114 Learning Excel

PivotTablesAnalyze Bookstore SalesEducators are finding themselves creating worksheets to help them keep track of more and more

data. As the worksheets increase in size, it becomes more difficult to find and analyze the data.

This activity and the one following it will teach you how to use PivotTables in Excel to make this

easier.

Learning About PivotTablesA PivotTable lets you reorganize data in a worksheet or database table (like the Staff file in the last

activity) so you can easily analyze the data and print a report. Pivot, in database language, means

to turn (pivot) data to view it from different angles. That’s what you can do with a PivotTable.

A PivotTable is especially useful with large amounts of data. For example, an administrator or his

assistant might enter standardized test scores in an Excel spreadsheet. He would then be able to

quickly compare test scores from different student populations (SPED and ELL), by gender, or by

grade level, using a PivotTable. The PivotTable would allow him to quickly reorganize the data and

compare the scores. This is exactly what you’ll do in the next activity. First, though, you’re going

to create and manipulate a simple PivotTable in this activity so you’ll know how they work before

you work with more complex data.

Learning About the Worksheet1. PivotTables are created from worksheets, so open the file “Bookstore” from the “Learning Excel”

folder on the CD-ROM that came with this book.

This worksheet is a record of sales for a 5-week

period in a school bookstore.

Because the steps for creatinga PivotTable in differentversions are substantiallydifferent, two sets of directionsare given. Find the indicatorfor your version and follow thedirections. Editing thePivotTable is the same for allversions so all versions willfollow these directions.

This Activity Covers the Following Topics• Learning About the PivotTables

• Learning About the Worksheet

• Creating a PivotTable

• Adding Data to the PivotTable

• Editing the PivotTable

• Using a Page Field

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Creating a PivotTable1. It will be difficult to analyze the data in this worksheet because of

the way it is arranged, so we’ll create a PivotTable to make it

easier. Click cell A1A1A1A1A1. Click the Data menuData menuData menuData menuData menu and choose PivotTablePivotTablePivotTablePivotTablePivotTable

and PivotChart Reportand PivotChart Reportand PivotChart Reportand PivotChart Reportand PivotChart Report. The PivotTable and PivotChart Wizard

appears. There are two sections with choices to make. We will use

the defaults We want to analyze the data from this Excel database

and we want to create only a PivotTable, so click Finish Finish Finish Finish Finish because

the selected choices reflect this.

Don’t worry if you drop the field in the wrongbox. You can just drag it out again and drop itoutside the box.

A new PivotTable appears along with a PivotTable

toolbar and the PivotTable Field List dialog box. As

you can see from the text in the new PivotTable,

you can drag and drop data into four different

boxes: Drop Row Fields Boxes Here,

Drop Page Fields Here,

Drop Column Fields Here, and

Drop Data Items Here.

Adding Data to the PivotTableWe’re going to see how may items were sold during the five week period the worksheet covers.

1. From the PivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field List drag the field Item Item Item Item Item to the box Drop Column Fields HereDrop Column Fields HereDrop Column Fields HereDrop Column Fields HereDrop Column Fields Here. The gray

box under the cursor and the box around the Drop Column Fields Here Drop Column Fields Here Drop Column Fields Here Drop Column Fields Here Drop Column Fields Here section help you to

visualize where you are dropping the field.

The Items field data appears across the top of the box. The data looks like column headings

because it is in the Column Fields section of the PivotTable Item Item Item Item Item is boldfaced boldfaced boldfaced boldfaced boldfaced in the PivotTablePivotTablePivotTablePivotTablePivotTable

Field ListField ListField ListField ListField List to show that it has been used in the PivotTable.

2003, XP

Field ListToolbar

1

116 Learning Excel

2. Drag DayDayDayDayDay and drop it in the Drop Row Fields Drop Row Fields Drop Row Fields Drop Row Fields Drop Row Fields

Here Here Here Here Here box. The days of the week appear.

3. Drag Number Sold Number Sold Number Sold Number Sold Number Sold to the box Drop Data ItemsDrop Data ItemsDrop Data ItemsDrop Data ItemsDrop Data Items

Here Here Here Here Here box.

2

4. Click the Hide Field List button Hide Field List button Hide Field List button Hide Field List button Hide Field List button on the PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar so the Field List palette disappears.

