insert Insert Fitter Refresh Change Data
SIIl с I I' Timeline Connections ' Source' E l Move PivotTabte
Filter D ata Actions

You’ll receive the following prompt:

2. Click the ‘CATEGORY’ checkbox


3. Click the ‘OK’ button
4. The following slicer should now appear, drag to the area near cell ‘H 1’

The Financial Analyst may now answer all types of questions, with just a few clicks and without
having to manually re-sort or add/remove formulas. Here are some examples:
• What are the total Fuel sales for Feb 2017?
• What are the combined sales for the Structural & Wing categories only?
• Provide the Q4 sales for Power

ADDITIONAL INFORMATION:

While having the date fields Month, Quarter, & Year automatically be added to our Pivot Table
fields list is helpful, there still may be times when you want to have the individual dates included
in your report. To see the individual date values in our current example:
1. From the ‘PivotTable Fields’pane uncheck fields ‘REG IO N ’ & ‘CATEGORY’
2. Drag ‘EOM_DATE’ from Columns to Rows
3. From the Pivot Table right-click over any of the month values
4. From the pop-up menu, select ‘Ungroup... ’
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16 Miy P w t T i b l e O p tio n * . ■. 63QTV


17 Jim H id e Fitlgf L iu
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19 Aug
20 sep C ilib n v |n ■ д‘ V ■a D ra g fbekh b e tw e e n i r t i s b-clc-
21 OCl H I ^

22 N a v 3117 T fif e tn HI C o lu m n s

23 Dm 2И0
24 G r i n d T o ti I ть7і
— Асмп 5 VaJue-5
25
26 EOM^DATE - S u m o f QTV *

The individual dates should now be displayed:


ii Row Labels ' Sum of QTY !
12 31 D ecem ber 2016 2540 !
13 31 January 2017 2725 i
14 28 February 2017 1753 '
i
15 31 March 2017 2469 ;
16 30 A p ril 2017 2540 |
17 31 M ay 2017 1753 |
10 30 June 2017 246S !
13 31 July 2017 2540 !
20 31 A u gu st 2017 2473 i
21 30 S e ptem be r 2017 2540 '
i
22 31 O ctober 2017 1753 ;
23 30 N o v e m b e r 2017 3117 I
24 Grand Total 28672 |

To change the display name of a Slicer:


1. Select the Slicer
2. From the Timeline or Slicer Tools Ribbon under ‘Options’ go to ‘Caption’ or ‘Timeline
Caption’ and enter a new name
To change the color form at of a Slicer:
1. Select the Slicer
2. From the Timeline or Slicer Tools Ribbon under ‘Options’ go to ‘Timeline Styles’ or
‘Slicer Styles’ and select a new color scheme

Advanced Filtering
In the first part of this chapter we reviewed how Slicers may be used for quick filtering. In this
section w e’ll demonstrate how to employ additional Pivot Table features which allow us to
extend our analysis by specifying conditions. For example, in the airplane parts spreadsheet, if
we wanted to know:
1. The top 10 airplane parts sold by category?
2. The bottom 10 airplane parts sold by category?
3. The top 10 airplane parts sold by Quarter?
4. How many parts sold more than 800 in quantity?
If you’re familiar with Excel’s conditional formatting capabilities, this is very similar in Pivot
Tables.
Let’s walk through another example to show how this functionality may be utilized.

To see screenshot illustrations of steps #1 - #4, please see chapter 3 ‘Summarizing Numbers’
1. Open the AirlineParts.xlsx spreadsheet and highlight cells A1:F3889
2. From the Ribbon select INSERT : PivotTable
3. Verify the 'New W orksheet’ radio button is selected
4. Click the 'O K ’ button

^■ IZ ^A new tab will be created and the ‘PivotTable Fields’pane should appear on the left side
of your screen.
5. Click the following fields:
1. Part (Rows section)
2. Category (Columns section)
3. QTY (Values section)

6. Click the drop-down arrow of ‘Row Labels’ cell ('A 4’)


7. From the menu select ‘Value Filters’ then ‘Top 10’

8. The following prompt will appear, click the ‘OK’ button

The following will be the result, you may change the quantity from 10 to any number you would
like to see.
Sum of QTY Color '

I
RowLabels X FUEL POWER STRUCTURAL WING Grand TotaJ
I Auxiliary Structure ЗЛ9 949
j Boost Pumps 841 541
Digital Fuel Fiow System 84 1 841
Engine Lubrication System 849 S49
Engine Struts 901 901
Fire Detection 837 337
Fire Protection 1065 1065
Fuel Dump Fuel Hose 831 331
Keel fleam 857 357
W in g w e b s ________________ S49 349
Grand Total 3412 1302 SS7 2699 as70

Similarly we may change to show the bottom 10.


9. Click the drop-down arrow of ‘Row Labels’
10. From the menu select ‘Value Filters’ then ‘Top 10’
11. The following prompt will appear, click the drop-down box that says ‘Top’, change
to ‘Bottom’
12. Click the ‘OK’ button

The following will be the result, you may change the quantity from 10 to any number you would
like to see.
Sum of QTY Colirr T
Row Labels Д FUEL POWER STRUCTURAL W IN G GrandTotal
, AC Generator-Alternator 653 653 |
|AC Inverter Phase A dapter 741 741 |
lEngine Mounts 705 7051
Extinguishing System 709 709!
fu e l Flow Indicating 741 741 i
Fuselage Panels 701 701 i
[NAC/Pylon Wing Fitting 729 7291
jo verh eat Detection 721 721 j
I Smoke Detection 7C1 701 |
Transfer Valves 709 709 !
I .
(Grand Jota[ _ 14M 3525 701 1434 Ш0

You may add a Timeline Slicer to quickly see the top or bottom 10 by quarter or other time
frames.
Lastly, to show how many parts sold more than 800 in quantity:
1. Click the drop-down arrow of ‘Row Labels’
2. From the menu select ‘Value Filters’ then ‘G re a ter T h an ...’
I Sum o f QTY totuf '
I Row ta b e l* I FUEL POWER STRUCTURAL WtNG Gran
Jcrt A to Z 653
S ^ rt Z t o A 741
705
S o rt O p tio n s ...
709
C lear Filter F ro m PA R T ”

[ a b e l F iller: * 701

УаГие f i l t e r * ^ £ le a r Filter

[Search P £ q u a H .~

Й [Select All) a D o e s N o t Equal.-.


i/J AC G e n e ra to r-A lte rn a to r
g r e a t e r T h an .,.
AC In v e rte r P h a se A d a p te r
< AC R e g u la to r G re a te r T h a n Q r E q u al T o..,
^1 A fte rn a to r G e n e ra to r Drive Bysterr
^ e s s T h a n .,,
* A um lhiiy S lru c tu fe
Z B le n d e d W in g let L ess T h a n O r ЕдиаІ T o,,,
3 B o o st P um ps
2 B u ix h ea d s B e tw e e n .,,
V -

3. The following prompt will appear, enter the number '800’ in the field after the drop­
down box ‘is greater than ’
4. Click the ‘OK’ button

The following will be the result:


Sum of QTY Colur -
Row Labels :T. FUEl POWER STRUCTUftAi WING Grand Total
Alternator/Generatof Drive Systen 805 805
Auxilliary Structure 949 949
Boost Pumps 841 841
Bulkheads SOI 801
DigiT-чІ RjeT Flow System 841 841
Engine Li britation System 849 849
Engmn- Struts 901 901
Fire Detection 837 837
( ir r- Protection 1065 1065
Fuel Dump Furl Н о ір sei 881
Fdel Press л e .'i d ic in g 817 817
Fuel S-O.V. an 831
Keel Beam 857 857
l:thium Battery 801 801
Longeron/Stringers 809 809
Panels 305 805
Spars 317 317
Wing Webs B49 849
Grand ТоЫ SOSO ISOS 857 5911 1S146

To remove a filter
1. Click the drop-down arrow of ‘Row Labels’
2 From the menu select Clear Filter From
3 Sum of QTY C<
4 Row Labels Fll
21 Sort A to 2
jjj, Sfirt Z to A

Мезге Sort O p tio n s .,.

£kar filter From "PART"


Label Filters

ч/ I V a lu e Filters

e a r th

Z [Select All)
И AC G e n e ra to r-A lte rn a to r
✓l AC In v e rte r Phase A d ap ter
: V : AC R eg u lato r
. /A lt e r n a t e r .'G e n e ra to r D rive Syst era
CHAPTER 7
Introduction To Dashboards

In the previous examples, we added one Pivot Table per worksheet, in this chapter we will
demonstrate how to add more than one Pivot Table to a single worksheet, including how to create
and format a basic Dashboard.
In chapter 9, we will illustrate how to update (Refresh) data once you have a Pivot Table or
Dashboard formatted in a preferred layout.
A few things to remember when designing a new Dashboard:
1. How will your audience view the Dashboard, in paper form, on a website, mobile
device? You’ll want to be mindful of spacing and the use o f colors if your audience
reads the Dashboard on paper printed in black and white ink or limit the amount
information displayed if viewing on a mobile device.
2. Does your audience require separate views of the data? Perhaps a manger is interested in
only his or her own geographic area? You can add slicers to assist in filtering rather than
creating separate reports for each locale.
3. What are the data sources for your Dashboard and will the data be available on the same
frequency if you were to publish a daily or weekly basis?
4. How will you maintain your Dashboard? Will it require manual updating or will your
design allow the data to be refreshed when customers open the file? This may also
depend on required permissions to access the data source.
It’s been my experience to start small when creating a Dashboard, once your customers start using
the information, they almost always ask for more and request changes to the layout. You’ll want
to manage expectations. What seems like a simple fix to your customer may require a lot of data
preparation behind the scenes. It is important to balance the amount of time you spend creating
and maintaining the Dashboard with the benefits it provides.

Example:
You’ve been asked to create a monthly sales Dashboard to provide the following information:
1. Quantity of parts sold by region and category, including a bar graph
2. Top 10 parts sold, combined quantity and percent of total
3. A pie chart with the percent of total sales by region
4. Quantity of parts sold by region and month
1. Include a column that shows if the total sales were above, below, or even with the
previous month
The data is generated from a database query. You’ll receive a new report at the start of every
month for the prior month’s sales. Users will access this report online as well as in printed form.
The report will not be viewed on mobile devices.
The customer has included a whiteboard photo of how they would like to see the layout:
Dashboard
category
bdf
graph
QTY

■vж v

p* chart
.0 category *

r
OY&W|
1

■ xY*3- -
---------Т П Т . 1 T~------------------------------ ---- --------------- --------- — Л

ЧДѴ
Г
WEB ADDRESS & FILE NAME FO R EXERCISE:
http://bentonexcelbooks.my-free.website/excel-2016
DashboardData.xlsx

You’ve reviewed the customer’s requirements and while they didn’t initially ask for the ability to
filter by time period or region, you anticipate this is something they will want andtherefore
decide to design accordingly. In order to build this Dashboard you will need to:
• Create 4 Pivot Tables
• Accommodate up-to 12 months of data
• Insert 2 graphs
• Add 2 slicers
• Size to fit or be “shrunk down ” to display on one legal size (8 V x 14 inch) piece of
paper
• Use colors on graphs and indicators sparingly, as you don’t know if the paper form will
be printed in color or in black and white ink

Adding Multiple Pivot Tables To A Worksheet


Pivot Table #1
Quantity of parts sold by region and category
Create a new Pivot Table report, to see screenshot illustrations of steps #1 - #4, please see
chapter 3 ‘Summarizing Numbers’:
1. O p e n t h e D a s h b o a r d D a t a . x l s x s p r e a d s h e e t a n d h i g h l i g h t columns A :F ( select columns, not cells)

2. F r o m th e R ib b o n s e l e c t INSERT : PivotTable
3. S e l e c t t h e ' New W orksheet ’ r a d i o b u tto n

4. C l i c k t h e ' OK ’ b u t t o n

A n e w ta b w i l l b e c r e a t e d a n d th e ‘PivotTable Fields’pane s h o u ld a p p e a r o n th e le f t s id e o f y o u r

screen .

5. R e n a m e th e ta b f r o m ‘S h e e tl’ t o ‘Dashboard’
From:

To:

i!
Dashboard Dala ® • ’

6. In th e ‘PivotTable Fields’pane s e l e c t t h e f o l l o w i n g f i e l d s :
1. R E G I O N (Rows section)
2. C A T E G O R Y (Columns section)
3. Q T Y (Values section) Please note: when adding the Q TY fields, it will
default to ‘Count o f Q TY’. change to ‘S u m ’

7. C h a n g e th e la b e l n a m e s:
1. C h an ge c e ll ‘A3’ t o QUANTITY
2. C h an ge c e ll ‘A4’ t o REGIONS
3. C h an ge c e ll ‘B3’ t o CATEGORY
4. C h an ge c e ll ‘A9’ t o TOTAL (this will also change cell ‘G 9 ’)
We’ll add the bar chart in the last part of this chapter.

Pivot Table #2
Top 10 parts sold, combined quantity and percent of total
1. Return to the ‘D ata’ tab and highlight columns A:F
2. From the Ribbon select INSERT : PivotTable
3. When you receive the C reate PivotTable prompt, select the ‘Existing W orksheet’
radio button
4. Place your cursor inside the ‘Location: ’ box
Create P ivo tT a ble X

Choose th e data th a t you w a n t to analyze

® Select a ta b le o r range

la b le /R a n g e : Data!SA:SF

■ ■Use an external data source

Choose C onnection...

