It is a flexible alternative to a structured worksheet report that has typed headings, and formulas to calculate the totals. There are a few things to do though, before you build a pivot table. Being prepared can save you lots of time and troubleshooting later!
Check your source data, to be sure that it is organized correctly. There are guidelines on the Create an Excel Pivot Table page. In this tutorial, the source data is a named Excel table, with sales records for a food company.
Each record has details on one product sale. We know:. Think about what you want to show in the pivot table. What do you want to count or sum? You can use other functions too, but count and sum are used most often.
For our pivot table, we will start with a simple report that shows the total number of orders for each City. How would you set up a worksheet report to show a total for each city? Imagine what that would look like, and set up a small report on a worksheet, with a couple of headings, and some fake numbers. Or sketch out the report on paper, to help you picture what should go where.
The screen shot below show a worksheet report plan, with city names shortened in column A. The numbers in column B show where we want the total number of orders for each city. There are two pivot table commands on the Insert tab of the Excel Ribbon, and both options are explained below.
It shows you different pivot table layouts that you could start with, based on your source data. After you've looked through the list of recommended pivot tables, click on the one that you want to use. Here's how you can choose a layout:. For this example, the Sum of Quantity by City is similar to what we need, so click on that layout, then click OK.
When the Recommended PivotTables dialog box closes, Excel inserts a new worksheet in the workbook, with the pivot table that you selected. Quick and easy! In the screen shot below, you can see the completed pivot table for Sum of Quantity by City. Now, go to the PivotTable Field List section below , to see how to make changes to the pivot table. NOTE: Instead of adding a new sheet, you can click the Existing Worksheet option, and select the sheet where you want the pivot table to be created.
The rest of this guide will explain that to you step by step using concepts that are familiar to you…. A Pivot Table is used to summarise, sort, reorganise, group, count, total or average data stored in a table. It allows us to transform columns into rows and rows into columns. It allows grouping by any field column , and using advanced calculations on them. Use a pivot table to build a list of unique values.
Because pivot tables summarize data, they can be used to find unique values in a table column. This is a good way to quickly see all the values that appear in a field and also find typos, and other inconsistencies. In a few easy steps, we will see how pivot tables work.
Then, no pivot table creating will seem hard anymore. What information can we get out of this table? We can count the cards in each of the categories for example. Instead of counting all the cards in a specific table cell, the computer can do the counting for us. As a result, we only see the number. Row Labels in a column?
Yes, because every row needs its label at the beginning. This renders the labels to be one below another, hence form a column. Not much has changed, right?
It provides us the same information. It is just up to our preference which form we like more. One difference is that we no longer have Row Labels. Instead, we have Column Labels. Column Labels still refer to the colors red and black. It is just the fact that they now label each of the columns. As with Row labels , Column Labels are placed at the beginning of the columns and they happen to be one next to each other — thus forming a row. For an easy understanding, you can have a look at the Pivot Table areas diagram at Excel Campus.
So we can sort into groups according to the symbol. What if we wanted to divide the cards into more categories using more of their properties i. We will add another dimension that represents the color. The card symbols now represent Row Labels. We will add the color as Column Labels. As you can see, there are categories where there are no cards. This already reveals some useful information. Again, it provides the same value, the same information. It just depends on what best represents the story we want to communicate.
The second and third cases might seem a bit complicated at first sight. Just imagine that we first divide the cards into the categories according to their color. Next we divide the cards into 4 and 4 categories according to the symbol. In the case of the standard deck of 52, such a division in the categories is not very practical.
It makes a lot of table cells to remain empty. For simplicity, most of the tools simply skip the empty cells. Skipping the cells provides a more compressed result that is easier to read. Count of the totals in rows and columns can sometimes reveal another important information. Probably not in the case of the cards.
Although, just have a look…. We can see that there are 26 red cards in total, 26 black cards in total and 13 cards with each of the symbols. It is important to notice that Column Totals count all the cards 52 as well as Row Totals All the cards are divided in the cells of the pivot table. Every single card is represented exactly once. This resembles the real world — you cannot put a single card into two decks at the same time.
We might be interested more in the relative values. That means how big a piece of the total number does each column or row represents. As we can see, half of the cards are red, half of them are black. The individual symbols are always represented by a quarter of all the cards. The default location for a new pivot table is New Worksheet. The PivotTable Fields pane appears.
To get the total amount exported of each product, drag the following fields to the different areas. Below you can find the pivot table. Bananas are our main export product. That's how easy pivot tables can be! Because we added the Country field to the Filters area, we can filter this pivot table by Country.
For example, which products do we export the most to France? Note: you can use the standard filter triangle next to Row Labels to only show the amounts of specific products.
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