3

It is easy to see how many of each item were sold for the 5-week period. Grand TotalGrand TotalGrand TotalGrand TotalGrand Total at the

bottom bottom bottom bottom bottom of the PivotTable shows how many of each item were sold. Grand TotalGrand TotalGrand TotalGrand TotalGrand Total on the rightrightrightrightright

shows how many items were sold each weekday. A total of 201 items were sold as shown in the

bottom right cell where both Grand Totals converge. Jump to All VersionsJump to All VersionsJump to All VersionsJump to All VersionsJump to All Versions.

2000, 97 2004, X, 2001, 98

Creating a PivotTable1. It will be difficult to analyze the data in this worksheet because of the way it is arranged so we’ll

create a PivotTable to make it easier. Click cell A1A1A1A1A1. Click the Data menuData menuData menuData menuData menu and choose PivotTablePivotTablePivotTablePivotTablePivotTable

ReportReportReportReportReport. The PivotTable Wizard appears. We want to analyze

the data in a Microsoft Excel list or databaseMicrosoft Excel list or databaseMicrosoft Excel list or databaseMicrosoft Excel list or databaseMicrosoft Excel list or database, so click FinishFinishFinishFinishFinish

because the selected choice reflects this.

Learning Excel 117

A new PivotTable appears along with a PivotTable toolbar

with the PivotTable Field List. As you can see from the

text in the new PivotTable, you can drag and drop data

into four different boxes: Drop Row Fields Here, Drop

Column Fields Here, Drop Page Fields Here, and Drop

Data Items Here.

Don’t worry if you drop the field in the wrongbox. You can just drag it out again and drop itoutside the box.

Field ListToolbar

Adding Data to the PivotTableWe’re going to see how may items were sold during the five week period the worksheet covers.

1. From the PivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field List drag the field Items Items Items Items Items to the box Drop Column Fields HereDrop Column Fields HereDrop Column Fields HereDrop Column Fields HereDrop Column Fields Here. The gray

box under the cursor and the box around the Drop Column Fields Here Drop Column Fields Here Drop Column Fields Here Drop Column Fields Here Drop Column Fields Here section help you to

visualize where you are dropping the field.

2. Drag DayDayDayDayDay and drop it in the Drop Row Fields Here Drop Row Fields Here Drop Row Fields Here Drop Row Fields Here Drop Row Fields Here box.

3. Drag Number Sold Number Sold Number Sold Number Sold Number Sold to the box Drop Data Items Here Drop Data Items Here Drop Data Items Here Drop Data Items Here Drop Data Items Here box.

12

3

It is easy to see how many of each item were sold for the 5-week period. Grand TotalGrand TotalGrand TotalGrand TotalGrand Total at the

bottom bottom bottom bottom bottom of the PivotTable shows how many of each item were sold. Grand TotalGrand TotalGrand TotalGrand TotalGrand Total on the rightrightrightrightright

shows how many items were sold each weekday. A total of 201 items were sold as shown in the

bottom right cell where both Grand Totals converge.

118 Learning Excel

All Versions

Editing the PivotTable1. It was easy to analyze the data, but let’s do another pivot to see if we can make it even easier.

Click a cell containing data in the PivotTablecell containing data in the PivotTablecell containing data in the PivotTablecell containing data in the PivotTablecell containing data in the PivotTable. Click PivotTable PivotTable PivotTable PivotTable PivotTable in the PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar and

choose PivotTable WizardPivotTable WizardPivotTable WizardPivotTable WizardPivotTable Wizard.

2. Click LayoutLayoutLayoutLayoutLayout.

The layout in this new window produced the PivotTable you’ve been working with. You can change

the PivotTable by dragging the field names to other parts of the table.

3. Drag Day Day Day Day Day from the Row box Row box Row box Row box Row box and drop it in the gray areadrop it in the gray areadrop it in the gray areadrop it in the gray areadrop it in the gray area. This is how you remove a field.

4. Drag Item from the Column boxItem from the Column boxItem from the Column boxItem from the Column boxItem from the Column box and drop it in the Row boxdrop it in the Row boxdrop it in the Row boxdrop it in the Row boxdrop it in the Row box.

