Introduction to excel pivot tables
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Introduction to Excel Pivot Tables. Pre-Requisites. Basic knowledge using Excel 2010. STC Workshops. Access workshop information and materials at: http:// Connect to our Social Spaces. sacstateIRT sacstateIRT

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Introduction to Excel Pivot Tables

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Introduction to excel pivot tables

Introduction to Excel Pivot Tables

Pre requisites


  • Basic knowledge using Excel 2010

Stc workshops

STC Workshops

  • Access workshop information and materials at:

Connect to our social spaces

Connect to our Social Spaces



  • Learn how to create pivot table reports,

  • Learn how to use SparkLines,

  • Learn how to save and print reports.

Preparing data for pivottable

Preparing Data for PivotTable

Backup your data

Backup Your Data

  • Back up Raw data by creating a copy

  • Work from worksheet copy of raw data

  • Copy ensures raw data is not lost if something goes wrong

  • Move raw data copy to be first sheet

    Demonstration + Activity:

    Open sample excel file and make a copy of

    worksheet into existing workbook

Move copy process

Move/Copy Process

Rename worksheets

Rename worksheets

  • Helps keep track of worksheet contents

  • Limit of 31 Characters

  • Worksheet with Raw data should contain “Raw data” reference

    Demonstration + Activity:

    Rename the original Raw data

    worksheet and worksheet copy

Remove duplicates

Remove duplicates

  • Find duplicate data with

    conditional formatting

  • Filter for Unique Values

  • Use Remove Duplicates Command

Demo activity

Demo & Activity

  • Use Conditional Formatting, Remove duplicates, options

  • Clear rules from selected sheets when you remove duplicates

    • Home > Styles > conditional formatting > clear rules from entire sheet

Convert data to table

Convert Data to Table

  • Enables data to be more usable

  • Apply a Table Style and other formatting

  • Sort and Filter options enabled automatically in table view

  • Generate a Pivot Table from existing table

    Demonstration + Activity

    Convert data into a table

Create a pivot table

Create a Pivot Table

Pivot table defined

Pivot Table Defined

“A PivotTable provides an easy way to summarize information stored in a range, a table, or an external data source.”

“…present endless rows and columns of numbers in a variety of meaningful ways”

Source: Master Visually Excel 2010

Elaine Marmel

What type of data

What type of Data?

  • Raw Data: un-processed, un-summarized

  • Numeric and Non-Numeric Data

  • Organized as a list with labeled columns

    • At least 3 columns of data

    • Data should be entered correctly

    • No gaps or blank spaces

  • List of anything

    • Employee Contact Details

    • Financial Transactions

    • Academic Year Course Information

Pivot vs manual report

Pivot vs. manual Report

Pivot Table/Report

Manual Report/Table

Static Summary of Data

Manually created (can take min - hrs)

Difficult/tedious to change summary

Create formulas to display data a certain way

No automatic process to rotate data (manual)

  • Interactive Summary of Data

  • Created with a few mouse clicks (takes a few sec)

  • Easily Change summary

  • Formulas not required

  • Couple of clicks for summary to be “pivoted” (rotated) switch row to be column data

Creating pivot table report

Creating Pivot Table Report

  • Steps to create a pivot table include:

    • Identify source data, must be Raw data

    • Identify where pivot table will go in workbook

    • Layout the fields

  • Report that provides concise and exact insight into the data you need to present.

    Demonstration + Activity

    Create a Pivot Table for Sample file using Raw data

Pivot table components

Pivot Table Components

  • PivotTable Area

  • PivotTable Field List

    • Appears any time we click on PivotTable

    • Displays Column headings from Raw data

    • 4 boxes (report, column, row, values)

      • Choose way PivotTable summarizes data

  • Drag and drop fields to 4 drop zones

Drop zones

Drop Zones

  • Report Filter:Filter out data

  • Column Labels:determine the arrangement of data shown in the columns of the pivot table.

  • Row Labels:determine the arrangement of data shown in the rows of the pivot table.

  • Values:data that will appear in cells. Values are summarized (summing, avg. etc.)



  • Drag Orders to Report Filter

  • Drag SalesRep to Row Labels

  • Drag Total Sales to Values

  • Drag Date to Column Labels

Additional formatting

Additional Formatting

  • Group Dates

    • Group by Month & Year

  • Value Field formatting

    • Number to Currency

  • Filter options

    • Filter by Order #

  • Apply a Design to Pivot Table

    • Design Tab

    • Change Layout and apply a style

Pivot table options

Pivot Table Options

  • Options Tab Appears on Ribbon

    • Change Name for PivotTable

    • Hide/Unhide Grand Totals

    • Insert Slicers

      • Options > Sort & Filter > Insert Slicer

      • Visual way of filtering

    • Refresh

      • Change a value in source data

      • Options > Data Group > Refresh

Pivottable options cont

PivotTable Options cont…

  • Change Data Source

    • Use to add extra column or change source

    • Recapture data without Date Info

  • Pivot Table Selection

    • Options > Actions: Useful if need to format sections of PT at a time

    • Enable Selection Arrow (Black arrow ) > select region & Edit

  • Move Pivot Table

  • Insert a PivotChart





  • Tiny chart inside a cell that provides a visual representation of data

  • Use to show trends at a glance for range of data.

  • Placed next to or near underlying data (in context)

Creating a sparkline

Creating a Sparkline

  • Changes done to underlying data automatically transfer to sparkline

  • Sparklines are printed for worksheets that contain them

  • Use the “Sparklines” group (Line, column, win/loss)

    Demonstration + Activity:

    Create a line Sparkline for

    Sample file on PivotTable sheet



  • Open the file called SampleData_Orders.xlsx

  • Create a PivotTable and add sparklines

Saving and printing

Saving and Printing

Before you save print

Before you Save & Print

  • Set Print Area

  • Specify Orientation/Margins

  • Scale to Fit on Page

  • Gridlines

  • Page Layout Tab and Page Set Up (file menu)

    Demonstration + Activity

    Set print area and page set up properties

Saving options

Saving Options

  • Save as .xlsx

  • Save as Adobe PDF

  • Save as a .csv or .txt

    Demonstration + Activity:

    Save the report as a PDF

Printing options

Printing Options

  • Print the Active Sheets

  • Print the Entire Workbook

  • Print Selection

    Demonstration + Activity

    Print selection only



  • Set up data in excel

  • Converted data into Table

  • Created a Pivot Table/Report

  • Added Sparklines

  • Saving and Printing Tips

  • Saved as PDF

Safari e books @ library

Safari e-Books @ Library

  • Go to

  • Search for Microsoft Office content

Workshop survey

Workshop Survey

  • Please provide your feedback by going to:

  • Find the Workshop Survey Link

  • Click the link to Workshop title attended

  • Complete Survey

Resources for further assistance

Resources for Further Assistance

Student Tech Center


[email protected]

Service Desk


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