Excel 2010 - Charts & Pivot Tables manual - · PDF fileExcel 2010 – Charts and Pivot Tables – version 1.1 4 Section I PivotTable Basics One of the most powerful tools provided

Excel 2010 – Charts and Pivot Tables – version 1.1 2

Overview

OVERVIEW .................................................................................................................................................. 2

PIVOTTABLE BASICS .............................................................................................................................. 4

CREATING A PIVOTTABLE .......................................................................................................................... 5 Setting Up the PivotTable ............................................................................................................ 7 Rearranging PivotTables ............................................................................................................. 8 Updating PivotTable data ........................................................................................................... 9 Creating an Excel Table From a PivotTable View ...................................................................... 9

FILTERING & SORTING DATA ................................................................................................................... 10 Sorting Data .............................................................................................................................. 10 Filtering Data ............................................................................................................................ 10

FORMATTING PIVOTTABLES ..................................................................................................................... 12 Using Table Styles ..................................................................................................................... 12 Changing Field Names .............................................................................................................. 12 Number Formatting ................................................................................................................... 13 Clearing Report Data ................................................................................................................ 13 Changing PivotTable Layout ..................................................................................................... 14

GROUPING DATA ...................................................................................................................................... 15 Collapsing & Expanding Views ................................................................................................. 15 Grouping Fields ........................................................................................................................ 16

REVIEW .................................................................................................................................................... 17

USING CALCULATIONS IN PIVOTTABLES ...................................................................................... 18

COMPARISONS & TOTAL OPTIONS ............................................................................................................ 18 Changing Total Options ............................................................................................................ 19 Value Comparisons ................................................................................................................... 20 % Row or Column Comparisons ............................................................................................... 21 Running Total ............................................................................................................................ 21 % of Total .................................................................................................................................. 22

CALCULATED FIELDS AND ITEMS ............................................................................................................. 23 Creating a Calculated Field ...................................................................................................... 23 Creating a Calculated Item ....................................................................................................... 24 Removing Calculated Fields & Items ........................................................................................ 25

COMBINING MULTIPLE DATA SOURCES IN A PIVOTTABLE ....................................................................... 26 Accessing the PivotTable Wizard Button ................................................................................... 26 Creating a Multiple Data Source PivotTable ............................................................................ 27

REVIEW .................................................................................................................................................... 28

ADVANCED PIVOTTABLE FORMATTING & CHARTS ................................................................. 29

FORMATTING PIVOTTABLES ..................................................................................................................... 29 Applying a Design Style............................................................................................................. 29 Conditional Formatting ............................................................................................................. 29 Additional Conditional Formatting ........................................................................................... 31

PIVOTCHARTS .......................................................................................................................................... 32 Creating a PivotChart ............................................................................................................... 32 Using PivotChart Filters & Formatting .................................................................................... 33 Updating the PivotTable and PivotChart .................................................................................. 33

REVIEW .................................................................................................................................................... 34

CREATING CHARTS ............................................................................................................................... 35

UNDERSTANDING SINGLE VS MULTIPLE SERIES CHARTS .......................................................................... 35 CREATING & MODIFYING A CHART .......................................................................................................... 36

3 Excel 2010 – Charts and Pivot Tables – version 1.1

Creating a Chart ....................................................................................................................... 36 Modifying with the Design Tab Options .................................................................................... 36 Modifying with the Layout Tab Options .................................................................................... 38 Modifying with the Format Tab Options ................................................................................... 39

ADDITIONAL CHART FORMATTING ........................................................................................................... 40 Modifying Charts Using Themes ............................................................................................... 40 Creating a Chart from Non-Consecutive Data .......................................................................... 41 Drop-lines and Axis Formatting ................................................................................................ 42 Using Shapes for Chart Series .................................................................................................. 43 Using Pictures for Chart Series ................................................................................................ 43 Using Shapes for Chart Callouts ............................................................................................... 44

REVIEW .................................................................................................................................................... 45

SPECIFIC CHART TYPES & TECHNIQUES ...................................................................................... 46

ANALYSIS TOOLS ..................................................................................................................................... 46 Up/Down Bars ........................................................................................................................... 46 Using Another Series to Highlight Chart Data ......................................................................... 47

TRENDING TOOLS ..................................................................................................................................... 48 Adding Trendlines ..................................................................................................................... 48 Using Secondary Axis ................................................................................................................ 49

HIGHLIGHTING RELATIONSHIPS & DIFFERENCES WITH CHARTS .............................................................. 50 Doughnut Charts ....................................................................................................................... 50 Sub-Pie Charts .......................................................................................................................... 51 Paired Bar Charts ..................................................................................................................... 52 Radar Charts ............................................................................................................................. 53

REVIEW .................................................................................................................................................... 54