5. Drag the Day Day Day Day Day field from the Field List to the Column boxfrom the Field List to the Column boxfrom the Field List to the Column boxfrom the Field List to the Column boxfrom the Field List to the Column box. We are still looking at the same data,

but we have pivoted the data so it is in a different order. Click OK OK OK OK OK and then FinishFinishFinishFinishFinish to see the

results. Some people may find the data this layout easier to understand.

The eye naturally looks from left to right, so this layout may be better to analyze the data.

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6. Let’s pivot again. Click a cell with data in the PivotTablecell with data in the PivotTablecell with data in the PivotTablecell with data in the PivotTablecell with data in the PivotTable.

7. Click PivotTable PivotTable PivotTable PivotTable PivotTable in the PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar and choose

PivotTable WizardPivotTable WizardPivotTable WizardPivotTable WizardPivotTable Wizard.

8. Click LayoutLayoutLayoutLayoutLayout.

9. Drag the Item Item Item Item Item field from the Row boxfrom the Row boxfrom the Row boxfrom the Row boxfrom the Row box

and drop itand drop itand drop itand drop itand drop it. Click OK OK OK OK OK and then FinishFinishFinishFinishFinish to

see the results. This is an easy to

understand table, wouldn’t you agree?

Using a Page Field1. Lets add a page field to the table. Click a cell with data incell with data incell with data incell with data incell with data in

the PivotTablethe PivotTablethe PivotTablethe PivotTablethe PivotTable.

2. Click PivotTable PivotTable PivotTable PivotTable PivotTable in the PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar and choose

PivotTable WizardPivotTable WizardPivotTable WizardPivotTable WizardPivotTable Wizard.

3. Click LayoutLayoutLayoutLayoutLayout.

4. Drag the Item Item Item Item Item field from the Field ListField ListField ListField ListField List to the Page box Page box Page box Page box Page box. Click

OK OK OK OK OK and then FinishFinishFinishFinishFinish to see the results.

5. The table looks almost like it did before, but the field Item Item Item Item Item is

at the top with (All) (All) (All) (All) (All) as the filter choice. Click the filter arrow and choose Pencils-LogoPencils-LogoPencils-LogoPencils-LogoPencils-Logo. Click OKOKOKOKOK.

Monthly sales totals for each day of the week for Pencils-Logo appear.

This layout lets you view the total sales for each item separately.

Rows - Ask yourself,“What do you want toknow?” In this table,the question might be”Do items with theschool logo sell betterthan plain items?” Thisquestion and answertells us to put the Itemfield in the Rows box.Why? Because themind automaticallyreads from left to right,the most importantinformation should behere.

PivotTable

Data - Drop the field containing the numerical data here. You must havenumerical data, otherwise the PivotTable will automatically count the non-emptycells. This means that text in a cell becomes a number 1.

Column- Drop the field that separates the data if you wantindividual data to appear. Dropping the field Day into theColumn box makes it easy to see how many of each item weresold each day.

Grand Total-Grand totals areautomaticallygenerated by thePivotTable. Thetotals are createdfrom the values inthe Data box.

120 Learning Excel

PivotTables 2Analyze Student Test ScoresBecause of NCLB and state standards, educators must keep records of student achievement. They

must also analyze this data to see how well their students are doing. In the last activity you

learned the basics of PivotTables. Now you’ll use that knowledge to analyze student test scores.

Learning About the Worksheet1. Open the file “Test Scores” from the “Learning Excel” folder on the CD-ROM that came with this

book. This worksheet is a database of student test scores of sixth graders from four schools.

Because the steps for creating a PivotTable in different versions are substantially different two

sets of directions are given. Charts are also substantially different. Find the indicator for your

version and follow the directions. Editing the PivotTable is the same for all versions so all

versions will follow these directions.

This Activity Covers the Following Topics• Learning About the Worksheet

• Creating a PivotTable

• Adding Data to the PivotTable

• Editing the PivotTable

• Using a Page Field

• Analyzing the Data

• Removing Data from the PivotTable

• Analyzing the Data

• Using a Column Field

• Charting the Data

Creating a PivotTable1. Click cell A1A1A1A1A1. Click the Data menuData menuData menuData menuData menu, choose PivotTable and PivotChart ReportPivotTable and PivotChart ReportPivotTable and PivotChart ReportPivotTable and PivotChart ReportPivotTable and PivotChart Report. The PivotTable and

PivotChart Wizard appears. We want to analyze the data from this Excel database and we want

to create only a PivotTable, so click NextNextNextNextNext because the selected choices reflect this.