C o n n e ction name:
Use th is w o rk b o o k 's Data M od e l

Choose w h e re you w a n t th e PivotTable re p o rt to be placed

■ N ew W o rksh e e t
® Existing W o rksh e e t

Location:

Choose w h e th e ry o u w a n t to analyze m u ltip le tables

П Add th is data to th e Data M od e l

OK Cancel
1

5. With your cursor still inside the ‘Location:’ box click the ‘Dashboard’ tab and then
cell ‘A11’
1 ,4 1 - REGIOU

A
11

!Э QUANTITY CATEGORY -
|a REGIONS K J tl POWER STRUCTURAL W IN G (blank) TOlrti
! * central
Create Р м л Т іЫ і
- M
| & East Ц
| 7 w «t C lin 01 » MlF M l M ilt you МАГЛ (« l i u l | ; t M
' а (blank) •' jflHt *tabKOfrrnet
1 9 TOTAL Т*ЫгKinjr
!Ю О У» f Ипл»і d m ш ик*
lit


14
£4ie&« vrfitr* >eu w*nt (гч Р* о і Гіь і * up crt ie be
'IS
О w o ik ih H t
116 * £ ii:t m g W s r t i h f f t
117
^otltion- 0*Illb№d!^ASlT|
!is
£4i do i t w t i r t t i d y o u M n t to іп л іу з с пціПнрІе t i b l c t
|l9
О Add data to tin t О іг » M o d d
120
[21 OK С дпсей

122
1Э.^
Djsi’ tsord Data

6. Click the ‘OK’ button


Your screen should look similar to the following:
•ivotlabfe Fields

qu aw tttv CATEGOer '


R EGIONS ■ FU Q P O W E i S T fW T T U W W IN G ( № L ) H H H
cw irai 2.622 Ш 690 1Д И 5 .0 Ч
East 2,541 IW 696 MSI L«4
west 2 .Ж LB7 336 LM 5 1.712
I b la n k ]

TOT A t rr«l MW Ш Mil

To buiild я r * p o n th e e i# I le id i h o m s
Р т ѵ р ІІіЬ І* FM kl Ui1
L*>*j l*-!ih i#

T F.tTcn


I I-

Dashboard

7. In the ‘PivotTable Fields’pane select the following fields:


1. PART (Rows section)
2. CATEGORY (Rows section)
3. QTY two times (Values section) Please note: when adding the Q TY fields,
it will default to ‘Count o f Q TY’, change to ‘S u m ’
A e с С
M Pivo tT ab le Fields
1L R ow L ib e ls T SumofCTTY S um ofC lT Y 2
С hsase Fields, to acid "a re po rt
12 AC G e n e r a to r-A lte rn a to r «И 6 IE
13 POWER «1 4 61В SiJirch
14 AjC I n v e rte r P h a s e A d a p te r **s] ьві
IS POWER «3 665 □ R E G I0 I4

1* AC R e g u la to r 714 ж □ NAMl
17 POWER 714 7J4 и ГАТТGORY
IS A lte r n a to r /G e n e r a to r D rive S y ite m 757 757 E; pwti
19 POWER 757 757 П еом сап

2» Auni 1liary S tru c tu re ■71 *71 QTy*


21 WING 371 671 M a re ta b le s ...

21 BltfmJWI W in jltf t 7412 742


23 WING "4? 742
24 - R nosl P u m p i 7ЛЧ 7W
25 FUEl 7S9 7Е9
Drugfrddt brtwten йгёіі bele^
» S B u lk h e jtf * _____ M 734
27 WING 734 734 T Fitters Л Columns
23 - C e n te r W irif Bon Я / 717 E Viluts \
25 WING 717 7J7
Wd'ii dtfau It to \
» D igital F u e i F lo w S y stem _____ и > 7Б1 o f o v r . \
11 FUEL и з 7EJ d bt th a r -g i to S * w \
D E ngine lu b r i c a t io n S y stem 782
« * гqirtт иа :
flaws 3C Values ^
11 FUEL ТАІ №2 """"pART - S um erf Q T Y
14 t njjir’.e M o u n ts Ш 669 C A TE G O R Y » S um of Q T Y Z
.IS. __ Ѵ Л № ............................... ........ 4ИЯ .....

Why are the ‘2 Values’ fields defaulting to


Count instead of Sum?

When Pivot Table source data contains blank rows,


in this case because w e’re selecting columns
(Data!$A:$F) instead of a specific cell rage
(Data!$A$1:$F$3889) our source data contains blank
rows. For some reason when this occurs Microsoft®
has decided to default fields going into the Values’
section to count. In order to prepare our Dashboard
to receive new data, the best practice is to use
columns instead of a specific cell range.
If you search the web, users have applied work
arounds such as changing the blank rows to contain
values of zero. For data quality and troubleshooting
purposes, I do not modify source data unless required
for ETL (Extract Transform Load) processes.

8. Click the drop-down arrow of ‘Row Labels’ (cell ‘A11’)


9. From the menu select ‘Value Filters’ then ‘Top 10’
11 Row Labels Sum o f QTY Sum of QTY2
Select field: 63* 6 IB
PART 533 63 S
6flS 6*5
z| JortAtoZ
6S5 635
ІІ SartZtoA 7І4 734
M ore Sort Options...
734 734
" >T
J ear fitte r From P.£ 757 757
Label F ilte r 757 757

Value Filtejs

Search P Equals...
\± (Selert All) Л Does Not tqual...
v AC Generator-Alternator
|< AC !n r Pha s« id s p t« r Greater Than,..
* AC Regulator Greater Than O f Equal To..
Alternator/Generator Drive System
/ AiorilBary Structure
Less Thin,..
И Blended W inslet Less T h in Or Eguel T n „.
i< EcDit Pumps
. Й Bultheads B e tw e e n ...

с > N et Between...

J a p 10..
ok Cancel
732 782
_-LJ__ £ .

10. The following prompt will appear, click the ‘OK’ button
Next, w e’ll change the display so the ‘C ategory’ field appears as a column
11. With your cursor in cell ‘A11’ from the PivotTable Tools Ribbon select the tab
DESIGN
12. Click the drop-down box ‘R eport Layout’ then ‘Show in Tabular Form’

We also need to hide the 'PART’ subtotals


13. With your cursor in cell ‘A11’ from the PivotTable Tools Ribbon select the tab
DESIGN
14. Click the drop-down box ‘Subtotals’ then ‘Do Not Show Subtotals
15. Click the second ‘Sum of QTY’ drop-down box and select ‘Value Field S ettings...’
The following dialogue box should appear:
16. In the field ‘C ustom N am e:’ change to %
17. From the 'Show values as’ drop-down list select ‘% of G rand Total’
18. Click the ‘OK’ button

\ 1 part .t CATEGORY Sum of Qrv %

au кII1iary structuce WING 871 10.60%


13 BOObt PllltSfj". FUEL 7S9 9,61%
Digil.il FUfI flow SystHTii FUEL 783 ЪЫ%
FrtglflP LJbrit ril i f j r i Sy^ttm FUEL 782 9 5 2 *
FllgiriP SthLK WING 825 10.544
: 7 fire Pi election POWER ЭД7 11.77*
is Fof 1Dump f lj e 1 Нои FUEL 822 10. OIK
Keel Beam STRUCTURAL 812 9.89%
20 - Spars, WTNG 772 9.40*
21 - Wing Webs WING 791 9.63*
.. Grand Total 8214 ЮОЛО%

19. Change the label names:


1. Change cell ‘A11’ to TO P 10 PARTS SOLD
2. Change cell ‘C11’ to QTY SOLD
3. Change cell ‘A22’ to TOTAL
A В С D
10
11 TOP 10 PARTS SOLD Д CATEGORY ' QTY SOLO %
12 Auxi 11ia ry Structure ^ ^ /IN G ? 871 10.6%
13 - Boost Pumps 9.6%
14 - Digital Fuel Flow System FUEL. 783 9.5%
15 Engine Lubrication System F U E L / 782 9,5%
16 - Engine Struts WtrfG 825 10.0%
17 Fire Protection s ' POWER 967 11.8%
18 Fuel Dump Fuel Hose FUEL 822 10.0%
19 Keel Beam STRUCTURAL 812 9.9%
20 Spars / WING 772
21 Wing Webs WING 791 9.6%
22 TOTAL 8,214 100-0%

20. Change the number format for the ‘QTY SOLD’ to include a comma (zero decimal
places)

Pivot Table #3
Quantity of parts sold by region and month
1. Return to the ‘D ata’ tab and highlight columns A:F
2. From the Ribbon select INSERT : PivotTable
3. When you receive the C reate PivotTable prompt, select the ‘Existing W orksheet’
radio button
4. Place your cursor inside the ‘Location: ’ box
5. With your cursor still inside the ‘Location:’ box click the ‘Dashboard’ tab and then
cell ‘A26’
The ‘Location:’ box should now have Dashboard!$A$26 entered
1
1
3 QUANTITY CATFGOfiY -
л Ш CilONS (Utl PO W 1K K lk ItJR i W hNIj (Ы.лііс] TOTAL
5 Central 2.522 2.693 АЭС 3,0 6 5 3,070
5 East 2.541 2 ,7 0 0 6% 3,051 в,эва
7 W est 1 ,6 1 7 036 2,915 0,752
а [b tin k j_________________
9 тоіді t.OB 1,111 9,011 26,MO
чо
і
і T O P 10 ПA R Ti « H D .1 CATEGORY ■ Q TYHHD Ч

щ A u i l l l l i r y S tructure
С'Ы I t РъѵП іЫ * T X
из &ОЯѴІ rtJINfK
!и D l j l h l h i d I lo w l y i t n n M u №( dim tnjt )Фч »*nl I e
Щ 1 Enflru* l u b i l r j l l o n S y M r m f '*1j(4<*• 01*иці
1 - Г, Engine Struts V IlW rlU rt** pttl<U V T
I F h e P ro te c tio n P О in fdin4i diii
■» F u(‘l D u m p Fuel H o s e F
іU Keel Seam
Iо Spn *
]аі WinjjWehs ChaoK л+ m f jo u m m H it Prrotfiol* i t p g i t t t b t pla<td
122 TOTAI О tt*« WaiistiHi
|23 • i m ln g W w l l h l l
124
і
і |5
:h-jii.it йтцтги* j ,.лит и a rj-,:* murtiplc tables
; □ Add this дли to Uh DaLi Mm M
'27
і
|23 I <* I
1 .

In the ‘PivotTable Fields’pane select the following fields:


1. REGION (Rows section)
2. EOM_DATE (Columns section)
3. Q TYtwo times (Values section) Please note: when adding the Q TY fields,
it will default to ‘Count o f Q TY’
6. Click the ‘Count of QTY* drop-down box and select ‘Value Field S ettings...’
I-------------------------------
I Drag fields between anas Ь е к ж

1T FILTERS I В COLUMNS

EOM.DATE *
I Values 3

■ ROWS >- VAiUES

REGION v Ccunc o f QTY r

1 Count Of QTY2 T

7. In the box ‘Summarize value field by’ select ‘Sum’


8. In the field ‘Custom Name: ’ change to TTL
9. Change the number format for ‘TTL’ columns to include a comma (zero decimal
places)
10. Click the ‘Count of QTY2’ drop-down box and select ‘Value Field S ettings...’
11. In the box ‘Summarize value field by’ select ‘Sum’
12. In the field ‘Custom Nam e:’ change to +/-
Value Field Settings
Ch<?л
Source Name: QTY /
t
C u s to m N am e : рл |

f s u mni_arize_Valие5_Ёл_І Show Va Lues As

Summarize value field by

Ch oose th e type o f c a lc u la tio n th a t y o u w a n t t o use t o sum m arize


d a ta f r o m tfte selected fie ld
iSum “Т Я
Count -4
Average
Max C h a n g e to :
Min $uyvi
Product V

Number Fotmat. OK Cancel

13. Select the tab ‘Show V alues A s ’


14. From the 'Show values as’ drop-down list select ‘% Difference From’
15. Select Base field: EOM_DATE & Base item: (previous)
16. Optionally, change the number format percent to one decimal place
17. Click the ‘OK’ button
18. Change the label names:
1. Change cell ‘A28’ to REGIONS
2. Change cell ‘B26’ to MONTH-YR
3. Change cell ‘B28’ to TTL
4. Change cell ‘A33’ to TOTAL
(Ы й п к ) W itt a p p e a r a t
t h e e v \d o n t h e m o n t h s c o f u m n
for Excel® 2 0 1 3 -> users
A e С D E f G
“ ТСКдпде label
25 1I ■ I
26 M ONTH ■YR ’
(blank) > 31-Jan 28 Feb
Щ i
28 REGIONS ' TTl *h TTL +/- TTL +/-
29 Central 1,015 695 -31.5%
30 East 1,048 720 -31.3%
31 West 1,037 715 -31.1%
32 (blank) / #NULL! HNUU!
33 TOTAL * ЗД00 2 ,U O -31.3%

Formatting The Dashboard


We’ve added 3 of the 4 Pivot Tables for this Dashboard, before going further, let’s format the
tables to improve readability.
Due to page size limitations, the image o f the entire Dashboard is not displayed:
_A A В С D E F G H
i
2
3 QUANTITY CATEGORY -
4 REGIONS t FUEL POWER TtUCTUR, WING | blank} TOTAL
5 C e n tra l 2 ,6 2 2 2 ,6 9 3 690 3 ,0 6 5 9 ,0 7 0
6 East 2 ,5 4 1 2 .7 0 0 696 3 .0 5 1 8 ,9 8 8
7 W est 2 ,3 9 4 2 ,6 3 7 836 2 ,9 1 5 8 ,7 8 2
8 (b la n k )
9 TOTAL 7,557 8,030 2,222 9,031 26,840
10
11 >P 10 PARTS Л CATEGORY - QTY SOLO *
12 ■A u x ilia ry S tri W ng £71 1 0 .6 *
13 ■ B cw it P um p* FUEL 769 9 64
14 d ig ita l Fuel FI FUEL 783 9 5%
15 Engine L u b rk FUEL 782 95*
16 Engine S tru tt WING 82 5 10 0 *
17 Я ге P r o te ttk POWER 967 11 8%
13 - Fuel Dum p Ft FUEL 822 1 0 .0 *
1? - Keel Beam STRUCTURAL 812 9 9%
20 - Spar* WING 7 72 9 4 *
21 W ing W e b * W NG 791 9 -6 *
22 TOTAL 8,214 100.0%
23
24
25
26 MONTH - YR v
27 (blan k) 31-Jan 28-Feb 3 1 -Mar
23 REGIONS ~ ^] TTt m */- TTL *h TTL
29 C e n tra l 1 ,0 1 5 6 95 -31.5% 9 91 4
30 East 1 ,0 4 8 720 -31.3% 9 45 3
31 W est 1 ,0 3 7 7 15 -3 1 .1 % 9 45 3
32 (b la n k ) ■NULL! #NULL!
33 TOTAL 3 ,1 0 0 2 ,1 3 0 -3 1 .3 % 2 ,8 8 1 3

1. To change the display of formula error messages (such as #NULL!, #DIV/0!), select cell
‘E32’
2. From the PivotTable Tools Ribbon select the tab Analyze
3. Select the PivotTable drop-down box, then the ‘Options’ drop-down box, then 'O ptions’
File Hom e Insert D raw Page L a yo u t

A c tiv e Field;
ф T 3 -*
Ц -
P ivo tT a ble D rill D rill -= G roup
Field S ettings D ow n Up- “
Active Field

