Microsoft Excel: Getting Started With Pivot Tables

Pivot tables are a useful tool in Microsoft Excel that can make organizing and summarizing data quicker and easier. By using pivot tables, you will be able to save time when analyzing data for your business. In this video, we discuss how to get started using pivot tables and how they can help you.

Understanding Pivot Tables

Pivot tables allow you to analyze large amounts of data, making it easier to understand and keep track of your business. You can examine differences, similarities, highs, and lows in datasets. Before you get started with pivot tables, here are some things you should know. The data the pivot table is based on is called “source data”. There are four different areas in a pivot table: row labels, values, column labels, and the report filter. Each column in a pivot table represents a different category of data.

How To Prep Your Data

Always prep your data before making a pivot table. This means your data should be organized into rows and columns, with no blank areas except for cells. Similar data should be grouped together in the same columns. Column headings must be formatted differently than your data so that the system can tell it apart. Try bolding or centering the column heading as a way to do this. Unnecessary information should be separated from the data by creating a data island.

How To Create A Pivot Table

To create a pivot table, go to “insert”, either “recommended pivot tables” or “pivot table”, confirm the range you are using, hit “new worksheet” and then “ok”. To build your pivot table further, go to “pivot table fields” and choose the fields to include. To pick which values you would like shown, hover over a cell, right-click, select “number format”, choose the category, and make any changes you need. How data is represented can also be changed in this area.

More Helpful Tips

When a pivot table is open, you will see two tabs (“pivot table analyze” and “design”). In this area, you can refresh your data. Always be sure to refresh because it does not happen automatically. To refresh, go to “pivot table analyze” and select “refresh” or use shortcut Alt + F5. If you are working with multiple tables, use “refresh all”. If you need to update the range, go to “change data source” and change the range. To create a new pivot table out of a specific row, double-click on a value.

Groups are created when multiple values are present in a pivot table. Next to each group, there will be the “-” option. This collapses the details of the group, hiding them from view. This can also be done by pressing “collapse field” in the ribbon. In “design” you can change the appearance of the pivot table and how totals are displayed.

Use the row or column dropdown to filter through a pivot table. Select the categories you would like to see once you are in the dropdown. You can also filter by right-clicking on a value and choosing what to include. Values that weren’t included in the pivot table can still be used as a filter.

How Will Using Pivot Tables Help You?

Pivot tables are a great way to get a handle on your business’s data. With pivot tables, you can organize, analyze, and store data, saving you time and effort. If you would like to learn more about pivot tables or if you have any questions, reach out to us. At DeVeera, we always want to help with finding the best IT solutions for you. Our experts are equipped to help with any problems you have. Contact us online or by phone today.