2003, XP

2. The range in the window shows the data in the

database, so click NextNextNextNextNext.

3. The new PivotTable should be created as a new

worksheet, and that is selected, so click FinishFinishFinishFinishFinish.

Learning Excel 121

A new PivotTable appears along with a PivotTable toolbar

and the PivotTable Field List dialog box. As you can see

from the text in the new PivotTable, you can drag and

drop data into four different boxes: Drop Row Fields Here,

Drop Column Fields Here,

Drop Column Fields Here, and

Drop Data Items Here.

Field ListToolbar

Adding Data to the PivotTableWe’re going to see how boys’ Writing scores compare to girls’ writing scores.

1. From the PivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field List drag the field Gender Gender Gender Gender Gender to the box Drop Row Fields HereDrop Row Fields HereDrop Row Fields HereDrop Row Fields HereDrop Row Fields Here. The gray

box under the cursor and the box around the Drop Row Fields Here Drop Row Fields Here Drop Row Fields Here Drop Row Fields Here Drop Row Fields Here section help you to visualize

where you are dropping the field.

The Gender field appears with each unique piece of data listed (M and F) and Grand Total.

Gender is boldfaced in the PivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field List to show that it has been used in the PivotTable.

2. Drag Student IDStudent IDStudent IDStudent IDStudent ID and drop it to the

right of the Gender field headingright of the Gender field headingright of the Gender field headingright of the Gender field headingright of the Gender field heading.

A large gray I-beam insertion point

shows you where the field will appear.

3. Drag Writing Writing Writing Writing Writing to the box Drop Data Items HereDrop Data Items HereDrop Data Items HereDrop Data Items HereDrop Data Items Here.

4. Scroll downScroll downScroll downScroll downScroll down to examine the data. You’ll see a sum of the

scores for girls (F Total).

5. Scroll down further to see the sum of scores for the boys

(M). You’ll also see a Grand Total of student scores.

This data isn’t useful, but an average would be. We’ll fix that. Jump to All VersionsJump to All VersionsJump to All VersionsJump to All VersionsJump to All Versions.

Don’t worry if you drop the field in the wrong box. You canjust drag it out again and drop it outside the box.

2

1

3

I-Beam

122 Learning Excel

2000, 97 2004, X, 2001, 98

Creating a PivotTable1. Click cell A1A1A1A1A1. Click the Data menuData menuData menuData menuData menu, choose PivotTable ReportPivotTable ReportPivotTable ReportPivotTable ReportPivotTable Report. We want to analyze the data in a

Microsoft Excel list or databaseMicrosoft Excel list or databaseMicrosoft Excel list or databaseMicrosoft Excel list or databaseMicrosoft Excel list or database, so click NextNextNextNextNext because the selected choice reflects this.

2. The range in the window shows the data the in the

database, so click NextNextNextNextNext.

3. The new PivotTable should be created as a new

worksheet, and that is selected, so click FinishFinishFinishFinishFinish.

A new PivotTable appears along with a PivotTable

toolbar and the PivotTable Field List dialog box. As you

can see from the text in the new PivotTable, you can

drag and drop data into four different boxes: Drop Row

Fields Here, Drop Column Fields Here,

Drop Page Fields Here, and

Drop Data Items Here.

Don’t worry if you drop the field in the wrong box. Youcan just drag it out again and drop it outside the box.

Adding Data to the PivotTableWe’re going to see how boys’ Writing

scores compare to girls’ writing scores.

1. From the PivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field ListPivotTable Field List drag the

field Gender Gender Gender Gender Gender to the box Drop Row FieldsDrop Row FieldsDrop Row FieldsDrop Row FieldsDrop Row Fields

HereHereHereHereHere. The gray box helps you visualize

where you are dropping the field.

1

Learning Excel 123

2. The Gender field box appears in the box. Drag

Student IDStudent IDStudent IDStudent IDStudent ID and drop it to the right of the Genderright of the Genderright of the Genderright of the Genderright of the Gender

field headingfield headingfield headingfield headingfield heading. A large gray I-beam insertion point

shows you where the field will appear.