P ivo tT a ble N am e;
fx #N ULL!
P ivo tT a b le ^
С D

O p tio n s

1|[П Sh о w Rep o rt Fi Iter £a g es


POWER RUCTURj
j. G e n e ra te G e tP ivo tD a ta
2 .6 9 3 690

4. Under the ‘Layout & Form at’ tab, check the box ‘For erro r values show:’
5. Click the ‘OK’ button

6. To filter out the (blank) columns and rows, select cell ‘B3’ click the drop-down arrow
and uncheck the (blank) field
7. Click the ‘OK’ button
8. Repeat steps #6 & #7 for cell ‘B11’ (DO NOT REPEAT FOR CELL ‘B 26’)
9. Select cell ‘X27’ (Total TTL), right-click and select 'Remove G rand Total’

10. From the Ribbon select the ‘VIEW’ tab and uncheck the ‘Gridlines’ box
В Ъ i t It О я г

file К оте Inset than# Page Layout F o im jta Data Review

Я Fwniuli &ai
и 0Щ
Page E ie ik Page Cuslom 10016 Zoom to
Preview Layout Vievn Selection
rtoiK&oot Viewi
11. Click cell ‘A3’, and then from the PivotTable Tools Ribbon select the tab DESIGN :
PivotTable Styles

12. From the PivotTable Styles drop-down, select a format style you like
13. Repeat steps #11 & #12 for PivotTables in cells ‘A11’ & ' A26’
14. In cell ‘A1’ enter the text ‘Monthly Dashboard’
15. In cell ‘B1’ enter the text ‘Airplane P arts by Region’
16. Increase the font size of ‘A1’ & ‘B1’ to 18 and bold, optionally you may change the font
type to ‘Consolas ’ and color o f your choice
17. Right-click on cell 'A 3’ and from the pop-up menu select ‘PivotTable Options’
2
3
4 PO\ STRUC W lf Grand
5 1^1 Format Cells... І tffl 69p № j+ № 7 0 .
6 Number Format... !й #
i
6Э6І m 3 9S S
7 j OS S36{ m 37S2
[~0 i Refresh
S

7777 m 26840
3 $ort

10 ^ Rem ove "Sum of QTY"


A.
rh,
11 Summarize Values By
Sun% °*u
12 ІГ wm*t
I Show Values As
13
14 I Co Value FWd Settings.,,

tm
.61%
1.53% ! S S
15 PivotTable Options.,. ff# 1.52%
16 Hide Field List
m t ;ftttftti
17 m *
13 P Fuel Dump F FUEL m -
15 н Keel Beam STRUCTURAL m І.ВЭК
20 6 Spare W IN G m i .40%

21 a w in g W ebs W IN G m 1.63%
Grand Total

18. Under the ‘Layout & Form at’ tab, uncheck the box ‘Autofit column widths on update’
19. Click the ‘OK’ button
20. Repeat steps #17 - #19 for cells ‘A11’ & ‘A26’
21. Then expand columns widths, so no # symbols display
To change the sort order for the ‘T O P 10 PA R TS S O L D ’ to descending

22. Click the drop-down box for cell ‘A11’ and then ‘More Sort O ptions...’
23. Select the ‘Descending (Z to A) by:’ radio button
24. Click the drop-down box and the ‘%’ option
25. Click the ‘OK’ button
Sort (TOP 10 PARTS SOLD] ? X

Sort o p tio n s

G m anual (you can drag items to rearrange them ]


( ) Ascending (A to Z) by:

| TOP 10 PARTS SOLD h

® d e s c e n d in g (Z to A] by:

Summary
Sort TOP 1C1PARTS SOLD b y % in desce nd in g o rd e r

M ore O p tio ns... OK Cancel

We’re almost done! However, one of the trickiest (and most frustrating) aspects about
formatting Pivot Tables is keeping the desired format when new data is added, especially when
working with date values, in this case when new months are included. You’ll learn more about
adding data in chapter 9.
Meanwhile, in order to prepare our Dashboard to keep the formatting for all new data.
Sometimes, we have to perform redundant and non-intuitive steps. Our preferred formatting for
the monthly Pivot Table is as follows:
• Date displayed as M M M -Y Y Y Y (i.e. Jan-2017)
• The month and year centered over the columns ‘T T L ’ and ‘+ /-’
• Hide the (blank) rows and columns

date Сок**»* {фгыліънд


д а д * * 1* * * * * *
MON IH-YK | 3 j
Jan-2017 Feb-2017
REGION* TTL TTL
Central 1015 -3 1 5 *
fa st 1048 -31.3%
w e tt t0 3 7 -31.154
Qrdrtd Total 3100 2130
I

rtrt-ths udde-d

L ____________________________________________________________________________________________________________________________________________________________

26. Right-click cell ‘B26’


27. From the pop-up menu, select ‘PivotTable Options’
28. Under the ‘Layout & Form at’ tab, check the box ‘M erge and center cells with labels’
29. Click the ‘O K ’ button

P ivo tT a ble O p tio n s ? X

Pi votTa bl e N a m e Pi votTa bl e3|

Layout Bi Form at Totals & Fitters Display Punting Data A lt Text

Layout

0 M erge and center cells w ith labels

W h en i n £0m p a rt f о rm iл d e nt r o w la b e li: 1 ! ch a ra cte r^)

fiisplay fields in re p o rt filter area- D ow n, T hen Over

R eport filter fields per colum n: 0 t


Form at

0 For ir r o r values show :

0 For em pty cells *how :

1 I A u t o f i t c o lu m n w i d t h s o n u p d a t e

0 Preserve cell f o r m a t t in g o n u p d a te

OK Cancel

To apply the date format we need to ungroup the field

30. Right-click cell ‘B27’, from the pop-up menu, select ‘Ungroup’
X W est
8 TOTAL
0=1 £°РУ
9
[Іг| Format Cells...
10
11 TOP 10 PARTS SOLd E CATEGORY Й 1 [3 1 Refresh
12 о Fire P ro te ctio n POWER
13 а Ли кгііи гу St ructu re W ING ‘
Sort
14 о Engine S tru t* w in g ; Filter
15 в Fuel D um p Fuel H<rw fuei ;
v S u b to ta l "EOMLDATE"
16 ■ Keel beam STRUCTURAL
17 ■ W in e W e b * W ING ^ £*pa n d /C ol Ia p *e

18 *& с ю И Pum p* FUEt ; a@] £ro u p » »


19 ■ Digital Fu d Flew 4 * 1 * m f UEi ,
jjngroup...
го в Engine Lubrication S yite FUEL
31 eSpars WING M ove
23 TOTAL x Remove "EOM_DATE"
33
24 Lq Field Settings...
25 PivotTable Opti on s...
26 M O NTH-YR E ?
Hide Field List
27 ________(blank)
REGIONS m

You’ll notice when we did this our ‘+/- percent’ column reverted back to the sum of quantity (in
Excel® 2016 only) . I assume Excel® did this because we ungrouped the field. Yet, it is still
perplexing as to why it did not keep our 'Show values as’ commands. Therefore, we must re­
apply steps #13 - #17 from above to apply the ‘+/- percent’ column.
I deliberated about structuring this lesson differently to avoid having to perform these
redundant steps. However, I considered this to be a good example of some of the challenges you
may experience when building Dashboards. Formatting glitches occur frequently. Don’t be
surprised if you find yourself spending a sizable amount of time addressing them.
MONTH-YR
1/31/2017
REGIONS

(blank)

After changing the ‘+/- percent’ column back to display the ‘% Difference From’ the previous
month
31. Highlight cells ‘B27:W27’ and right-click cell ‘W27’, from the pop-up menu, select
‘Format C ells...’
H ig h lig h t Ы І£ J8 2 7 . W 2 7 * , f i g h t -

tfrc J ? s & i e c t 'F o n w i t f t C z t t e .- .'


A , & С D £ t G w .
22 TOTAL й*2 И x
23

24 о т ,и
4 ѵ -т -
1
л '

25

26 M ONTH Y R H
V ______ ^
■1
I ж Ѵ і
\
. д -

11 1/ І І / 2 0 1 ? 2/Z S /lO l? i p I f£0 1/ 1


28 R H jJ f W jS Щ m * /- H I * /- * /■ 1 *
29 C e n tra l 1 ,0 1 5 1 Е9 5 І - 3 1 .5 * i ГГ| f a r m r tC d k ..
30 1 .С-3 9 І ?2q| - s i.a % 945! 3 1 .3 %

32. Under the ‘Number’ tab select ‘Custom’


33. In the 'T ype:’ field enter ‘mmm-yyyy’
34. Click the 'O K ’ button
F o rm a t Cells ? X

Num ber A l ig n m e n t Font Border Fill P fo te rtio n

C a te g o ry :

G e n e ra l Sam ple
N um ber
J a n -2017
C u rre n c y

A c c o u n t in g
Іуре;
Date т т т - у у у і|
Time
P e rc e n ta g e G eneral A
F rirtlo n 0
Scientific ООО
Tejft * ,• • 0
• ,• • 0 . 0 0

• .• •O J ;J P e d ]|* ,* * 0 (
•^ •O .O O J ’I», *•0 .0 0 )
*, ••O.OOJ-fRed]!*, ••0 .0 0 (

D e le te

Type th e n u m b er form at cod e, u sin g o n e o f th e e a s t in g c o d e j as a sta rtin g parnt.

OK C ancel

35. To filter out the (blank) columns and rows, select cell ‘A28’ click the drop-down arrow
and uncheck the (blank) field
36. Click the 'O K ’ button
I know these formatting steps may have seemed onerous at times, but they have prepared our
Dashboard to receive to new data and keep our existing formatting.
Due to page size limitations, some columns have been hidden:
Г Monthly Dashboard
I Airplane Parts by Region
QUANTITY c f lH u v E |
RFGIONS D UNI POWFK flK U C T IW U WRK ТОТДІ
C m tra l w 3.06* Я !7TQ
EHt Ш Ш ЁВ Е Щ Z_70Q im i *JW
WWt Щ Т Ш ІЙ 2.S15 І.7 К
TOTAL ?J57 «дао U J l t^ n
с

U№ tU H A K lS M 3 !! 'B J U lttm b %
вi 11г I'p o l retinn- T 7 1 311%
* Л н .* А » гу I t r u r iu f B ѴНШі д д 30 G 4
ЙІЛЦІПГ *ВІ ГШІ1 w m 10 OK
■ I u rl hum p f u rl Н м г fu ti 100%
■ K r r l flr-nm го и ст о м ***
■ W wi|| W i-bh МЛНЬ и г а 9 6V
■ Гкуялі P u irip i Н ІЦ ш 9**
<■

l№
Г
1

1
с
1

f
в

І Ы .І Ц М І Г 1 llfell h ЛІ іі П'і 1н я п * n
И « Ц и п ю з f 4%

1 i ІГАІ M l*

Adding Charts To The Dashboard


Pie chart with the percent of total sales by region
To add our first chart w e’ll need to add another Pivot Table, however the customer has requested
only the pie chart and not the table displaying the percent o f sales by region. Therefore, w e’ll
create the Pivot Table on a separate tab to save space and place only the pie chart on the
Dashboard.
1. Return to the ‘D ata’ tab and highlight columns A:F
2. From the Ribbon select INSERT : PivotTable
3. Select the 'New W orksheet’ radio button
4. Click the 'O K ’ button
A new tab will be created and the ‘PivotTable Fields’pane should appear on the left side of your
screen.
5. Rename the tab from ‘Sheet2’ (you may be a different sheet#) to ‘PieC hart’
6. In the ‘PivotTable Fields’pane select the following fields:
1. REGION (Rows section)
2. QTY (Values section) Please note: when adding the Q TY fields, it will
default to ‘Count o f Q TY’, change to ‘S u m ’
7. Rename PivotTable to ‘Pie C hart’
■A *5* e a □ i

FI!i Hem* Dfi


----- -------------- 1
I Ргѵ?ИІіЫ с Ч р л с A ■r .fiFl^ld |
1 PifrCh*rt FIIGION i
I
1( p] Qpttonf * i
i i
PfvOlT-аЫг I
I
I i
1 1
1 i
1 i
A 0 !

!1 !
I 2 1

! 3 !R o w u b o ls - [su m of Q n r i
; 4 C enlral WTO !
15 East figea |
I h W e rt cm i
1
! 7 \ blank) 1
1 В G rand Total 2Ъ340 |

8. From the PivotTable Tools Ribbon select the tab Analyze : PivotChart
Sign in

m
ЗШ Л|Ѵ
1:‘c У Tffl m e whet you want to cfg

Fields, Items, St Sets *


[ІЦ 5 d « t ■
PivotChart Recommended
!..4 M o ve PivotTable PivotTables
Actions fools

9. The following prompt should be displayed, select the ‘Pie’ option


10. Click the ‘OK’ button
11. Click on the Pie chart and from the PivotC hart Tools Ribbon select the tab Design
12. Click the drop-down for ‘Quick Layout’ and then ‘Layout 1’

Optional steps: hide the Field buttons, righ t-click over any Field button and select the appropriate hide option. Remove the
legend, by selecting the legend and pressing the delete key on your keyboard.
You may also change the color scheme, in this example I have chosen the first blue
Monochromatic option

13. Change the chart title from ‘Total* to (% o f Sales by R e g io n ’


T ----- 7

Tot^l

Vffl Genir
54*
E
1
ia*
f
V

We’ll now move the Pie chart to the Dashboard, by simply cutting and pasting.
14. Click on the Pie chart and press (CTRL+X) on your keyboard or:
о From the Ribbon select the ‘H O ME* tab
о Click the ‘Scissors’ icon
15. Click the ‘Dashboard’ tab
16. Place your cursor in cell ‘G 3’ and press (CTRL+V) on your keyboard or:
о From the Ribbon select the ‘H O M E’ tab
о Click the ‘P aste’ button
A В С D E F
1 Monthly Dashboard -----p>-e
1 Airplane Parts by Region £ ___
3 | QUANTITY CATEGORY В
4 ftLCilDNS В FUil POWER bTHUCTUflAl WING TOTAL % of Sales by Region
ъ 1
Central ^ 1 HI
6 Lasi ТИ ш ш Ш Ш І ЁЭН-Н
7 ' W rit H D Ѣ7І2
S TOTAL 7,5S? i,o io i,lU *.011 2b^44
9
10
11. TOP 10 PARTi ЗДШЩ CATOORV B QTY 5010 %
12 ■ Fire Рѵлі r?c1tan POWER: W7 11S4
15 ■Auxiliary 5tPWlW€ WttlC* 871 10.64
14 в Епдое Strutt WING Bl25 LG D5i
15 ■ Fuel Dump Fuel Hast FUEL 612 10 DS
16 a KcH Beam STRUCTURAL Eli 9 9%

Lastly, w e’ll add the bar chart for 'quantity of parts sold by region and category’:
17. On the ‘Dashboard’ tab, click cell ‘A3’
18. From the PivotTable Tools Ribbon select the tab Analyze : PivotChart
19. The following prompt should be displayed, select the ‘B ar’ option
20. Click the ‘OK’ button

21. Drag the chart near cell ‘L3’

22. Rename Chart Name to ‘B arC hart’ (see step #7 above)


23. Click on the Bar chart and from the PivotC hart Tools Ribbon select the tab Design
24. Click the drop-down for ‘Quick Layout’ and then ‘Layout 3’ (see step #12 above)

Optional steps: hide the Field buttons, right-click over any Field button and select the
appropriate hide option

You may also change the color scheme, in this example I have chosen the black Monochromatic
option
25. Change the chart title from ‘C hart Title’ to ‘Category Sales by Region’
26. Save your Dashboard, you may keep the same filename or name to something
different
We’ve now fulfilled the customer requirements for delivering the Dashboard. To add additional
functionality with slicers & performance symbols, please continue to chapter 8.

