Video: – formulas vs. Pivot tables 1. You can build a pivot table in about one minute Many people have the idea that building a pivot table is complicated and time-consuming, but it's simply not true. Compared to the time it would take you to build an equivalent report manually, pivot tables are incredibly fast. If you have well-organized source data, you can create a pivot table less than a minute.
Here's how: • Select any cell in the source data • On the Insert tab of the ribbon, click the PivotTable button • In the Create PivotTable dialog box, check the data and click OK • Drag a 'label' field into the Row Labels area (e.g. Customer) • Drag a numeric field into the Values area (e.g. Sales) Video: Select any cell in the data to start. A very simple pivot table in about 30 seconds 2. Perfect your source data To minimize problems down the road, always use good quality source data, organized in a tabular layout. 'Perfect' source data will have no blank rows or columns, and no subtotals.
Each column will have a unique name (on one row only), every field will have a value in every row, and columns will not hold repeated groups of data (i.e. Month names, location names, region names, etc.). Video: Perfect data for a pivot table! Count the data first When you first create a pivot table, use it to generate a simple count first to make sure the pivot table is processing the data as you expect. To do this, simply add any text field as a Value field.
You'll see a very small pivot table that displays the total record count, that is, the total number of rows in your data. If this number makes sense to you, you're good to go. Cartas De Amor De Hombres Ilustres Volumen 1 Pdf. If the number doesn't make sense to you, it's possible the pivot table is not reading the data correctly or that the data has not been defined correctly. 300 first names means we have 300 employees. Plan before you build Although it's a lot of fun dragging fields around a pivot table, and watching Excel churn out yet another unusual representation of the data, you can find yourself going down a lot of unproductive rabbit holes very easily. An hour later, it's not so fun anymore. Before you start building, jot down what you are trying to measure or understand, and sketch out a few simple reports on a notepad.
These simple notes will help guide you through the huge number of choices you have at your disposal. Keep things simple, and focus on the questions you need to answer.
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Use a table for your data to create a 'dynamic range' If you use an Excel Table for the source data of your pivot table, you get a very nice benefit: your data range becomes 'dynamic'. A dynamic range will automatically expand and shrink the table as you add or remove data, so won't have to worry that the pivot table is missing the latest data. When you use a Table for your pivot table, the pivot table will always be in sync with your data. To use a Table for your pivot table: • Select any cell in the data use the keyboard shortcut Ctrl-T to create a Table • Click the Summarize with PivotTable button (TableTools >Design) • Build your pivot table normally • Profit: data you add to your Table will automatically appear in your Pivot table on refresh Video: Creating a simple Table from the data using (Ctrl-T) Now that we have a table, we can use Summarize with a Pivot Table. Still need inspiration on why you should learn pivot tables? Use a pivot table to count things By default, a Pivot Table will count any text field. This can be a really handy feature in a lot of general business situations.
For example, suppose you have a list of employees and want to get a count by department? To get a breakdown by department, follow these steps: • Create a pivot table normally • Add the Department as a Row Label • Add the employee Name field as a Value • The pivot table will display a count of employee by Department Employee breakdown by department 7. Show totals as a percentage In many pivot tables, you'll want to show a percentage rather than a count. For example, perhaps you want to show a breakdown of sales by product. But, rather than show the total sales for each product, you want to show sales as a percentage of the total sales.
Assuming you have a field called Sales in your data, just follow these steps: • Add Product to the pivot table as a Row Label • Add Sales to the pivot table as a Value • Right-click the Sales field, and set 'Show Values As' to '% of Grand Total' See the tip below 'Add a field more than once to a pivot table' to learn how to show total sales and sales as a percent of total at the same time. Changing value display to% of total Sum of employees displayed as% of total 8. 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 field. This is a good way to quickly see all the values that appear in a field and also find typos, and other inconsistencies. For example, suppose you have sales data and you want to see a list of every product that was sold. To create a product list: • Create a pivot table normally • Add the Product as a Row Label • Add any other text field (category, customer, etc) as a Value • The pivot table will show a list of all products that appear in the sales data Every product that appears in the data is listed (including a typo).