3. Drag Writing Writing Writing Writing Writing to the box Drop Data Items HereDrop Data Items HereDrop Data Items HereDrop Data Items HereDrop Data Items Here.

2 I-Beam

3

4. The PivotTable appears with data

listed. Scroll downScroll downScroll downScroll downScroll down to examine the

data. You’ll see a sum of the scores

for girls (F Total) (F Total) (F Total) (F Total) (F Total).

5. Scroll downScroll downScroll downScroll downScroll down further to see the sum of

scores for the boys (M Total)(M Total)(M Total)(M Total)(M Total). You’ll

also see a Grand Total Grand Total Grand Total Grand Total Grand Total of student

scores.

This data isn’t useful, but an average

would be. We’ll fix that.

All Versions

Editing the PivotTable1. Click a cell with data in the PivotTablecell with data in the PivotTablecell with data in the PivotTablecell with data in the PivotTablecell with data in the PivotTable. Click PivotTable PivotTable PivotTable PivotTable PivotTable in the PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar and choose

PivotTable WizardPivotTable WizardPivotTable WizardPivotTable WizardPivotTable Wizard.

2. Click LayoutLayoutLayoutLayoutLayout.

124 Learning Excel

4. Double-click AVERAGEDouble-click AVERAGEDouble-click AVERAGEDouble-click AVERAGEDouble-click AVERAGE.

Click OKOKOKOKOK, and then FinishFinishFinishFinishFinish. Now Excel will average the data.

5. Column A may need to be widened

because the word Average was

added. Move the pointer so it is on

the line between Columns A and Bline between Columns A and Bline between Columns A and Bline between Columns A and Bline between Columns A and B.

Double-clickDouble-clickDouble-clickDouble-clickDouble-click. Average of Writing fits

in the cell.

3. Gender and Student are in the Row box. Sum of Writing appears in the Data box. Sum tells Excel

to total the scores by gender. Double-click Sum of Writing Double-click Sum of Writing Double-click Sum of Writing Double-click Sum of Writing Double-click Sum of Writing so we can change it.

6. Scroll downScroll downScroll downScroll downScroll down and check the total for girls (F TotalF TotalF TotalF TotalF Total). It’s an

average, but it has too many numbers after the decimal point.

7. Right-clickRight-clickRight-clickRight-clickRight-click the Column C markerColumn C markerColumn C markerColumn C markerColumn C marker ( users C-click) and

choose Format CellsFormat CellsFormat CellsFormat CellsFormat Cells.

8. Click the Number tabNumber tabNumber tabNumber tabNumber tab, then Number. Number. Number. Number. Number. The number 22222

is in the Decimal PlacesDecimal PlacesDecimal PlacesDecimal PlacesDecimal Places box and that’s what we want. Click

OKOKOKOKOK. Now the data looks like we want it to.

Editing the PivotTable1. We don’t need to see every student’s score or ID and

it’s irritating to scroll down to see the totals. Click cell

A5 A5 A5 A5 A5 and then click the Hide Details buttonHide Details buttonHide Details buttonHide Details buttonHide Details button on the

PivotTable toolbar.

2. The detail disappears so it’s easy to read just the data

we need. Click cell A6A6A6A6A6 and hide the details. The data

shows that girls have scored higher than boys on the

Writing test.

You’ll find that you have to reformat the data every time youedit the PivotTable. You can decide if you want to reformateach time. You won’t be instructed to do so, but screenshotswill be formatted to make them easier for you to read.

Learning Excel 125

3. Click cell A5 A5 A5 A5 A5 and then click the Show DetailShow DetailShow DetailShow DetailShow Detail

buttonbuttonbuttonbuttonbutton to see the scores for each female student.

4. Show the details for the male students.

Removing Data from the PivotTableNow that you’re starting to see how great PivotTables are, let’s learn more. You’ve changed the

layout by moving fields from one section of the PivotTable to another using the layout window.

Now you’ll learn to remove fields from the PivotTable itself. We’re going to modify the table so you

can see most of the information at a glance.

1. Click the Show/Hide Field List button Show/Hide Field List button Show/Hide Field List button Show/Hide Field List button Show/Hide Field List button on the

PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar PivotTable toolbar so the Field List palette if

needed to view the palette.