To learn about refreshing Pivot Table data see chapter 9 and to protect your Dashboard, please
see chapter 10.
CHAPTER 8
Adding Slicers and Performance Symbols To Your Dashboard

In this chapter we explore two ways to enhance your Dashboard by using slicers and performance
symbols. Building on the Dashboard we created in chapter 7 we will add:
1. A Timeline slicer
2. A Region slicer
3. Performance symbols (up / down arrows) to the sales by month Pivot Table ^
These enhancements will provide users with electronic or online access to the Dashboard the
ability to examine the data by different time segments and regions. In addition to this, by adding
symbols to indicate if sales were above or below the previous month, customers can quickly
glance at the data and know how performance is trending, without the need to study the detail of
the Pivot Table report.

Slicers
1. Open the Dashboard spreadsheet you created in chapter 7 and select rows 3:6
2. Right-click and from the pop-up menu select ‘Insert’ (4 blank rows, should now be
added between the title and first Pivot Table)
3. Click on cell ‘A7’ and from the PivotTable Tools Ribbon select the tab Analyze :
Insert Timeline (for detailed instructions on how to insert a Timeline slicer please
see chapter 6 )
4. When prompted click the ‘EOM_DATE’ checkbox
5. Click the ‘OK’ button
6. A Timeline slicer should now appear, drag to the area near cell ‘D1’
7. Right-click on the newly added Timeline slicer and from the pop-up menu select
‘R eport Connections...’
8. When prompted, select all checkboxes
Report Connections (EOM_DATE) ? X

Select PivotTable and PivotC hart reports to connect to th is filte r

Name Sheet

И S3 PivotTabiel
PivotTableZ
D a sh b o ard
D ashboard
0
0 nil PivotTable^ D ashboard

0 m PieChart PieChart

OK Cancel

9. Click the ‘OK’ button


10. From the Timeline Tools Ribbon under ‘Options’ go to ‘Caption’ and enter the new
name of ‘Time Fram e’ (for detailed instructions on how to change captions please
see chapter 6 )
11. Click on cell ‘A7’ and from the PivotTable Tools Ribbon select the tab Analyze :
Insert Slicer
12. At the prompt click the ‘REG IO N ’ checkbox
13. Click the ‘OK’ button
14. A new slicer should now appear, drag next to the Timeline slicer
15. Right-click on the newly added REGION slicer and from the pop-up menu select
‘Slicer S ettings...’
16. When prompted, check the box ‘Hide items with no d ata’
17. Click the ‘OK’ button
Slicer Settings

Source Njm e REGION


Na mf t a и s* in f о пгщ Іл t Sli cer_ REGION
fja n f REGION

Hesdtr
0 pupIa/hridгг
£ *p !lcn ; REGION

Item Sorting and Filtering

Ф A i « n d < n g (A І 9 Ц 0 hide ‘terns with no daia


О D««nflina IZto t f s u a l l } i n d i c a t e i t e m i w ith , n o d a t a

[2 ] U s » G lis te n * l n n so rtin g s n o w i t e m s w i t h n o c ta la l a s t

S h o w i t e m s d e l e t e d Т ю го t h e d a t a s o u r c e

OK C ancel

18. Right-click on the newly added region slicer and from the pop-up menu select
‘R eport C o n n e c tio n s.’

19. When prompted, select all checkboxes


20. Click the ‘OK’ button
Test the slicers by clicking on different combinations, you should see the Pivot Tables and charts
expand and contract as you click.

PLEASE NOTE!
Slicers are filters, when the 'Clear filter’ button is
Tl
selected * any previous filters used, including those
we applied to hide (blank) columns & rows will be
displayed.

/ЬГдрк) coIhf*»*» £■ rw*


Іамк wM" SJrfsr j01 N
ш ь * A »*“ *** —Ь \
MONTH-YR □
Jan-2№ fe b iO lf Lbl^nlfl
R R ilO N i В TTL f/ TTl TTl -t
Central ......... И Г ^ ^ І И ............ , -2 1 .5 *
East 1 -2 1 .3 4
W «t -J I-IK
{Ылпк) 1
TOTAL здм tl» -M .1 K 1 ]

Performance Symbols (up/down arrows and other indicators)


1. Open the Dashboard spreadsheet you created in chapter 7 and select all +/- columns
in the ‘Quantity o f parts sold by region and month’ Pivot Table.
An easy way to accomplish this is by hovering your cursor near the line 'C32’, wait
for the black down arrow to appear and click so all +/- columns are now selected.
(See image below)

2. W ith all +/- columns selected, from the Ribbon select HOM E : Conditional
Formatting drop-down box
3. Select ‘New Rule . ’
if lw r t Draw ).#ycut F e e m y iis Dqta R fw * V i* # О д о кд о г А ллІу?г Пччідп

о * и іт і ю п і і F o rm a t a s СНІ
F a .- rr .* f :ir i.j * ТлЫ е ■ S ty le s *

* ]a p /ltif(liM ti f t u l n
щт
MOffTH TH D
І И - 2 6 І7 Іе Ь Д О И № Ш
н іи ю н г В m I * /- m *i ffl n
C t f ft n i Ю 15І № 3 i ъ% » i 3 tabsr Sciln
f drll 1 L M flj: 7» -І1 Л 945
w «t 1.Ю7Г™ m З І іъ W ж
lU t t ilj
FOTAi i rlOO J .IJ S -iu hJ j. f t i n

4. The following prompt will appear, select the radio button ‘All cells showing "+/-”
values’
5. Click the drop-down box for Format Style: and select ‘Icon Sets’
6. Click the drop-down box for Icon Style: and scroll-up to select the up/down arrows
Мел Formatting Rule X

Дррі* Пик То «SCS33 ^CS37 SES3J5ES3' SGSllSGS37,UiJ3:S1137,HtH3 5*S37,JWS3tSWi3 t

i[ :♦. ] All
1* cell;" j h o g i r q '- * a lu » i* '
» * 4>pi™ to
** + / -
О A|1 t^is thownija v*iufi for “
S t i t t l л Rule Typt

- fotmtt iii ctinbind intum ими


* F o r m a t o n l y < » iii t f i i t c o n t a i n
* Format only to p Oh bDHom ra n k rd n l u t i
- Format only v i l u t ) t t U t * r * lb № ( t ( Ш о т * n t n g r
*- Uf ( * 1erm ul* TO d t t i m m e w hich { till 10 to u n it

i d il t h t P u l e U o i i i p h g n

Form*! *11 ed it b * t r t on rntii » iiu n ° P / rfoiVft arro<w< Л


Icon Ittl
0 1°od ican
FttTtf«KonOid*f 9 ° ° d і& п_& t Z t ^ n Z L L
“r t a
lion^tylf. •0ІГ * П ihowjeonОпцг ^ Prmttd /*\ b/\#
♦ ♦ Лф-s-nя--»*■■■+ VA In*
ICOD
**♦ 67
h
+■ P frc c n t

о ypy
W f^)
D t P fft* n t

* ООО
♦A# OK Caned

7. Click the drop-down box for Type and select ‘Number’


8. For the 'V alues’ section enter:
1. 0.000001 for 'w hen value is’
2. 0 for 'w hen < 0.000001 and’
9. Click the 'OK ’ button
Edit fie Rule Description:
Fnirrv.jt «11crib bm*d on, Vhrii vjlyw:
i№ ; [Can 4*ti v R«nt» Icon О ф ( Change Type to
fNumber'
ijonStylf ф, ■. ф v Q l(Ort Only
t
%>
Diipliy*«<hi(ffn4tt*rdinolothcit™ic:^,^a ^ £ )/.&L- -i,,.^ sH
* 4.
kon Value | ІУР* V
- tvntn value is г' ж ^ 5.WCW1 ± Numbtr v

v w*tn <O.OWOOl *nd ** v d t Nunbti v

4 *■ wfien 1 1

1 Cincfl

10. Save your Dashboard file


We now have performance symbols added to our Dashboard
Due to page size limitations, the image o f the entire Dashboard is not displayed:

We’ve now enhanced our Dashboard by using slicers and performance symbols.

To learn about refreshing Pivot Table data see chapter 9 and to protect your Dashboard, please
see chapter 10.
CHAPTER 9
Refreshing Pivot Table and Dashboard Data

Once you have created a Pivot Table or Dashboard where the layout and format is to your liking
and you receive new data, this new information may be added to your existing Pivot Table(s) by
using the R efresh feature. By refreshing your data, you may keep your current formatting and
calculations. Just remember in your initial design to allow for additional rows and columns that
may be created when you’re incorporating new data. Let’s walk through an example.

1. Open the Dashboard spreadsheet you created in chapter 7


2. Click on any cell inside your first Pivot Table
3. From the PivotTable Tools Ribbon select the tab Analyze
4. Under ‘PivotTable Name’ click the ‘Options’ drop-down box and select ‘Options’
у шa с ■ г- = FfrC'TiDk Tool!

F|l# Н опгк Іп к г і PrjMf C'K№ L a y w l Fem wles O att Dwgn

PWtflTnble Асіяге F

ОыАЧІТГ* о т в е т 1E 3 1
RUrtUNb |□ Rjtfl Н Ж Я HHLKTUHAL И Н IDTJUl 1
C priii *1 ■ a«»j г.ті1 a m i
Last ■ 2M l i rod ! ЗЙ 1 Br94fl
WMt b i t t i К ч З Г Ѵ Ш -^ T F T T lI
TOTAL 1 ^ 7 M 46 Ы 2І

5. The following dialogue box will appear, select the ‘Layout & Form at’ tab
6. Verify the check box 'Preserve cell formatting on update’ is selected
7. Click the 'OK’ button
Optionally, y o u may also click the ch eck box ‘A utofit column widths on u pdate’. I c h o se not to, I manually a d ju s te d the
columns to be the same width fo r each month. This is simply a design preferen ce to g iv e the D a sh b o a r d a more uniform
look.

8. R epeat steps #4 - #7 for each Pivot Table you’ve created


Verify your data source is correct
9. Select a cell in each PivotTable, from the PivotTable Tools Ribbon select the tab
Analyze
10. Click the drop-down box ‘Change D ata Source’ and select ‘Change D ata S o u r c e .’
Das л board Data .-.Is* - Excel

Stiff! Movf
- PfvoiTeble &5eta-!

11. The following dialogue box will appear, verify the Table/Range is correct. In this case,
since w e’ll be appending the data, selecting entire column is appropriate.
Note: you will not receive an error message if the Range is incorrect, however, the new data
WILL NOT APPEAR in your Pivot Table / Dashboard.
12. Click the ‘OK’ button

Next, we will add new data to the Dashboard


13. Click the ‘D ata’ tab
14. Select and copy cells ‘H2:M649’ by pressing (CTRL+C) on your keyboard or:
о From the Ribbon select the ‘H O M E’ tab
Click the ‘Copy’ icon_______________________________________

15. Place your cursor in cell ‘A3242’ and press (CTRL+V) on your keyboard or:
о From the Ribbon select the ‘H O M E’ tab
о Click the ‘P aste’ button

16. Return to the ‘Dashboard’ tab and click on any cell inside your first Pivot Table
17. From the PivotTable Tools Ribbon select the tab Analyze
18. Click the drop-down box ‘R efresh’ and select ‘R efresh All’

R efresh vs. R efresh All


Selecting the ‘R efresh’ option would only update the active Pivot Table, by selecting ‘R efresh
All’ w e’re updating all of the Pivot Tables in the Dashboard.
We now have new data added to the Dashboard

C k l- z a i7 (blank] N m i-2017 D rc-2017


TTL v - ТП * /- ТП + І- m + /-
--------------------- 1
697 1,081 1 ,2 3 6 ф 1 9 .9 »
71& X. 0 3 7 1 .2 7 2 t 22.7%
714 * -24.7% 959 1 .2 5 2 4 25.3%

2 ,1 3 0 -27,0% 3 .1 1 7 3 .3 2 0 22.6%
19. To address the (blank) column in our display, click on the drop-down box for ‘MONTH-
YR’ and select ‘More Sort Options...
20. The following prompt will be displayed, select the ‘Ascending (A to Z) by:’ radio
button. From the drop-down box select ‘EOM_DATE’
21. Click the 'O K’ button
O ur c o m p le te d D a sh b o a r d :

Due to page size limitations, the image o f the entire Dashboard is not displayed:
CHAPTER 10
Protecting Your Dashboard

Depending on your audience, you may want to consider protecting your Dashboard to prevent
unauthorized users from modifying it. As well as, hide any data source tabs, allowing your
customers to see only the Dashboard itself.
PLEASE NOTE!
Protecting disables the use of slicers and prevents
users from manually refreshing the data.

