Using PivotTables

What is a pivot table? Pivot tables allow you to quickly summarize and analyze large amounts of data in lists and tables--independent of the original data layout in your spreadsheet. Subtotaling and aggregating numeric data, summarizing data by categories and subcategories, and creating custom calculations and formulas. Expanding and collapsing levels of data to focus your results, and drilling down to details from the summary data for areas of interest to you. Moving rows to columns or columns to rows (or "pivoting") to see different summaries of the source data. Filtering, sorting, grouping, and conditionally formatting the most useful and interesting subset of data to enable you to focus on the information that you want. What a pivot table cannot do is clean your data up! Has to be done first!

Insert a Pivot Table To insert a pivot table, execute the following steps. Click the top left corner of spreadsheet and highlight the whole sheet. On the Insert tab, click PivotTable.

The following dialog box appears The following dialog box appears. Excel automatically selects the data for you. The default location for a new pivot table is New Worksheet. Click OK.

The PivotTable field list appears. Drag Fields Filters - To display only the rows in a list that satisfy the conditions you specify. Rows – categories like test, grade, gender, etc. Columns – numerical, counts, averages, etc Values - provides the values to be summarized (numeric values use the SUM function, and text values use the COUNT function)

Rows – Move Test Name to Rows Click on filter by test name in PT field. Sort – using sort feature or the drag and move feature. To drag and move – click on cell, hover over cell until get cross symbol and then move to new position. (move all test subjects together)

Move test scaled score out of values. Columns and Values If just want one value, move field to values. (move test scaled score) Automatically goes to count. (can see how many tests were taken) Click on upside down triangle to get to listings. Click on Value Field Settings Change to average Move test scaled score out of values.

If want to see different values of a field, place in both column and value (move Performance Level to both column and field) 1 Passed Advanced (8 in HS) 2 Pass Proficient 3, 4, 5 Failed Combining Fields Highlight the columns you want to merge. Right click to get list. Click on Group. Rename – Pass and collapse field (click on - by name and change to +. Group 3, 4, 5 and rename Fail, collapse. Can also do in the column

You can populate Rows, Columns and Values with more than one field You can populate Rows, Columns and Values with more than one field. (move retest above performance level in the column) Depending on where the field is positions determines how the data is seen. Usually use the Rows to categorize. (move gender above test name) Use Rows if you want to see all the data at one time. If you only want to see one group at a time, use Filters

Filter (move gender to filter) Click on upside down triangle to get list. Choose male.

YouTube Pivot Table Tutorials Introduction to Pivot Tables, Charts, and Dashboards in ... – YouTube Excel Pivot Tables in 1 Hour: Excel 2013, 2010 & 2007 – YouTube Microsoft Excel Pivot Table Tutorial for Beginners – YouTube Working with Pivot Tables in Excel 2013 - Part 1 - Learn ... – YouTube Introduction to Pivot Tables, Charts, and Dashboards (Part 2) – YouTube Excel Advanced Tutorial 3 - Pivot Tables - Part 1 – YouTube

Questions? Practice Activity

Bank accounts: Clean up your data: remove data that is not used in calculations = SOA Transfer and SOA LEP Failures, Failed first attempts if passed the retest or the lowest failed test if failed both first time and retest. Only the highest test scaled score is used in the calculation – one test per subject per person.