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» 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
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
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.
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:
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
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.
QUARTER О
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
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
® Select a ta b le o r range
Table/Range: Sheet1!SAS1:SISS5|
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
® N ew W o rksh e e t
Q Existing W o rksh e e t
Location:
OK Cancel
\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
The following should be displayed on the left side of your screen Note: the format is not very
easy to read. _______________________
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’
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
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
Protect Sheet...
l i b Color >
hi"**
i l l Sheets
s n « li ьлееьг I ъпеег i
I
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
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
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
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.
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 ■»
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
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
'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
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
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)
S ource N a m ;- APPLES
i * * * * £ *
Custom Name: Sum of APPlES
^ ■■
Summarize Valuer By j Snov. Values At i
Count
A v e ra g e
M a*
M in
V
P ro d u c t
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
Show Vfluei лv
%OfGrandTotal
a it fit rlcm.
R E G IO N
SALES PERSON P№ 1
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
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
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
- R.DWj * «*nw«ReW
1Count
A w ra o r
M ai
Mm
V
! Product
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
Show values и
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
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
OK Cancel
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.
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
3»
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
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±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
4»
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
Q3 2017 r QUARTERS i
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Q1 02 03 04 Vj 1 Q2 С13 04 /
f
t
I
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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
!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
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!
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
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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26 EOM^DATE - S u m o f QTV *
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)
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
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 .~
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
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
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
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
® Select a ta b le o r range
la b le /R a n g e : Data!SA:SF
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
■ N ew W o rksh e e t
® Existing W o rksh e e t
Location:
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
iг
!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
;и
!«
14
£4ie&« vrfitr* >eu w*nt (гч Р* о і Гіь і * up crt ie be
'IS
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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
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
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Dashboard
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
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’
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
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1 .
1T FILTERS I В COLUMNS
EOM.DATE *
I Values 3
1 Count Of QTY2 T
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
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
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
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
® 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
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
rtrt-ths udde-d
L ____________________________________________________________________________________________________________________________________________________________
Layout
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
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
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 -
24 о т ,и
4 ѵ -т -
1
л '
25
26 M ONTH Y R H
V ______ ^
■1
I ж Ѵ і
\
. д -
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
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
:л
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*
!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
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
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
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
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
Hesdtr
0 pupIa/hridгг
£ *p !lcn ; REGION
[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.’
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.
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
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
i d il t h t P u l e U o i i i p h g n
о ypy
W f^)
D t P fft* n t
* ООО
♦A# OK Caned
4 *■ wfien 1 1
1 Cincfl
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.
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.
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
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’
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.
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
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
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:
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
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
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!
■* 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
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
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 ’
SOurc* N u n r CUSTOMER ID
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
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
Y F iltm
M o .e to Beginning
5 u " of custom er ю і *
Mm
V
Product _ ________
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
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 £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
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
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.
| 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
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
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
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
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
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’
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!
Home Insert
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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:
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:
Bonus_Award formula:
=IF('A ctuaI Sales '> L ocation _E ligibility_A m t,('A ctu aI Sales '* 0 .0 2 ),0 )
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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.
To:
А & С О Е F
Employee & Region Sales Report
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:
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
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
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
Select•ConnectionorTable
^omnecSions rabies
Show : f f t jj C g n n e r t i o m ______________ _ J v
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1
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*
Oned Mert finish
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 :
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 Connection,.,
С New Worksheet
Existing Worksheet
OK Cancel
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
О Worksheet
@ |* i sting Worksheet
OK Cancel
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 :
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.
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 !
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’
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. 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 ’
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
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:
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
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
FRUIT NAME
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 .’
&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
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
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 .
Rcw h+e*<)rn -
, ■■ ■i - . ■■ EUi Irt
jnd Tattl
Og R ow tnd C o lu m n
С О
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