Hiding Your Pivot Table Source Data


1. Open the Dashboard spreadsheet you created in chapter 7
2. To hide the ‘PieC hart’ & ‘D ata’ tabs, right click over the tabs and select ‘Hide’ from
the pop-up menu
3. To unhide right click over any tab and select ‘Unhide’ (the unhide option will become
active once a tab is hidden)
A 6 D £ F
«3211 Wes? IW inchester, Chafes FUEL I W l 5-0.V, 31 O ctober 2017 9
• 3212 Wes! IWi'ftchester, Charles FUEL Digieail Fuel Flow Sysiem 11 O ctcO w 2017 7
із г и w « e jw m c h e s te r, Charls* f u a *M*I Q uantity tntficatgr 11 O c to b e r» * ? 1
'3214 W est jttftnchester, Charles fuel Fuel Flow indicating 31 O ctober 2017 4
S3213 West iw nw fteste r, Charles fuel Fuel Pressure indicating 31 O ctober 2017 1
! 3216 w e s t jw i t e s t e r , Charles FUEl F i« l Pume 31 O ctober 2017 12
! 3217 w e s t W HKftester. Charles FUEL i**ert.. ern 31 O ctober 2017 12
jm a w « t W ftn th e tff r. Charles f u e i l l O c to b e r » ! 7 ІЗ
i 3219* West jw iric h e s te r, Charles POWER 31 O ctober 2017 3
|3220 West IW fftchesier, Charles POWER знг 11 O ctober 2017 4
|37Z1 West w i richetf er, c h a rie r POWER jn v e System 33 O ctober ?OI7 6
І 3222: West d I.» Ч М U m ti 31 O ctober 2017 ID
• У22І W « t OVf-r' 11 O ctober 20t 7 10
|3224 w e s t th e t-Q rW P lV E ІвФ Cukir * 31 O ctober 2017 ID
І3225 W*SI t h i - p Q t? - u p 11 O ctober 2017 2
! 322ft Wext 11 O ctober 2017 4
t ----------------------------- □
! 3227 West W inchester, C h a rle ^ POWER ster 31 O ctober 2017 В
І3223 West Iw m d ie ite r, Charles, P ^ V tR Sdett Ail Shetfs 11 O ctober 2017 8
„ _
. O il h i:. j PfcChart Data r №■

4. From the Ribbon select Review : Protect Workbook


Click, to p r o te c t o r ш
p rotect workbook
Щ Review Developer Я Tell r n c n t u t yoi
;■ ■ |
i ^ bhow/Hi Jc Comment
m
O' Show A ll Comments
Protect
Show Ink
S ti« t Wo^bodk
1 v J

The following dialogue box will appear:


Protect Structure Mid Windows ? X |

EAr.nw&id lapiioru:
L
Prrttrt »onp*e*fe<
Ѳ Strurtui*

C* Uncn
5. O p tio n a lly , e n te r a Password o r le a v e b la n k
6. C l i c k th e ‘OK ’ b u t t o n

Protecting The Dashboard Or Any Other Worksheet


1. F r o m th e R ib b o n s e l e c t Review : P rotect Sheet

T h e f o llo w in g d ia lo g u e b o x w i l l a p p ea r:
2. Y o u m a y e n te r a p a s s w o r d o r le a v e b la n k

3. (these will allow your


A g o o d b e s t p r a c t ic e i s to l e a v e th e fir s t t w o c h e c k b o x e s s e le c t e d
customers to click on cells and scroll, but not change any content):
1. S e le c t lo c k e d c e lls
2. S e le c t u n lo c k e d c e lls

4. C l i c k th e ‘OK’ b u t t o n
If a user tries to modify the sheet, they will receive the following message:

5. To unprotect , th e s h e e t fr o m th e R ib b o n s e l e c t Review : Unprotect Sheet


CHAPTER 11
Grouping Pivot Table Data

In chapters 3 & 4 we reviewed different summary level types of analysis you can complete with
Pivot Tables, however when you have a lot of detailed individual records such as customer
demographics, sales, or location data. Sometimes more insight can be gained when you can
cluster this data into categories or ranges. The ‘Grouping’ feature allows you to complete this
type of segmented analysis.
For example, let’s say you received a large amount of detailed customer records and need
to:
1. Group the number of customers by how much they spent
2. Include their groups percentage to the overall sales total for each segment

WEB ADDRESS & FILE NAME FO R EXERCISE:


http://bentonexcelbooks.my-free.website/excel-2016
CustomerSales.xlsx

Sample data for this chapter, due to space limitations the entire data set is not displayed.
ft
а !
1 CilSTOMFR AMOUNT 1:

! “ ID PURCHASED

\i 111 $ 142

и 222 4 153

m 442

I5 444 S am
16 S5S 116
!7 ’ Ё6Й 147
A

!•
777 _± 436

Ш jj 4СІ
!: 999 : l rS00

i_ _ *3 3 0 752
A
------

Grouping Records
Create a basic Pivot Table report, to see screenshot illustrations of steps #1 - #4, please see
chapter 3 'Summarizing Numbers’:
1. Open the CustomerSales.xlsx spreadsheet and highlight cells A 1:B 3l|(select cells

2. From the Ribbon select INSERT : PivotTable


3. Verify the 'New W orksheet’ radio button is selected
4. Click the 'O K ’ button
A new tab will be created and the ‘PivotTable Fields’pane should appear on the left side of your
screen.
5. Click the following fields:
1. AMOUNT PURCHASE (Rows section)
2. CUSTOMER ID twice (Values section)

i PivotTable Fields
2
U h №eddtoreport-
* RdwLfebeli - I s u n of ГUSTOMffi ID Sum Ы t LfSTOMf ft (Ш
л $ 103 510Б 5106
5 $ 106 1110 H ID
6 $ 136 555 555 2 fглиливID
7 $ М2 111 111 E " » W i FURtHHitD
я $ 147 666 6*6
9 £ 153 Ж Ш
10 S 177 M42 *44?
11 $ № 11І2 vm
12 $ № 2359 2Ш
n $ 5» 1221 un
14 $ 400 m? m7
15 S 401 гввв гм » Cirteji Pufcfa. hvtamnn h im befow
it. S 403 m m*
17 $ 403 444 444
T Eihni Ii CelM*rtfl'
IB $ 436 177 777 |: Vtiuet
19 5 442 113 111
20 $ 513 2664 2H 4
21 $ 657 нов JIM
I Vlhift
22 $ 719 1M 7 1837
S u m a f CUSTOM ER Ю
22
24
$
$
752
796
11»
І99Я
11»
13»
s«mыcustomercl2
25 $ 85 7 1443 1441
?h < № ІЧЧІ 15*4
rfer . f-i ~ ijt U p lift
Sheet!

6. Click cell ‘A4’


7. From the PivotTable Tools Ribbon select the tab Analyze : Group Field
C iiftw w S a ifS jts t - Ernef

Faqe Layout FarmultE Power Prvot

■* G ro u p S rlfc tH
* Expand fie ld
lTidUngieup
H fW iH t In iflt R rfreih C hange Data Clear
S ic H T im e b fte * Sewfее* *
F riie i

The following dialogue box will appear:

8. Verify both the ‘Starting a t:’ and ‘Ending a t:’ check boxes are selected
о ‘Starting a t:’ will default to 100 (this is the lowest value in the dataset)
о ‘Ending a t:’ will default to 1500 (this is the highest value in the dataset)
9. Enter 100 in the By:’ field (this is the amount between group segments)
10. Click the ‘OK’ button
W e ’v e now g r o u p e d c u s to m e r p u r c h a s e a m o u n ts in to s e g m e n t s , w it h e a c h b r a c k e t d if fe r e n t ia l
r e p r e s e n tin g a p p r o x im a te ly 1 0 0 :

H o w e v e r , th is t a b le i s n o t p r o v id in g m e a n in g fu l in fo r m a tio n , b e c a u s e it i s in c o r r e c t ly s u m m in g
‘CUSTOMER ID’, t o f i x t h is :
"Purchase_____ |

1 t
i ( Row LabeK - 5 W of CUSTOMER Ю Sum of CUSTOMER ID2 i
i i
i ! 100-ЮТ Г7770 77^g
i I 2442 i
i 200-29Э 2Ы2 »
300*339 5106 5106 I
i j iKCorrectly
i 400*439 5325 a 325 ,
i 500- 599 26W 26M \
i fp
: 600-699 H08 3108 !
I
| |! 700-799 721b 7215 !
: SOD-899 2997 2997 !
! 900-999 1219 32І9 !
; 1000-1099 4329 4329 |
1 i
i i 1100-1199 J441 3441 |
! 1400-1500 999 999 |
i i
Grand Tolal 51615 51615 1
i
11
11

11
I'
1i

i
;!
ii
'!
N

11. In th e P iv o t T a b le F ie ld s lis t , in th e ‘VALUES’ s e c t i o n , c l i c k th e d r o p - d o w n b o x fo r


‘Sum of CUSTOMER ID’
12. S e le c t th e ‘Value Field S ettings...’o p t i o n

Count Function
T h e f o llo w in g d ia lo g u e b o x w i l l a p p ea r:
13. In the ‘Sum m arize value field b y’ list box select ‘C o u n t’
14. In the ‘C u sto m N a m e :’ field change to ‘N U M B E R O F C U S T O M E R S ’

15. Click the ‘O K ’ button


Ы и е Field Setting*

SOurc* N u n r CUSTOMER ID

S utlflflt I t t K NUMBER OF CUSTDMf R5|

JUIrtmnlLjf Y H u ft By $HO» v m u tt 41

iu m n u n ir value M d by
Chooie the lype of c*kurаііоп ііг іі ю и w#n/t lo u^e to *ymmanze
dita from the i f lerttd field
SttflL A
Average
MJX
Min
Product V

tlufnb er Format Oft Cancel

16. In the P ivotT able F ield s list, in the ‘V A L U E S’ section, click the drop-down box ‘Sum o f C U S T O M E R ID 2 ’
17. Select the ‘Value F ie ld S ettin g s . . . ’option

Ofag field? are*? t M ove Up

Y F iltm
M o .e to Beginning

T M ove lo Report Filter


ШШ
M ove to Row Label;

» M ove IP Colum n Lab tlb

Rows X Remove Field

AMOUNT PUftCHAStD • Ѣ Value F idd Settings

5 u " of custom er ю і *

18. In the ‘Sum m arize value field b y’ list select ‘C o u n t’


19. In the ‘C u sto m N a m e :’ field change to ‘% O F C U S T O M E R S ’

Value Field 5ettrg; ? X

SOurt* Name CUSTOMER ID


iurtfln SOfCmTOMtnjI
S U M W t» V ilu e i B|f Show V ilu r i As

5ипіпигі;е vmw fleM by


( I H H K l l ' f Typf (*l(4 H 4 lio n Th*l y flu W in l 14 u i* (o f g m m jr iH
del a from the teleded field
Sum A
■Count ШШ
Averige
m t

Mm
V
Product _ ________

.Number form at OR Cancel

20. Click the ‘Sh ow V alues A s ’ tab


21. Click the ‘S how v a lu e s a s ’ drop-down box and select ‘% o f Grand T otal’

22. C l i c k th e ‘OK’ b u t t o n
23. C h a n g e t h e t e x t i n c e l l ' A3 ’ f o r m “ R o w L a b e l s ” t o ' AMOUNT PURCHASED ’
W e now h a v e a r e p o r t th a t g r o u p s th e n u m b e r o f c u s t o m e r s b y h o w m u c h t h e y s p e n t a n d th e
s e g m e n t ’s p e r c e n t a g e t o t h e o v e r a l l s a l e s t o t a l .

AMOUNT NUMBER OF % OF
3 PURCHASED - CUSTOMERS CUSTOMERS
4 100-199 7 23.33%
5 200-299 1 3.33%
6 300-399 3 10,00%
7 400-499 6 20.00%
8 500-599 1 3.33%
9 600-699 1 3.33%
10 700-799 3 10.00%
11 SOO-B99 2 6.67%
12 900-999 1 3.33%
13 1000-1099 2 6,67%
14 1100-1199 2 6.67%
15 1400-1500 1 3.33%
16 Grand Total І0 100.00%
CHAPTER 12
Calculated Fields In Pivot Tables

As demonstrated in previous chapters, Pivot Tables have many powerful analysis features already
built-in, however the type of work you perform may require more complex or technical types of
calculations than those included in the standard set of Pivot Table 'Value Field Settings.’ This is
when the ability to insert your own ‘Calculated Fields’ is particularly helpful.
For example, let’s say you’re responsible for analyzing your company’s sales location plan
vs. actual. In addition to this you also determine if a store is eligible for a bonus and if_they
earned a bonus what the bonus amount is to be paid.
You perform this type of analysis on a regular basis and it is the type of business, where
some stores may close and others open from month-to-month. You need to report:
1. The monthly sales dollar variance -/+ plan vs. actual by location
2. The monthly percent variance -/+ plan vs. actual by location
3. If the store is eligible for a bonus, based on actual sales greater than 1.5% over planned
sales
4. If the store earned a bonus, the dollar amount owed to each location, which is 2% of that
store’s actual sales

WEB ADDRESS & FILE NAME FO R EXERCISE:


http://bentonexcelbooks.my-free.website/excel-2016
StoresSales.xlsx
Sample data for this chapter:
J e о
l Location M o n t h P a n n e d sj Ios Actual Sa les
2 ДДЛ Jan 406 414 ДЛЛ A pr 432 4501
г RHB Jan 332 32$ sea A pr 33S 329
4 ccc Jan 496 526 ccc A pr 509 52fi
5 ODD Jan 152 136 DOD A pr 155 150
6 EEE Jan 178 171 tff A pr 191 170
7 AAA Feb 415 «7 GGG A pr І31 I 701
В Feb M6 143
9 Ic c c Feb Ы?1 W5
110 DDD Feb 175 184
111 IEEE Feb 173 ШЗ
!12 ДЛЛ Mar 424 4X6
;ia BHB Mar 360 363
44 | c c c Mar 612 648
115 DDD Mar 202 207
lie EEE Mar 163 Ш

Adding A Basic Calculated Field


Create a basic Pivot Table report, to see screenshot illustrations of steps #1 - #4, please see
c h a p te r 3 'S u m m a r iz in g N u m b e r s ’ :

1. Open the StoreSales.xlsx spreadsheet and highlight columns A :D

2. From the Ribbon select IN SE R T : P ivotT able


3. Select the ' N e w W o r k s h e e t ’ radio button

4. Click the ' O K ’ button

C f c d t g P i v o t T a b le

Sefee* ы
Clioo se the data du w a « t t o anafrze д

<*i ie l e f l в 1йЫ * н fa n a * ^

О USf ®п if tf ГПІІ diTl IDUfft


Січвем C m w h m
Cenn*<Ti&n f t * iw
Ui t tN l WrfMtbOOi I Dri >

C h o o if w h m you * * n i t h f Ргто4 ГйЫ * 1o b* placed

!■*■ [je w W orksheet

О £wftlf*5 Weftshcct
^DU&OK
C h o a » w h e th e r y w w i i f l t o analyze я ц й ір іг t i h k i

Q A dd th H data to th e Data SJotfet

OK Cancel

A new tab will be created and the ‘PivotTable F ie ld s ’p a n e should appear on the left side of your screen.
5. Select the following fields:
1. Location (Columns section)
2. Month (Rows section)
3. Please note: when adding the QTY
Planned Sales and Actual Sales (Values section) )
fields, it will default to ‘Count o f Q TY’, change to ‘S u m ’
4. d ra g this field to the rows section
£ * t & " і Т Т Т '" Г """’h.... FT'
* X
L P iv o tT d b le F ie ld s
2 ГЬппг Гнгііс tr add In rvport & »:
3 1
...... k o ln in n Ubeh 1
4 ЙСіи>ЫЫ>І( "a a a ПВ* ccc ODD FFF ( Ы л * ) G raM I T r ia l <5cirth__________________________________ JO]
5 Jan
0 Sum erf P lanned S a l« а» Й2 аэб 35Z 1Я l!*a Й L-M-ir-w. i*
7 Sum e l A c iu J f 414 № SJfi 156 |75 1SW |=H Hknth
a Feb P i FImiiic J &*4съ