2. Place the pointer over the Student ID Student ID Student ID Student ID Student ID field, and

when it changes to match the screenshots, drag it fromdrag it fromdrag it fromdrag it fromdrag it from

the PivotTablethe PivotTablethe PivotTablethe PivotTablethe PivotTable. The cursor changes again to show an “X”

showing that the field is being removed.

Drop it outside the PivotTable.

Users Users

3. Drag the GenderGenderGenderGenderGender field and then Average of WritingAverage of WritingAverage of WritingAverage of WritingAverage of Writing from the PivotTable. users won’t be able to

remove Average of Writing. That’s OK, we just won’t

have to move it in later.

Designing a PivotTableYou’ve learned the basics of pivoting data in a PivotTable. Now you need to learn how to design

one. The first step is to ask yourself what you want to learn from this data. Knowing what you

want to see helps you to design the PivotTable. For this activity, let’s say that you decided that you

want to see how each school did on every test. This answer tells you to put the School field in the

Drop Row Fields Here Box. The viewer of a PivotTable automatically looks at the left side of the

table first, so you put your most important information in the Rows Axis.

1. Click a cell with data in the PivotTable. Drag the School School School School School field to the Drop Row Fields HereDrop Row Fields HereDrop Row Fields HereDrop Row Fields HereDrop Row Fields Here box.

In some versions, a list showing all the school in the Schools field in the database appears. In

other versions only the field name appears. users drag

the field on top of Total. The message “Drop to place this

field on the row axis” appears in the lower left corner to

tell you you’re dropping it on the row box.

Users

126 Learning Excel

6. You can add a field more than one time to a PivotTable. We

already have Writing in the table, and we chose Average as

the Field Setting. Let’s also find out how many kids took the

Writing test and what the standard deviation is. Drag Drag Drag Drag Drag the

WritingWritingWritingWritingWriting field on top of the Total boxTotal boxTotal boxTotal boxTotal box. It appears at the bottom

of the list. Drag Drag Drag Drag Drag the WritingWritingWritingWritingWriting field on top of the Total box Total box Total box Total box Total box again.

7. Click a Sum of Writing Sum of Writing Sum of Writing Sum of Writing Sum of Writing cell for Jackson Jackson Jackson Jackson Jackson and when the cursor

changes to match the screenshots, drag it up under Average ofdrag it up under Average ofdrag it up under Average ofdrag it up under Average ofdrag it up under Average of

WritingWritingWritingWritingWriting. Drag the other Sum of Writing Sum of Writing Sum of Writing Sum of Writing Sum of Writing under this one.

8. Right-clickRight-clickRight-clickRight-clickRight-click the top Sum of Writing Sum of Writing Sum of Writing Sum of Writing Sum of Writing field and choose

Field SettingsField SettingsField SettingsField SettingsField Settings from the menu that appears. Double-click CountDouble-click CountDouble-click CountDouble-click CountDouble-click Count.

9. Change the Field Settings Field Settings Field Settings Field Settings Field Settings for Sum of Writing2 to StdDevStdDevStdDevStdDevStdDev. Click

in the Formula Bar and remove the 2 so the cell reads StdDev

of Writing. Look at the data in the other schools. The same thing

is under data in each school.....

2. The second part of the answer stated that you want to see how they did on

every test. The Drop Data Items Here box must contain values (numbers)

so that tells you to drag the test scores for every test into the Drop Data

Items Here box. Drag Drag Drag Drag Drag the WritingWritingWritingWritingWriting field into the Drop Data Items HereDrop Data Items HereDrop Data Items HereDrop Data Items HereDrop Data Items Here box.

Total scores appear for Writing for each building appear. We need

averages, though. You’re going to learn a new way to change this.

3. Right-clickRight-clickRight-clickRight-clickRight-click the Sum of WritingSum of WritingSum of WritingSum of WritingSum of Writing field and choose Field SettingsField SettingsField SettingsField SettingsField Settings from the

menu that appears. Double-click AVERAGEDouble-click AVERAGEDouble-click AVERAGEDouble-click AVERAGEDouble-click AVERAGE. The data may be formatted to

Average with a

zillion places after

the decimal point.

Let’s leave that

for now.