Section I PivotTable Basics

One of the most powerful tools provided in Excel are PivotTables. PivotTables allow you to manipulate your data into summary reports, with calculations and filters to create various analysis of your information, without ever touching your originating data. This gives you incredible flexibility, and analytical, and reporting power, over your data, without worrying about messing up your tables and formulas where the data is stored. In the most simplistic terms, a PivotTable is a view of your original data in a different layout. To create a PivotTable, you drag the headers of your columns (fields) from your originating data, and place them in the desired layout in your PivotTable. This allows you to change columns to rows, or do calculations. A PivotTable is comprised of a column and a row area – just like a regular Excel spreadsheet. However, with a PivotTable, you can decide how you want to rearrange your data by dragging your various data into the column, row or values area. The values area is the area that can be calculated. Also, PivotTables allow you to have multiple fields in either the rows, columns or values area.


Imagine that you have a list of customer orders that includes the dates of the orders, the products ordered, the quantity, and the distribution center it was shipped from. Let’s say you want to find out the total quantity, shipped by distribution center, by the type of product for all of last year, and then you also want to do the same by client. You wouldn’t be able to do this easily using a standard excel table. But with a PivotTable, you could have your analysis in just a couple minutes. If you have ever looked at a spreadsheet and wished you could easily create sub-totals for sections of your data, then you wanted a PivotTable. Creating a PivotTable Before you can create a PivotTable, you need to make sure that your excel data is PivotTable ready. Basically, this means that it has to be in a tabular layout with the following:

• There are no blank columns or rows within your table of data • Every field has a value • Numbers are pre-formatted appropriately – if it’s a date, percentage,

currency, etc. . . make sure it is all formatted consistently and correctly BEFORE you create your PivotTable

• There are headers for each column and these are all in the first row of your table

• It must be 2 dimensional – and there are no columns with the same headers. This means it has to be in a table layout with one header for each column and only one row that contains the headers. If you had a row that had Q1-Q4 listed with the various items underneath, and then you had a row above those headers that indicated the year – this would not be 2 dimensional. This means that you would have Q1 listed as a header multiple times, within the different year headers. You are looking at 2 different types of headers – there would be Q1 of 2009 and Q1 of 2010. A better method would be to create another column that was titled year, with the actual years in it – to make it 2 dimensional and PivotTable ready.


3 dimensional table

2 dimensional table If you have ever worked with databases, such as Access – then you understand the tabular layout needed for your data if you want to use it in a PivotTable. Look at your excel table of data and ask yourself if you could easily convert it to an Access table. If so, then it is probably PivotTable ready.


Setting Up the PivotTable We have a table of clients and sales data for the year. We want to create a PivotTable so we can view the total sales by sales person/region. We want to create this in its own worksheet, rather than within the one that the table of data is in. 1. Open the CSC Sales worksheet in the Excel Practice Files folder 2. Go to the Customer List spreadsheet and select a cell within the table 3. On the Insert tab, click on the first button, which says PivotTable 4. In the Table/Range field, ensure that it says: 'Customer List'!$A$2:$H$230, and

that the New Worksheet option is selected, then click OK 5. From the PivotTable Field list on the right, drag the

Customer Name field to the Column Labels section at the bottom

6. Drag the Sales Person field in the Row Labels section, and the Sales field in the Values section

7. Name your spreadsheet tab: Sales info


Rearranging PivotTables Now that we have a basic PivotTable set up, we can manipulate the data so we can analyze it in different ways. 1. Uncheck the box next to the Customer Name in the

Field List – this should display the list of total sales by sales person

2. Re-check the check box

next to the Customer Name item in the Field List – this adds the Customer Name in the Row Labels (rather than the Column Labels) which still displays our total sales by sales person, but also gives us a breakdown of each client under that Sales Person

3. Uncheck the Sales field 4. In the Row Labels section of the PivotTable Field List, click the drop-down arrow

for the Customer Name field item and select Move to Values

5. Notice that the table now displays the total amount of customers each Sales Person has

Note: If you place a field, that does not contain numerical data, in the Values section of a PivotTable, it will display the count of those items – how many times they appear.


Updating PivotTable data By default, your PivotTable will keep the data you originally used when you set it up. However, if you update the excel data from the originating location, you probably want it to also update your PivotTable. To do this, you need to let Excel know you want to update the data in your PivotTable. 1. Move the Customer Name field back to the Row Labels (so that it is listed under

Sales Person), and add the Quarter field to the Column Labels section 2. Check the box next to the Sales field so that it adds it to the Values section 3. Look at the Sprauve Market client for Alica Tomas – the current amount

displayed for Q2 is 27000. Let’s change that in our original Excel table. 4. Go back to the Customer List spreadsheet and find the Sprauve Market client