У Sum erf P lanned S a l« ац ІЛЦ M l Ш 173 im o [Si J k lu d S id c , -


№ Syrtl C-1Л £ !и *іІОД* 417 m S№ 3i« m 1731
U Attar fh*g Frtrit h*(viPi?n ■ifx г#-ѵі*
12 Sum Ы P lanned S a lw aw HO 412 Ш SCB 17M
T Fihin Г- Column
13 Sum erf A tiw H f r l e s m m Ш «7 Ш 1W
24 (b la n k}
33 Sum Ы Pla nned 5 л І«
1* S ym erf A t iw il
17 T o u l Sum йГ Р У іігн Ч І S jlf-l tie m w ЗйЭТ -.JO 510 WM
:a T r ia l Sum o l A ctual Sales 1ZS7 10W 1?Cr9 M 7 519 sue
19 PirtrV J- VlbrtS
39 Uonrii Sum al H in m
11
.21 L _ Г. Ѵііля ~ J Sum al A rlu il 'й к і

6. Change the text in cell ‘A 4 ’ to ' M O N T H ’


7. Change the text in cell ‘B 3 ’ to ' L O C A T IO N ’

8. For ‘Sum o f P la n n ed S a le s ’ under ‘Value F ield S ettin gs ’


о Change the name to ' P L N S L S’
о The ‘N u m b er F orm at’ to a currency of your choice
9. For ‘Sum o f A ctu a l S a le s ’ under ‘Value F ield S ettin gs ’
о Change the name to ' A C T S L S’
о The ‘N u m b er F orm at’ to a currency of your choice
T h e P iv o t T a b le s h o u ld l o o k s i m i l a r to th e f o llo w in g :
LOCATION
MONTH Г. AAA BBR CCC ODD Ш (fblank) Grand Total
Jan
PLNSLS $406 $332 $496 $152 $178 $1,564
ACTSLS $414 $329 $526 $156 $173 $1,598
Feb
PLNSLS $415 $346 $551 $175 $173 $1,660
ACTSLS $427 $342 $595 $184 $183 $1,731
Mar
PLNSLS $424 $360 $612 $202 $168 $1,766
ACTSLS $416 $363 S64S $207 $163 ч_____ ,> $1,797
ftblank) l :j . .. 1
1
J PLN SLS , (W ***) !
j f is i a s in a la t& r s t e p !
{ ACTSLS )
Total PIN SLS $1,24S $1,038 $t,6S9 $S29 $519 $4,940
Total ACTSLS $1,257 $1,034 $1,769 $S47 $S19 $S,126

T o a d d o u r f ir s t c a lc u la t e d f i e l d s h o w i n g th e s a l e s d o lla r v a r ia n c e - / + p la n v s . a c tu a l.

10. F r o m th e PivotTable Tools R ib b o n s e l e c t th e ta b Analyze


11. C lic k th e ‘Fields, Items & Sets’ d r o p - d o w n box

12. S e le c t ‘Calculated F ield...’


с Tools StareSiaJesjdsx - Eicd

| A n a ly z e D e s ig n 0 Tdl m e wriiM you w in! to do

| IjgL Щ Щ Щ Ш A 1 fe]
11
v и .■■11 1 л :. i С leaf S d ftt Move
.
F i e ld i , D m t , PivotChal
* * РіѵокТаЫе
jll ACtlflfH C*ku o t« d | -.1

i
i
!
Jclf* Odder -
!_ H 0 [ід Fo im u lii
;

i
Crejte Set E i 't c on in lu m r Items-..
1

The following dialogue box will appear:___________________________


Insert Calculated field ? X

Msmc ЯеМ'Й «]
Гощ иіа: - 0 fie le te

Eleldi;
flo ta tio n H
Month
Planned S ilti
a dual Sifei

in e r t Field

On G o le

13. In the N am e: field enter ‘D ollars -/+ plan v s actu al’


14. In the Form ula: field delete the zero ‘0 ’, but leave the equal ‘= ’ sign
15. Select 'A ctual S a les' from the ‘F ie ld s ’ list and click the ‘In se r t F ie ld ’ button
16. Add the minus ‘- ’ symbol in the Form ula: field after 'A ctual S a le s ’
17. Select 'P lanned S a les' from the ‘F ie ld s ’ list and click the ‘In se r t F ie ld ’ button
The following formula should now be in the ‘F orm ula:’ field
= 'A C T U A L SA LES' - P L A N SA LES'
18. C lic k th e ‘ O K ’ b u tto n

T h e f o l l o w i n g f i e l d w a s a d d e d to o u r P iv o t T a b le r e s u lts :

N e x t, w e ’l l a d d th e c a lc u la t e d f i e l d fo r th e p e r c e n t v a r ia n c e - / + p la n v s . a c tu a l

19. R ep ea t ste p s# 10 - 1 2 fro m a b o v e

T h e f o llo w in g d ia lo g u e b o x w i l l a p p ea r:
1

Insert Calculated F itld ? X

Nam e; F*ddi[ 1 ^ 1 i* ic i

F o rm u la : * 0

Fie ld s;
*
Ell L o c a tio n

M o n th fie ld
P la n n e d S iK s i

f iC s t I 1 _ -
[ D o lla r s - - p la n « a c tu a l J
■ ' * « * *

Im e ri Field

OK Close
20. In th e Name: f ie ld e n te r ‘Percent -/+ plan vs actual ’
21. In th e Formula: f i e l d d e l e t e t h e z e r o 'O ’ , b u t l e a v e t h e e q u a l ' = ’ s i g n

22. Formula: f i e l d
A d d th e b e l o w fo r m u la to th e
=('Actual Sales'-'Planned Sales')/ 'Planned Sales'
23. C l i c k th e ‘OK’ b u t t o n

T h e f o l l o w i n g f i e l d w a s a d d e d to o u r P iv o t T a b le r e s u lts :

L e t ’s n o w f o r m a t o u r r e p o r t t o i m p r o v e r e a d a b i l i t y

1. ‘VALUES’ s e c t i o n ,
In th e P iv o t T a b le F ie ld s lis t , in th e c l i c k th e d r o p - d o w n b o x fo r
‘Sum of Dollars -/+ plan vs actual’
2. S e le c t th e ‘Value Field S e ttin g s . ’
3. C h a n g e t h e ‘ Custom Nam e:’ t o ‘$ -/+ PLN vs. ACT’
4. C lic k th e ‘OK’ b u t t o n

5. ‘VALUES’ s e c t i o n ,
In th e P iv o t T a b le F ie ld s lis t , in th e c l i c k th e d r o p - d o w n b o x fo r
‘Sum of Percent -/+ plan vs actual’
6. S e le c t th e ‘Value Field S e ttin g s . ’
7. C h a n g e t h e ‘ Custom N am e:’ t o ‘% -/+ PLN vs. ACT’
8. C lic k th e ‘Number Form at’ to c h a n g e th e fo r m a t to a p e r c e n ta g e w it h 1 d e c im a l
p la c e
9. C lic k th e ‘OK’ b u t t o n fo r e a c h d ia lo g u e b o x

10. C lic k th e d r o p - d o w n b o x fo r ‘M ONTH’ and s e le c t ‘Label Filters’ th e n ‘Does Not


E q u a l.’

11. (blank) , this method will ensure when we refresh the data, the
W h e n p r o m p te d e n te r
blank rows & columns will not appear, but our new locations will.
12. From the PivotTable Tools Ribbon select the tab Design
13. Select ‘PivotTable Style’ of your choice
14. Click the checkbox ‘Banded Columns’

I L-'jbiulj Il bifc'rfJ Report Stank Г ц Ы ц ^і RP- f aM f■


r ti n n r i "
і|^Н|Тр4|Ц- ЦоЫ- Іви- '
{ lifm fti irt.4 iy«‘ijii I I (МАМК0

В с 0 ( f Б

ccc on in m
Am
FtNlll УО0 ьш UM ііг» S IJ * i
actus я і* яг* fc» sis* ЯП Я.ИІ
$ >/■p i i f l v | « 1 u£l ш po a $H
/+ Р *ІП v\ M t u il ллл О*ч Ш jjflb j J 4
f«fe
PLN &L& S4IS $ы* ЯП я и K M
ACT SLV № sm Stu Ш1 SLTH
/■ р і і л V i ЙСІІШЯ
S т {*4 Si Яа 571
% -/ * iptaii ѵь «etual 2.1% ■1№. * 0% y i% SA * rt
Ш*
PLN SLS ЯМ 5Jtc- SfiJJ Sam $111 Я . » *
ACTSLS $ *U SJdi &ЫІ 530? І Ш Я,7»Т
5KtltfJ г Яі
% /+ pijan и aciuil 1_9Ч 0L*V 1 A 2Jfc 1 Л Е_ГЧ

fa ян Яі » tm

Now let’s examine how our results change when we add or remove locations.
1. Return to the ‘StoreSales’ tab
2. Copy cells ‘F2:I7’ and paste into in cell ‘A17’
1
A B С D E F G H I
1 Location Month Ptanoed Sales Actual Sales !
2 АЛА Jan 406 414 [AAA Apr 432 450'
3 8 вВ Jan 332 329 ■BBS Apr 338 3291
4 ccc Jan 496 526 Jccc Apr 509 52ЙІ
5 DDD Jan 152 156 Id d d Apr 155 150!

& EEC Jan 178 173 I fff Apr 191 170!


7 AAA Feb 415 427 [GGG Apr 131 170[
1
8 BBB Feb 346 342
9 ccc Feb 551 595 CoP y cett$ 'FL - t
10 DDD Feb 175 184
p a s t' *
И EEE Feb 173 1ЁЗ 4
12 AAA маг 424 416 tt
/
13 BBB Mar 360 363
14 CCC Mar 612 643
15 DDD Mar 202 207
16 ЕЁЕ Mar 168 .............- i s 3

17 AAA*— - л р г-— r ------ 432 450


IS ВBE Apr 338 329
CCC Apr 509 526
19
20 DDD Apr 155 150
! 21 FFF Apr 191 170
i 22 GGG Apr 131 170
i

3. R e tu r n to th e Pivot Tables ta b , f r o m th e PivotTable Tools R ib b o n s e l e c t th e ta b Analyze


4. C lic k ‘R efresh : R efresh All’

Changing The Display Of Formula Error Messages


A r e p o r t s im ila r to th e f o l l o w i n g s h o u ld n o w a p p e a r :
5. T o r e m o v e th e # D I V /0 ! d is p la y , s e l e c t th e ‘Options’ d r o p - d o w n b o x , t h e n ‘ Options’

Home Insert

PivotTable N a m e Active Field:

PivotTablel

О Field Settings

6. U n d e r th e ‘Layout & Form at’ t a b , c h e c k th e b o x ‘For erro r values show:’


7. C l i c k th e ‘OK’ b u t t o n
PrvotTa Ые Optio ns ? X

PivotTab le йэгп-е: PtvotTab le i

Layout & Forn-.at Totals & F ilters D isplay P rin tin g Data A ttT ejd

Itroul
t e n i t i tens w it h и ь е і г

W h e n In to m p a c t fO m H n d e n t r o w t a t x l } 1 Z (tiara cter(s)

Ц і* р Іа у f u l d s In г г р о Г T iltr f l i f t ' D o w n T h p rt O v ( f

Rep on f iHer 11eid s p er сoiumn. 0 Z


For m et

0 ForЛ"ог «'Ц*? sbow


0 For tmpty «M i irtow:

0 Autofrt colum n w i d t h i o n u p d a t e
0 £reierve re II rormatling on update

OH c jn te i

Removing Or Changing Calculated Fields


T o r e m o v e o r c h a n g e a c a lc u la te d fie ld :

1. F r o m th e PivotTable Tools R ib b o n s e l e c t th e ta b Analyze


2. C l i c k th e ‘Fields, Items & Sets’ d r o p - d o w n box

3. S e le c t ‘Calculated F i e l d . ’
T h e f o llo w in g d ia lo g u e b o x w i l l a p p ea r:

4. In th e ‘Nam e:’ d r o p - d o w n b o x s e l e c t th e c a lc u la t e d f ie ld y o u w o u ld lik e to c h a n g e o r


rem ove

5. C l i c k a p p r o p r ia te b u tto n , e ith e r ‘Modify’ o r ‘D elete’


Inserting Logic Fields (if...then)
We’ll need to add two additional calculated fields, in order to answer the following questions:
• Is the store eligible for a bonus based on actual sales greater than 1.5% over planned
sales?
• If the store earned a bonus, what is the dollar amount owed to that location? This is
calculated as 2% o f that store’s actual sales.
The two calculated fields needed:

1. Location Eligibility Amount to calculate what is 1.5% over the planned sales for each
location?
2. Bonus Award the dollar amount owed, if they earned the bonus, what is 2% of actual
sales for that location?

Location_EHgibility_Amt formula:

='Planned Saies'+('PIanned Sales'*0.015)_____

Bonus_Award formula:
=IF('A ctuaI Sales '> L ocation _E ligibility_A m t,('A ctu aI Sales '* 0 .0 2 ),0 )
к « ■ р

if
a'a U ?
1 ■
I
1
II lb
І:і
I
I , йь
liiHl'J : ! *
I4*! hi !ti LV LV IV G Ь I

I y sE5 і5£$а
3a
a
**55*
aдA * І И 8
I BA ft it а s я 3)4 я 3R'-Я
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я *я
6£*f*| 5э«5* S23S*
t j j І j
35*S5 aa Д ***** 1**5*
IPS» **Ha І1И» 8S»5a
~*P5*; *1*1* SI'S* "Ш5*
t!aS* 23s!* 5l:i?s Ш5‘

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£i * Ш
aaf^s aabs аа*}| 3' 3S4i Iv?Sa « ^ * £
I” ***! fSSil ^C
.^M VО11111
CHAPTER 13
Creating Pivot Tables From Imported Files - using the Data M odel

Like with many tasks in Excel®, file importing and parsing can be accomplished in multiple
ways. The following example describes how to read and parse a.CSV (comma separated value)
file using Excel’s® Data Model technique. Then applying the parsed data to create a Pivot Table
report.
The Excel® Data Model is a feature in which different data sources can be brought together
into a single workbook. Once this information is in the workbook, you’re able to create more
robust Pivot Tables, Pivot Charts, or Power View reports.
This type of reporting can also be achieved by using macros (Visual Basic for Applications)
or Power Pivot. Deciding which method to use depends a on variety of factors, such as:
• The amount of data your analyzing
• The complexity and time it takes to complete your analysis
• Your audience’s requirements
• Your experience with Excel®
In the following example, the reporting is straightforward, w e’ll be reporting on less than 100
records. Our Excel® Data Model will contain only one data source.
In this example, you’re a Business Analyst and a request has been made to change a monthly
employee sales report. Management would now like to see:
1. A regional summary
2. Employee sales grouped and subtotaled by region
Employee sales are captured in a legacy system. This older system produces a monthly .CSV file
and saves it to a company server location. To save time formatting the same report each month
you create Pivot Tables to parse the .CSV file and format the data into a Excel® report.