4. You want to see scores for every test, so drag Stan. Rdg.Stan. Rdg.Stan. Rdg.Stan. Rdg.Stan. Rdg.

Comp Comp Comp Comp Comp (the comprehension portion of the reading test) on

top of the Total boxTotal boxTotal boxTotal boxTotal box. The message “Drop to place this fieldDrop to place this fieldDrop to place this fieldDrop to place this fieldDrop to place this field

a data fielda data fielda data fielda data fielda data field” appears in the lower left corner to tell you

you’re dropping it on the data box.

5. Drag Stan.Rdg. VocabStan.Rdg. VocabStan.Rdg. VocabStan.Rdg. VocabStan.Rdg. Vocab, Stan. Math-Prob. SolvStan. Math-Prob. SolvStan. Math-Prob. SolvStan. Math-Prob. SolvStan. Math-Prob. Solv, and Stan.Stan.Stan.Stan.Stan.

Math-Proc. Math-Proc. Math-Proc. Math-Proc. Math-Proc. on top of the Total Total Total Total Total box so they appear in the

Data box.

Users Users

Learning Excel 127

3. Drag SPEDSPEDSPEDSPEDSPED, ELLELLELLELLELL, F/R LunchF/R LunchF/R LunchF/R LunchF/R Lunch, and YIDYIDYIDYIDYID from the field title area to the Drop Page Fields HereDrop Page Fields HereDrop Page Fields HereDrop Page Fields HereDrop Page Fields Here boxboxboxboxbox.

3. Now that the cell is formatted properly, you can use it to format the remaining cells in

the Total column. Click the Format PainterFormat PainterFormat PainterFormat PainterFormat Painter button button button button button on the Standard ToolbarStandard ToolbarStandard ToolbarStandard ToolbarStandard Toolbar. The

pointer changes to indicate that the

formatting done on the cell was copied.

4. Click in cell C5 and drag down to cell C28. The cells will be

formatted when you release the button.

Using Page FieldsYou can easily see the test scores for each school, but what about the special populations like

SPED, ELL, F/R Lunch, or ethnicity or gender or YID (Years in the district)? By putting these fields

in the Page box, you’ll be able to check the scores of each group.

1. Click a cell with data in the PivotTable and then drag the Gender Gender Gender Gender Gender field from the field title area

into the Drop Page Fields Here boxDrop Page Fields Here boxDrop Page Fields Here boxDrop Page Fields Here boxDrop Page Fields Here box. The field appears at the top of the PivotTable with a filter

arrow to the right.

2. Drag Ethnic on top of the a box of the Gender fieldEthnic on top of the a box of the Gender fieldEthnic on top of the a box of the Gender fieldEthnic on top of the a box of the Gender fieldEthnic on top of the a box of the Gender field. The message “Drop to place this field a page

axis” appears in the lower left corner to tell you you’re dropping it on the data box.

Using Format Painter to Format Field DataThere’s a quick way to format the numbers in the Total column.

1. Click C4C4C4C4C4, the total for Average of Writing for Jackson.

2. Click the Decrease Decimal buttonDecrease Decimal buttonDecrease Decimal buttonDecrease Decimal buttonDecrease Decimal button on the Formatting toolbarFormatting toolbarFormatting toolbarFormatting toolbarFormatting toolbar until there are only 2 digits2 digits2 digits2 digits2 digits

after the decimal pointafter the decimal pointafter the decimal pointafter the decimal pointafter the decimal point.

FormatPainter

128 Learning Excel

Analyzing the Data1. All is selected in each of the Page Fields. Click the filterfilterfilterfilterfilter

arrow next to Gender arrow next to Gender arrow next to Gender arrow next to Gender arrow next to Gender and choose FFFFF to indicate that we

want to see only the scores for the girls in each school.

Click OKOKOKOKOK. The scores change to reflect the choice, girls

scores for each school.

2. Scroll down to see the scores for each test for the district.

3. Let’s see how these scores compare to the Hispanic girls.

Click the filter arrow next to Ethnic filter arrow next to Ethnic filter arrow next to Ethnic filter arrow next to Ethnic filter arrow next to Ethnic and choose HHHHH and then

click OKOKOKOKOK to indicate that we want to see the scores for

Hispanic students. F F F F F was chosen in the Gender Gender Gender Gender Gender field, so

the data shows the scores for Hispanic girls.

4. Experiment by using filters to see the combinations you

can use to drill down to get different types of information.