(hint – sort the list by customer name) 5. Change the Q2 sales amount to $27,150 in the Sales column 6. Return to your PivotTable and note that the number has not updated 7. Click on the PivotTable Tools Options contextual tab and then click on

the Refresh button (in the Data group) 8. The amount should now be updated to 27150

Creating an Excel Table From a PivotTable View Just as you created a PivotTable from an Excel table of data, you can do the reverse by taking the current view of your PivotTable to create an Excel table that just displays the filtered info from the PivotTable report. We want to create an Excel table that only displays the data from our PivotTable for Q1 sales. 1. In the PivotTable Field List, uncheck the Customer Name field 2. Double-click on the Grand Total for Q1, in cell B16 3. This will open another spreadsheet with the complete table of information (all of

the original table headers) but only displaying the Q1 sales numbers 4. Name this spreadsheet: Customer Q1 Sales This would allow you to send just this spreadsheet to someone else without attaching other data you may not want them to see.


Filtering & Sorting Data PivotTables provide multiple sort and filter features to allow you to better analyze your data.

Sorting Data You can quickly sort your data using the row and column sort features. Or you can create a specific sort by using the manual sort option. We want to view our PivotTable by Region – but not alphabetically. We want to view it in this order: United States, Americas, International. 1. On the Sales Info spreadsheet, in the PivotTable Field List

panel, add the Region field to the Row Labels above the Sales Person field

2. In the PivotTable, click the drop-down arrow for the Row Labels and select Sort Z to A – this will sort the Regions in reverse alphabetical order

3. Click in cell A11 (where International is listed) and type: Americas and then press Enter

Filtering Data You can filter any of your PivotTable data by column or row labels. We will start by using the Report Filter feature so we can view our sales data by Market. We will also use Data filters to view the amount of sales based on clients that started with CSC this year. 1. In the PivotTable Field List, uncheck the Region field item and check the

Customer Name field item 2. Drag the Market field item to the Report Filter section 3. In the PivotTable, click the drop-down arrow next to the Market report filter in

the PivotTable and select Caribbean 4. Click OK – your data should list all customers and the

annual sales for that Market 5. Click on the drop-down arrow next to the Market

report filter again and check the box next to Select Multiple Items

6. Check the boxes next to Caribbean and Europe 7. Click OK and view your data 8. Use the Report Filter again to display All Markets 9. Add the Date Acct Created field to the Column Labels 10. Remove the Customer Name from the Row labels, and

remove the Quarter Labels from the Column Labels


11. Click on the Column Labels drop-down arrow in the PivotTable and choose Date Filters

12. Select Last year and view your table 13. Use the Date Filter again, but this time select Between 14. In the first field, enter

the date 1/1/2010 15. In the second date, type the date 6/30/2010 16. Click OK and view your table 17. To clear your filter, click on the Column Labels drop-down arrow again and

select Clear Filter from “Date Acct Created”


Formatting PivotTables There are many techniques you can use to format your PivotTables even further in Excel. You can format layout, table style, and numbers.

Using Table Styles You can use the Excel table styles to format your PivotTable, just as you would format and Excel table. 1. Make sure you are in your PivotTable (that a cell is selected) so that your

PivotTable Tools contextual tabs are visible on the Ribbon 2. Click on the Design tab

3. Click the More button in the PivotTable Styles group, to view the entire gallery of styles

4. Select your desired style

Changing Field Names When you create your PivotTable, it pulls all of its field names from the headers in the original data table. However, you can change your various field names in your PivotTable from the default. 1. Click on the cell in the PivotTable, that contains the words Sum of Sales (upper

left corner of your PivotTable) 2. On the Ribbon, click on the Options tab, and in the Active Field group, click the

Field Settings button 3. In the Custom Name Field, type: Current Year Sales, then click OK 4. In the PivotTable Field List panel, click the drop-down arrow for the Date Acct

Created item in the Column Labels section and select Field Settings from the menu

5. In the Custom Name Field, type: Account Inception, then click OK 6. You can also turn off your Field headers completely by clicking

on the Field Headers button, in the Show/Hide group, of the Options tab, on the Ribbon


Number Formatting Unfortunately your number formats don’t carry over from your originating data, so you will need to adjust them in your PivotTable. Let’s format our Sales numbers so that they display in Currency format. 1. In the PivotTable Field List panel, click the drop-down arrow for the Current

Year Sales item in the Values section and select Value Field Settings from the menu

2. Click on the Number Format button 3. Select Currency from the Category list then change the

decimal places to 0 4. Click OK twice

Clearing Report Data You can easily clear an entire PivotTable so that you can quickly start building on a clean slate. 1. On the Options tab on the Ribbon, in the Actions group, click the Clear

button 2. Select Clear All 3. In the PivotTable Field List, check the boxes next to: Sales Person,

Customer Name, and Sales (in that order) 4. Notice that the field names and number formatting have reverted back to the

original formatting 5. Click the Undo button 4 times to go back to the original PivotTable Note: Using Clear will also delete your number formatting or re-named Fields.