WEB ADDRESS & FILE NAMES FO R EXERCISE:


http://bentonexcelbooks.my-free.website/excel-2016
EmployeeSales.csv

ADDITIONAL STEP FOR THIS


CHAPTER
Save the EmployeeSales.csv file to a location on your
computer you can easily access such as a temporary
folder or your desktop.
EXAMPLE:
From:

! HOME in s e r t page la y o u t fo rm u las data rev^

! ІЙ 8 A I ^ j ^ ^Cond<tk>nal Form atting'1 I g j; |Fj


! -J Efa - :^ Е о п т н і asTabJe - '■
Paste Eom Alhqnnveni Number Cells Ft1
, -it , . . [§fCeli Slytes * . ]
I 1 I
P27 13 * f*
A В С 0 E : ■;
1 REGION SALES.PEE SALES PER SALES.PEf MONTH SALES |
2 West Jack Smith 105 M arch 4Ш 1
3 West Jo* Tanner 119 M arch 4520
4 West Peter Graham 130 M arch 4456 !
В West Abbey W illiam s 179 M arch 3174 !
6 Last Sarah Taytar 183 M arch 3757 !
7 E dit John W ilson 136 M arch 3079 !
e East M ary Nelson 106 M arch 3117 |
9 East John Dower 135 M arch 3871 |
10 South Jeanne Campbell 114 M arch 47B5 ;
11 South Sheldon Bates 137 M arch 3834 ;
12 South Carson Lewis 109 M arch 4805 !
_ •
E m p lo y r t S ile s 4| |

To:
А & С О Е F
Employee & Region Sales Report

EMPLOYEE & REGION MONTH REGION MONTH


SALES M in t ) SALES ' March
C tntral 19,054 Central 19,054
Becker 4,647 EasT 13,769
John»n 4,3W South ?P,979
M orton 3.425 West 16,ЭЙ/
Smith 1.3710 TOTAL 70,699
Taylor W b
C ut 11,769
Dower 3fi71
N d to n 3,117
Taylor 3.752
W ilw n 3,039
South 20,979
Bate» 3,834
Slatehford 4,350
Camptx-ll 4,2B5
Lewb 4,aos
Tansae 3,705
West i6 ,a s?
Graham 4,456
Smith 4,7&7
Tanner 4.520
Williams 3,124
TOTAL 70,W 9

1. C r e a te a n e w b la n k E x c e l® s p r e a d s h e e t (CTRL + N)
2. R enam e ‘S h e e tl’ t o ‘Monthly Sales R eport’
3. S e le c t c e ll ‘A l’ a n d e n te r th e te x t ‘Employee & Region Sales R eport’
4. S e le c t c e ll ‘A3’
5. F r o m th e R ib b o n s e l e c t INSERT : PivotTable

T h e f o llo w in g d ia lo g u e b o x w i l l a p p ea r:

6. S e le c t th e ‘Use an external data source’ r a d i o b u tto n

7. C l i c k th e ‘Add this data to the D ata M odel’ c h e c k b o x


Create PivotTable X

C hooie th e d *t j that you warn to analyze

О Select a table Df range


Table/Range:

Uft wi erttmai дміннян


Chgcse Connection...

Connection name
utt thn worKtiook'i oatj Model
Choose where you w ant th e PrvotTable report to be placed

О W o rtiih te t
® putting Worksheet
^ o c iti о it M onth ry Salei Rep ort S^S 3

Choose whether you w ant to analyze m ultiple tables

0 Add t h li data to the Date Model

OK Cancel
_A

8. C l i c k th e ‘Choose C o n n e c tio n .’ b u t t o n

Choose the data that you want to analyze


С ) Select a table or range
TaOle.Harge
Use an external daia source
Choose Connection..
Connection name
Use this w o r k b o o k %D i i j M odel

C hoose w h e re y o u w i n * th e P urotT ible re p o rt t o be placed

O JJew Wo rtshe el
(•) £*itim& w orksheet
Location: Monthly Sales Report \AS; I
Choose whether you want to analyze multipie tables
И Add this data to toe Data Model

ok Cancel

A prompt similar to the following should appear:


Existing Connections 7 X

Select•ConnectionorTable
^omnecSions rabies
Show : f f t jj C g n n e r t i o m ______________ _ J v

Connections in this Workbook


< N o с о л п к і к т found ►

Connection files on the Network


-N o сеппесіімн round*

Connection fifes on this computer


- N o c o n n - r c tic m * f o u n d 31

B ifrw se Tat M fir*... Q p" C ancel

9. C l i c k th e ‘Browse for M ore. . b u tto n

10. W h e n p r o m p t e d s e l e c t t h e f i l e p a t h w h e r e t h e f i l e ' EmployeeSales.csv’ i s l o c a t e d

11. C lic k th e ‘O pen’ b u t t o n

T h e fo llo w in g Text Import W izard w i l l b e d is p la y e d :


I ?B(t 'n 'p o r t Wizard - b ttp 1 o l i X
I
' T * f Т>яІ A l u f d h ± i d f l r - n - 1 - . t : ■■ ■ ■ . i± r ± i. C - ' - : * ■

If Itli-J. h! cti^e ie N fH , t>г A M H t Iftc J i t * 1>i*4 m j Ь г ^ af Tf r iB f' ГОЧГ

O r ig in a l d .itn t y p f

Choose the TH* № ( tbil Cru flu crDt i your d j:j


• ^ f l lm i tr d - C h u p r l t i i t u t h I I t o t i t n i i <ftI t t t і г м и і г c » (h fifld
О Ы н ) щ іЛ Ь n t l d i > rr j n g n t d i n ( о і . г . ц м г и і р к к S i t i m n f » t n f i K d

I S tirl Im port f t |Ort" 1 K ( jiig n i ) 7 ' D tM U n 4 id Н И »

j Г I. .In 1 T H i . I . ^ i -I

I
I ft tvinv or ГіIt I Uitr s ih m m i If>o cum* rtv M iirC h n s' l e e l Lt(H Fcimul*..Enetoyvt&alci.civ.
1
а к т е * , s a l« я _ г іг к ж _ п b57_naxe. j t u i я ; і ;и l a s t я a k s , s a l e , : - _ ; i s ? н _ [ d , mon
i fea t j J a c k , Ebli i.h r 1 j £ , M xr cr. r 47 ST
Тммг, 21$, JUres, #a?o
ИеяЪаFebei, 3ra h ыг,, 130,Ні»гсЬш44&€
£ < * i t , А Ь н у , Ha 1 1 a ш . I '1S . M a r c h , 1 1 2 4.
*
Oned Mert finish

12. S e le c t th e ‘Delimited’ r a d i o b u tto n a n d ‘My data has headers’ c h e c k box

13. C l i c k th e ‘Next>’ b u t t o n
S te p 2 o f th e Text Import W izard w i l l b e d is p la y e d :

14. F o r th e D e lim it e r s , s e l e c t th e ‘Comma’ c h e c k box

15. C l i c k th e ‘Finish’ b u t t o n
T h e fo llo w in g p rom p t w ill ap p ear:
Create PivotTable ? X

Choose the data that you w art to analyze

С Select a table or range


Table/Range: ' ±
(•; Use an external data source

Choose Connection,.,

Connection name; EmployeeSales


Use this wOfkbOOk'5 Data Model

Choose where you want the PkotTabie report to be placid

С New Worksheet
Existing Worksheet

Location; 'Monthly Sales Report'lSA£3 ±

Choose whether you want to anafyze multiple tables


0 Add this data to the Data Model

OK Cancel

16. Click the ‘OK’ button


A prompt similar to the following should appear (it may take m om ent to load) :

17. In the ‘PivotTable Fields’pane select the following fields:


о REGION & SALES PERSO N LAST NAM E (Rows section)
° MONTH (Columns section)
о SALES (Values section)

T E m ployee & R e g io n S ales R e p o i


2
3 SunIuf SALES Lulurnn Lj(M:h -
* Raw EabiL - МлісЬ jGrai>J TDfel 1 nfttfl *ddIs
s - Centiel ISW ISft*
с Bec*»r itJ7 Щ7
7 ІЖ i; «
I Merten 14» 14»
5 $mdh jjid 3JTu
to “tuylot згл JZ№
t1 [« t ія н 11ГЙ M i l 1 П JtHM t AS f МАЫІ
■■■ Down №1 №1
■ N*lum JUT HIT jum.msoNjc
N ТцНоі- jtu JTW ШЖІ>І
1i w iw 3d» 30» МШ
If! Sftflh m»
If Bm i ЭД4 )SM
'i, QiiliMon) i.ISO Ш
1<3 Cimpbell mi
20 LtM t№ 4№
Л Tutu 1W
4? Wm 1WF іи ;
: Onhvn «56 «»
2.1 Smith *7fl7 Ш7
2І Таяпи *S20 *520
24 Willixnt 3124 312* — ІН 3- ѵ|1ц>*1
?J (*inn<L 1ptnl JOHB ГОЙ»
а і*эоч - ЬиплГ54LES -
24
L™

18. Place your cursor in cell ‘E3’


19. Repeat steps 5 - 8 from above
A prompt similar to the following should appear:
20. Select ‘EmployeeSales’ and click the ‘O pen’ button

21. Click the ‘OK’ button


Creat* PivotTable ? X

C hoose th e d ata th a t you w an t to analyze


О Select a table- o r r a n g e

labfe/Range; ±
(•) yse an external data іоике
Choose £onn« 1ion.,
C onnection name E m p lo y e e s * le t
О Use this w o r k b o o k i £ a t a M o d e l

Chooie where you wan! the PivotTable report to be placed

О Worksheet
@ |* i sting Worksheet

Location; M o n th ly Sale? Report 5ES3 £

C h o o se w h e th e r you v. an t to analyze muttip^e ta b le s


Add this d ata to th e Data M sdel

OK Cancel

22. In the ‘PivotTable Fields’pane select the following fields:


о REGION (Rows section)
о MONTH (Columns section)
о SALES (Values section)
23. Right-click over both ‘G rand Total’ fields and select ‘Remove G rand Total’
i Employee S Region Sales Report c*n,.i . :i ■ & ' * . %

5ut* о* SALES Column ІлкчА Ъ іК ІШ ) Свіцщт Ll


4 | How 1abali M anh &and Ш On
C w r tfli 1f № lin t Н У 1ЙИ4
6 M T Щ0Я ІНѴ im
h ilm iM •*№!• ІШ J tw rt
Мкпіип ЫДО № Wh C t w
M ЬчЙІІ 11*0 № w4 Ія г і Ш Н
10 1аИі-н 1M * Ш *
11 till n m n m
W D tm iii M in **7 |
11 N d io a 1117 n if
]4 Тв|1си >H J }JW
lb Wiban 30M 30»
j+:. S outh 7097* ■WWl
17 Bj Cl'Si 5fiSi 5S34

24. Re-label and format column headings, change currency to your preference
,E m p l o y e e & R e g i o n S a l e s R e p o r t :

I EMPLOYEE & REGION M O N Ttt REGION M ONTI '


I SALES Ih r ii SUES M ir th j
[ c * n n ,l S 1» ,M J C rnlral $ 19,054 '
I В *ч *гг $ ifin Г..-.Г $ 11,769 I
; Johnson i « ,!№ beufh 5 » ,9 ? 9 i
I M o rto n ^ J .^ 5 І 16,037 j
' 5n«h 5 1J70 TOTAL $ 70,689 I
I Taybi J U Jh I
1 кай i 1 3 .7 ft !
D ew ct S ЗЯ 71
№ lie n $ 1.1If
Гцуіш i.nj
W lho* s 1Л7Ч
Sourh I H .»7S
B ntrt i и л
IJIart hiurd 1 4 ,3 »
Campbell s o k
IfW il I ■a,405
Т ап ы ^ $ 3,345
W ill s I f S3 7
Graham 5 M S6
5n*th $ *,787
Tanner $ i.in
Williams S 3rU4
TOTAL £ 4 ,8 »
CHAPTER 14
Troubleshooting: Pivot Tables Displaying Duplicate Values

Sometimes the data w e’re analyzing is not in a format conducive for Pivot Tables. Cell values
may contain extra spaces between and after words. This can cause Pivot Table reports to display
incorrect results, below are two examples of this issue and how to resolve them.

WEB ADDRESS & FILE NAME FO R EXERCISE:


http://bentonexcelbooks.my-free.website/excel-2016
FormulasLenAndTrim.xlsx

Example:
You’ve been given an report that was created by a Data Base Administrator (DBA). The DBA
created the file by running a query in a database, exporting the results into a .CSV file, and then
opened and re-saved the report as an Excel® file.
As the Business Analyst, you’re attempting to reconcile the data using a Pivot Table. In your
analysis, you’ve discovered cell values that “look” to be the same, but are being returned as two
separate records in your results.
You decide to use the LEN function to troubleshoot why you’re getting two separate records
in your results for what appear to be the same value.
Below is an illustration of the Pivot Table report showing the incorrect values.
. л в !