5. Choose (All)(All)(All)(All)(All) for every field in the Page boxevery field in the Page boxevery field in the Page boxevery field in the Page boxevery field in the Page box.

Color-coding the DataIt may be easier to read the data if it was color-coded.

1. Click and drag to select cells B9-C11B9-C11B9-C11B9-C11B9-C11 (Writing and the

scores).

2. Press C (Windows) U (Macintosh) and select everyeveryeveryeveryevery

Writing test and scoreWriting test and scoreWriting test and scoreWriting test and scoreWriting test and score.

3. Click the Fill Color buttonFill Color buttonFill Color buttonFill Color buttonFill Color button on the Drawing toolbarDrawing toolbarDrawing toolbarDrawing toolbarDrawing toolbar and

choose a pale color. The selected cells are fill with that

color.

4. Color-code each math test and scoremath test and scoremath test and scoremath test and scoremath test and score. Now you can easily tell each test category (Writing,

Reading, and Math) at a glance because each is a different color.

When you’re designing a worksheet to be used as asource for a PivotTable, make sure the field headersare in row and don’t leave any blank rows.

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Charting the DataAs easy as it is to analyze data, sometimes it’s a good idea to chart the data.

1. Click a cell with data in the PivotTable and then click the

Chart Wizard buttonChart Wizard buttonChart Wizard buttonChart Wizard buttonChart Wizard button on the PivotTable toolbarPivotTable toolbarPivotTable toolbarPivotTable toolbarPivotTable toolbar.

A column chart appears showing

the totals for each school. Your

chart may look different if you

changed the field setting for any

of the days.

This chart is dynamic (it will

change as you use the filters).

The Page fields appear at the top

with filter arrows. The row data

(School) and test data appear at

the bottom, also with filters.

2. Let’s try the filters. Click the filter arrow to the right of Genderfilter arrow to the right of Genderfilter arrow to the right of Genderfilter arrow to the right of Genderfilter arrow to the right of Gender and choose FFFFF. The chart changes

to reflect our changes.

3. Click the filter arrow for Ethnicfilter arrow for Ethnicfilter arrow for Ethnicfilter arrow for Ethnicfilter arrow for Ethnic and choose HispanicHispanicHispanicHispanicHispanic. Again it changes. We filtered the data to

see how the Hispanic girls in each school scored.

130 Learning Excel

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Charting the DataAs easy as it is to analyze data, sometimes it’s a good idea to chart

the data.

1. Select the data in the body of the PivotTabledata in the body of the PivotTabledata in the body of the PivotTabledata in the body of the PivotTabledata in the body of the PivotTable, but don’t includedon’t includedon’t includedon’t includedon’t include

and Grand TotalGrand TotalGrand TotalGrand TotalGrand Total data.

2. Click the Chart Wizard buttonChart Wizard buttonChart Wizard buttonChart Wizard buttonChart Wizard button on the

Standard Toolbar.

3. Click NextNextNextNextNext because we want a column chart

which is already selected.

X, 20012004

4. Keep clicking NextNextNextNextNext until you are given

the choice of placing the chart As a new

sheet or As object in. Choose As newAs newAs newAs newAs new

sheetsheetsheetsheetsheet. A column chart appears showing

the totals for each school. Your chart

may look different if you changed the

field setting for any of the days.

This chart is dynamic (it will change as you use the filters). Click the Sheet2Sheet2Sheet2Sheet2Sheet2

tabtabtabtabtab at the bottom of the screen.

5. Let’s try the filters. Click the filter arrow to the right of Genderfilter arrow to the right of Genderfilter arrow to the right of Genderfilter arrow to the right of Genderfilter arrow to the right of Gender and choose

FFFFF. Click the Chart1 tabChart1 tabChart1 tabChart1 tabChart1 tab at the bottom of the screen. The

chart changed to reflect our changes. Click the Sheet2 tabSheet2 tabSheet2 tabSheet2 tabSheet2 tab

at the bottom of the screen.

6. Click the filter arrow for Ethnicfilter arrow for Ethnicfilter arrow for Ethnicfilter arrow for Ethnicfilter arrow for Ethnic and choose HispanicHispanicHispanicHispanicHispanic. Click

the Chart1 tabChart1 tabChart1 tabChart1 tabChart1 tab at the bottom of the screen. Again it

changes. We filtered the data to see how the Hispanic girls

in each school scored.