Changing PivotTable Layout Excel provides you with some quick tools to change your PivotTable layout. There are 3 types of layouts and each can be useful in different ways:

• Compact Layout – This layout is the default layout and is most useful for being able to expand and collapse your data.

• Outline Form Layout – Useful for copying data from your PivotTable to a new location.

• Tabular Layout – Useful if you want to use the summary data in other analysis because all subtotals are displayed at the bottom of the groups.

1. In the PivotTable Field List, rearrange your fields so that the Sales Person and Customer Name field are in the Row Labels section (in that order), and the Current Year Sales are in the Values area

2. Remove the Account Inception field from the Column Labels section 3. Go to the Design tab in the PivotTable Tools contextual tabs on the Ribbon 4. In the Layout group, click on the Report Layout button 5. Select Show in Outline form and view your PivotTable – the Customer Name is

now displayed in a separate column, rather than directly under the Sales Person name, however, it is still listed as a sub item

6. Click on the Report Layout button again and select Show in Tabular form and view your PivotTable – There is now a separate row that displays the total for each sales person

7. Click on the Report Layout button again and select Show in Compact form – this is the default layout when you create a PivotTable

Outline Layout

Tabular Layout Compact Layout


Grouping Data

Collapsing & Expanding Views By default, Excel provides quick ways to collapse and expand your data in your PivotTable. You can also turn this feature off if you do not want it visible in your PivotTable. 1. On the Options tab, in the Show/Hide group, click the +/- Button to

uncheck it, and notice that the symbols disappear from your PivotTable (next to your Sales Person names)

2. Click the button again to turn the collapse toggles (+/-) back on 3. Click on the + or – symbol next to one of the fields in your PivotTable to open and

close each record for your Sales Persons to see their client list

4. On the Options tab, in the Active Field group, click the Collapse Entire Field item to list only the Sales Person names without the Customer Names

5. Click the Expand Entire Field Item to display all Customer Names again 6. Double-click on the first client listed under one of the Sales persons 7. From the pop-up menu, select Account Inception, then click OK 8. Notice that the Account Inception item has been added to the Row Labels and

that each Customer has an Expand symbol (+) next to it to view its date


Grouping Fields Just as we expanded and collapsed views of fields that Excel has grouped for us, we can create our own groupings for a field that we can then collapse and expand. We want to create a group for our Account Inception field that groups in months, quarters, and years. 1. In the PivotTable Field List panel, move the Account Inception field into the

Column Labels section of the PivotTable Field List, and remove the Customer Name field

2. Click on the cell containing one of the dates in your PivotTable to select it

3. On the Options tab on the ribbon, click on the Group Field item 4. Select Months and Years in the Grouping dialog box, then click OK 5. Notice that the groups were created in your PivotTable

and now Years is visible in your Column Labels section of your PivotTable Field List

6. Click on the minus (–) symbol next to 2005 in the

PivotTable to collapse that year 7. With the cell still selected that contains the label year, on

the Options tab of the ribbon, click the Collapse Entire Field button to collapse all of the years in the PivotTable

8. We can also move the new groups to

different label areas of our PivotTable: move the Account Inception field to the Row Labels area (this is displaying by month now) and remove the Sales Person field

Tip: You can also group by a range of numbers such as an age range or even by text. For example you can group a number of states into a region – if you didn’t have regions pre-set up as a field in your table.


Review 1. Open up the Gourmet Hot Dogs workbook from your Excel Practice Files folder. 2. Create a PivotTable using the table on the Inventory Usage sheet – after you

create the PivotTable spreadsheet, name the sheet as: Q1-Q2 Usage . Page ( 3 ) 3. Set up the PivotTable so that in the PivotTable Field List panel, the following

sections and fields are as below: Page (5) a. Column Labels: Month Used b. Row Labels: Description c. Values: Inventory Used

4. Create a new Excel table from your PivotTable that only displays the products used in January, and name the new sheet: January Usage (hint – double-click on the Grand Total for January). Page (9)

5. On the Q1-Q2 Usage PivotTable, add the Product Type field as a Report (page) Filter. Page (10)

6. Filter the PivotTable to display only Food & Condiment Product Types. Page (10) 7. Add the Price per pkg field to the Row Labels under the Description field 8. Collapse the entire Price per pkg field. Page (15) 9. Change the PivotTable Style to the style of your choice from the PivotTable

Styles gallery. Page (12) 10. Save your changes. Finished PivotTable should look like the picture below.

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Excel 2010 - Charts & Pivot Tables manual - · PDF fileExcel 2010 – Charts and Pivot Tables – version 1.1 4 Section I PivotTable Basics One of the most powerful tools provided