Row Labet* Sum o ff Hull W E S


A Apples 100
5 Apples S00
6 Kiwi 600
7 Granges 600
В G ra n d T o ta l 1800
9

Formula - LEN
Definition: The LEN formula counts the number characters in a cell

Formula Syntax:
LEN(text)
te x t is required
1. O p e n th e F o r m u la s L e n A n d T r im .x ls x s p r e a d s h e e t

2. S e le c t th e ta b n a m e d ‘Len’

3. S o r tin g th e r e s u lts b y ‘Fruit Name’ i n Ascending order

Г ................T
t A В
FRUIT NAME FRUIT SALES
A p p les 100
Xtwi 100
□ ra n g es loo
A p p les 200
KtWl 200
O ranges 200
A p p les 300
Kiwi 300
O ranges 300
11

4. S e le c t c e ll ' C 1 ’ an d la b e l it “L E N F U N C T I O N ”

5. C lic k c e ll 'C 2 ’
! '' '
1
1 A В С
1 1
1 1
FRUIT NAMF FRUIT SALfS LFN FUNCTION 1
1 j
\2 Apples 100 1
|
' Apples 200 1
1
Apples 300 І
! 1
Kiwi 100 1
! 1
Kiwi 200 1
!r 1
1
Kiwi 300 І
Oranges !
|e 100 1
1
! Oranges 200 1
1
Oranges 300 1
1
___ 1
6. F r o m th e R ib b o n s e l e c t Formulas : Text : LEN
Hom e tnieft Draw Page Layout Formulas

fx
Insert
x id m
Auto Sum Recently Financial Logical
[в T«(t
и i
Date b.
I
Lookup 6. Ma
Function - Used ■ * * - T im s ' Reference- Ti
FyflctlOl 8AHTTEXT

CHAR
C2 "И I > v' Л
CLEAN
А в
CODE
FRUIT NAME FRUIT SALES LEN FL CONCAT
1
2 Apples 100 DOLLAR
г Apples 200 EXACT
A Apples 300
FIND
5 Kiwi 100
FIXED
6 Kiwi 200
LEFT
7 Kiwi 300
8 Oranges 100 LEN

9 Oranges 200 LOWER


10 Oranges 300
MID

The following dialogue box will appear:


7. Click on cell ' A2' or enter ' A2’ in the Text field
8. Click the 'O K ’ button

9. Copy the LEN formula down to cells 'C 3 ’ thru 'C 10’
There appears to be an extra space in cells 'A 3’ & ' A4’ after the fruit name ‘Apple’
10. R e m o v e th e e x tr a s p a c e in c e l l s ‘A3 & A4’ f o r t h e f r u it n a m e ' A p p l e ’

11. S a v e your changes

12. Y o u w o u ld n o w b e a b le to r e -r u n y o u r P iv o t T a b le r e p o r t a n d r e s u lts s h o u ld a p p e a r
c o r r e c tly

Example:
Y o u ’v e b e e n g i v e n a E x c e l ® r e p o r t g e n e r a t e d b y a n o t h e r a p p l i c a t i o n . U p o n r e v i e w y o u s e e th e

c o n te n t in th e c e l l s c o n ta in s e x tr a s p a c e s b e t w e e n a n d a fte r th e w o r d s . In o r d e r to m a k e th e r e p o r t

u s a b le fo r a n a ly s is a n d p r e s e n ta tio n y o u n e e d to r e m o v e th e e x tr a n e o u s s p a c e s . Y o u d e c id e to u s e

th e TRIM function t o r e m o v e th e s p a c e s .

B e l o w i s a n e x a m p le o f th e r e p o r t s h o w i n g th a t m u s t b e c o r r e c t e d i n o r d e r to c r e a t e a P i v o t

T a b le r e p o r t.
Formula - TRIM
Definition: R e m o v e s a ll e x tr a n e o u s s p a c e s fr o m a c e ll, e x c e p t fo r s in g le s p a c e s b e t w e e n w o r d s .

Formula Syntax:
TRIM(text)
te x t is required

1. O p e n th e F o r m u la s L e n A n d T r im x ls x s p r e a d s h e e t

2. S e le c t th e ta b n a m e d ‘Trim’

3. C l i c k c e l l ' C2 ’
1------ i
1 A 8 С i
1
1 LEN COUTtT OF
1 FRUIT NAME TRIM FUNCTION
1 1 CHA*ACTEfte

: ; 1Applet. Bananas, Manges 27


Apples, Bananai, Mangos 23 !
i !
1 . Kiwi, Oranges. Strawberries 27
1
1 5 Kiwi,Oranges, Strawberries 25
i
i 6 Blueberries, Raspberries, Blackoernes 3ft
! Blueberries, Raspberries, Blackberries «40
_-TL _---------------------------------------------------------------------------------------------------------------------------- |
4. F r o m th e R ib b o n s e l e c t Formulas : Text : TRIM
PageUysut Formui»

1 1 Щ
I■ Date & Lockup . ■I
Time - Reference * Ti '4
вднтхт *

сим

CLEAN
I

I CONOT
DOLLAR
I
EXACT

FIND

FlitO
til ШТ
!rie:
L£N
LOWER

MD

WJM8TRVALUE

PROPER

RfPuCE
ft£PT

И6НТ

SEARCH

ЯЮТПѴТЕ

TEXT

TEXTJOIN

TRIM
u n .cha *

UNICOM

UPPER -
fx Insert fu n rtM n -

T h e f o llo w in g d ia lo g u e b o x w i l l a p p ea r:

5. C l i c k c e l l ' A2 ' o r e n t e r ' A2 ’ i n t h e Text fie ld

6. C l i c k t h e ' OK ’ b u t t o n
I

a____________4______ г o e f e ^
LTN C O U N T O f Т КГМ
f R U IT N A M E c f U MOV ON
i
ЦдрЕИ**. Вй г м п к , М * л |с н я-имсм» 1
A p p le * , Ій п л г ч ъ , M angos
? x \
k iw i, O fin g tt,
K iw i, О гйп | н , І і г і и г і н ч т і і ч Пы
B k ltb ir fN ir i, f t jf t p t o it r r lt i. O L tc fc tw m ti Tot м t * * н № і. В іП іП іІ. МкПЦОІ
В Іи е Ь и т іе л . R is p fe e r n n , B l ic k t W T lt l

n » f t r « «Я i j w r i h f l* * t * * rtn iifl t i i « l (И і и р ip M « U f t » ff n магЩ

fn t ■i №< i t i f tram wFikT! уйчл w it* ip tH lre ffito e d .

fc -ra u a m u t ь Ддоіез Ь і т ш Ыдлде s

pn Отд tunaJaogi OK | Счпсй

7. C o p y th e TRIM f o r m u l a d o w n c e l l s ' C3 ’ th r u ' C7 ’

8. T h e e x tra s p a c e s h a v e b e e n r e m o v e d

Next w e’ll copy and paste as values the contents o f column C and remove the columns (B & C)
used for troubleshooting.
9. S e l e c t c e l l s ' C2 ’ t h r u ‘C7’
10. C l i c k t h e ' Copy’ b u t t o n o r p r e s s CTRL+C fro m you r k ey b o a rd

11. S e le c t c e ll ‘A2’
12. Right-click and s e le c t ‘Paste S p e c ia l.’
13. S e le c t th e ‘Values’ r a d i o b u tto n

14. C l i c k th e ‘OK’ b u t t o n
(JEN COUNT Of
FRUIT NAMf TRIM FUNCTION
CHARACTERS
A pples, B an an «, M in gos Щ"a j p '^ s Bananas, M angos \
3 A pples, Bananas, M argos •k Apple?, 0aлапа?, M angos
4 ! Kiwi, Oranges, stra w b * m * f \ 3 Kiwi , Orange*. Strawberries
5 Ktwi, o ra n g es. Stra wb#rr >es ' V 1 Ki wi , O r a n g « , Strawberries
ь Blueberries, Raspberries, B<ac*bernes
1
3 fllu L 1
etfern es, Raspberries, Black berries j
7 Blueberries, Rasp ter n es. Я о і ч т щ Blueberries. Raspberries, B la c k b a lle d
Я Р»И* ір«о*І
9

101 Р»і1«
11
и
О А"
ОІ*1*ІІІ*1
О All U iing S<4Ji<f iQ fB f
О ** *|«ЧИ64fWt ■sfers.'ar
>nto“ft
13 * j [ j l u ? ‘- О цШ№И1
14 О FOfm^i Оf *FhSityiibtt Pg-rmtfh
15 О £фІИПІ(Л|і О VUjuts и Щ n u № Гo m uls
* ij ( т Н м п і і іф іік ііі
16

17 O ptjiU dfi

13 t<JJTIC С'ЬМ'Р'Г
19 О
20 О ІиЫііЛ
Л С] {tip Jjlanii ["j Trmipoif
22
231

24
I О* cwti

15. S e le c t c o lu m n s ‘B’ & ‘C’


16. Right-click and s e le c t ‘D elete’, th e t r o u b le s h o o t in g c o lu m n s ‘B’ & ‘C ’ s h o u l d now
be rem oved
W e h a v e s u c c e s s f u lly r e m o v e d a ll e x tr a n e o u s s p a c e s fr o m th e r e c o r d s c o n ta in e d in column ‘A’ .
F u r th e r a n a ly s is a n d r e p o r t in g c a n b e c o m p le t e d w it h o u t e r r o r .

FRUIT NAME

2 A p ple s, Bananas, M angos


3 A p ple s, Bananas, Mangos
4 K iw i, Oranges, S tra w b e rrie s
5 K iw i, Oranges, S traw berries
6 B lu eb errie s, Raspberries, Blackberries.
7 B lu eb errie s, Raspberries, Blackberries
CHAPTER 15
Troubleshooting: How To Resolve Common Pivot Table Errors

B e l o w a r e th e t w o m o s t c o m m o n P iv o t T a b le e r r o r m e s s a g e s w it h in s tr u c tio n s o n h o w to r e s o lv e

th e m .

Please Note: The following is not a comprehensive list o f all Pivot Table error messages, just
a few o f the more common ones.

E rror

'D a ta s o u r c e r e f e r e n c e is n o t v a l i d .’

T y p ic a lly a p p e a r s w h e n y o u a tte m p t to c r e a te a P iv o t T a b le , w it h a blank header row .

&ЛІ.ІЛ№
1H%ON ЫШРСЛЭОЧ
LAST Г*АМЕ

T o r e s o l v e , d e l e t e th e b la n k r o w ( i n th is c a s e r o w 1 ) o r m a k e s u r e y o u s e l e c t th e c o r r e c t h e a d e r

r o w s a n d s u p p o r tin g d a ta b e f o r e c lic k in g Insert : Pivot Table fr o m th e R ib b o n .

E rro r message:

'W e c a n ’t m a k e th is c h a n g e fo r th e s e l e c t e d c e l l s b e c a u s e it w i l l a f f e c t a P iv o t T a b le . U s e th e
f ie ld l i s t to c h a n g e th e r e p o r t. If y o u a r e tr y in g to in s e r t o r d e le t e c e l l s , m o v e th e P iv o t T a b le a n d
tr y a g a in .’

T h is m e s s a g e w i l l a p p e a r w h e n y o u a tte m p t to c h a n g e th e c o lu m n o r d e r , b y c u ttin g & p a s tin g . For


e x a m p l e , y o u w a n t t o m o v e t h e ' Total’ c o l u m n t o b e l a s t t h e l a s t .
I-
1 A t t e w p t T w t o ѵлоѵі 1
1 1
1 & C ohtM K b y C u ttin g 1
1
1 Sr r a s t w g 1
1 t A С D E :
1
I 1 1
1
1 2
I 3 Row Labels * 'Sum of TOTAL'. Sum of APPLES Sum of ORANGES Sum or MANGOS j
| 4 Central €138,571 ! С 43,481 € 53,278 €41,812 !
! 5 £ast € 145,5SS I €50,626 €47,117 €47,845 |
! 6 West € 196,787 j €69,750 €65,259 €61,778 i
1 7 Grand Totat V €480■
,9 4 6 ' € 163, as 7 € 165,6S5 € 1S1,435 i
1 1
T o c h a n g e th e c o lu m n o r d e r in a P iv o t T a b le , c h a n g e th e o r d e r in th e P iv o t T a b le s F ie ld s p a n e :
Г

t
4

( Sum of APPLES
■ ■ ■'. -
| Sum of M A N G O S w

^ Sum of TOTAL

I Row Ы Й 6 0 Sum o f APPLES Sum of” ORANGES” Sum” o f MANGOS "Sum o f TOTAL
Central €43,4S1 €53,2 7E €41,81Z €133,571
East € 50,626 £47,117 £47,845 £145,588
West____________ €69,750_________ €65,255________ €61,778 €196,767
jGrand Total € 161,857 € 1 6 5 ,6 5 5 (1 5 1 .-1 3 : € 4 8 0 ,9 4 6

T h is m e s s a g e w i l l a ls o a p p e a r w h e n y o u a tte m p t to d e le t e a c a lc u la t e d f ie ld , r o w , o r c o lu m n . For

e x a m p le , y o u n o lo n g e r w a n t to s e e th e r o w ‘G rand Total’, u n f o r t u n a t e ly , y o u c a n ’ t s i m p l y d e l e t e

th is r o w , y o u ’l l r e c e i v e th e a b o v e e r r o r m e s s a g e .

fl9 100 $ 10,339 $ 2,585 16 !


1
| 20 Grand Total $ 480,946 * 7,515 I
i
To rem ove ‘G rand Total’ r o w s a n d c o lu m n s w e n e e d to c h a n g e th e P iv o t T a b le d e s ig n .

1. C lic k th e c e l l y o u w o u ld lik e to r e m o v e a n d th e n fr o m th e to o lb a r s e l e c t PIVOTTABLE


TOOLS a n d th e ta b DESIGN
\W И ■ г* ■ " £ ■*■ ■ ««иIdtfi&j* №ійП**1 1
HrWt ГЫ ЯЯТ «GtUWOUl nui tK5№h |
11 im ряд [ ---------- ----- І
1
I'.mIJmI.I. І.ІЙІ..І >lr,. jI ili.ll 1
1 ■ TrtAh* LlfOd 1 1
1 1

2. C l i c k th e d r o p - d o w n b o x fo r ‘G rand Totals’ a n d s e l e c t y o u r p r e fe r r e d o p tio n :


1. O f f fo r R o w s a n d C o lu m n s
2. O n fo r R o w s a n d C o lu m n s
3. O n fo r R o w s O n ly
4. O n fo r C o lu m n s O n ly

F o r th is e x a m p le , w e w i l l s e l e c t ‘Off for Rows and Columns’


PAGl LAYOUT FORMULAS

Rcw h+e*<)rn -

, ■■ ■i - . ■■ EUi Irt

J lv o t lib lr 'it) H Opt>ar

jnd Tattl
Og R ow tnd C o lu m n
С О

О* It* On>T

On Iv

The ‘G rand Total’ r o w has n ow b een rem oved .


Г19 100 $ 10,339 f 2,5 S5 16
i 20
L L
A Me s s a g e F r o m Th e Au t h o r
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Other Books Available By This Author:


1. Microsoft® Excel® Start Here The Beginners Guide
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(version 2013)
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5. The Microsoft® Excel® Step-By-Step Training Guide Book Bundle
6. Excel® Macros & VBA For Business Users - A Beginners Guide
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