Pivot tables are among the most useful and powerful features in Excel. We use them in summarizing the data stored in a table. They organize and rearrange statistics (or "pivot") to draw attention to the valuable facts. You can take an extremely large data set and see the relevant information you need in a clean, concise, manageable way.
The sample data that we are going to use contains 448 records with 8 fields of information on the sale of products across different regions between 2013-2015. This data is perfect to understand the pivot table.
Insert Pivot Tables
To insert a pivot table in your sheet, follow these steps:
- Click on any cell in a data set.
- On the Insert tab, in the Tables group, click PivotTable.
A dialog box will appear. Excel will auto-select your dataset. It will also create a new worksheet for your pivot table.
- Click Ok. Then, it will create a pivot table worksheet.
To get the total sales of each salesperson, drag the following fields to the following areas.
- Salesperson field to Rows area.
- Sales field to Values area.
Value Field Settings
By default, Excel gives the summation of the values that are put into the Values section. You can change that from the Value Field Settings.
- Click on the Sum of Sales in the Values field.
- Choose the type of calculation you want to use.
- Click OK.
Sorting By Value
- Right-click any Sales value and choose Sort > Sort Largest to Smallest.
Two-Dimensional Pivot Table
We can create a pivot table in various two-dimensional arrangements. Drag the following fields to the different areas
- Salesperson to Rows area.
- Region to Columns area.
- Sales to Values area.
Applying Filters to a Pivot table
Let’s see how we can add a filter to our pivot table. We will continue with the previous example and add the Year field to the Filters area.
You can see that it adds a filter on the top of the worksheet.
Grouping Data in a Pivot Table
Excel allows you to group pivot table items. To create the groups, execute the following steps:
- In the pivot table, select the data you want to group.
- Right-click and click on Group.
Now, your data is grouped.
Percentage Contribution in a Pivot Table
There are various ways to display the values in a table. One way is to show the value as a percentage of the total.
- Add the sales field again to the values section.
- Right-click on the second instance and select % of Grand Total.
In this article, you’ve learned the basics of pivot table creation in Excel. You can see how simple it is to get started creating one and visualizing your data in many different ways.
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