Created 11/06/2006 Revised Office of Information, Technology and Accountability Microsoft Excel – Pivot Tables

Office of Information, Technology and Accountability 2 Created 11/06/2006 Revised While Waiting ~ Create an Excel Spreadsheet Enter five names of students Scores on three tests Average these tests scores Create a graph

Office of Information, Technology and Accountability 3 Created 11/06/2006 Revised Nine Elements of Digital Citizenship Student Learning and Academic Performance 1. Digital Access: full electronic participation in society 2. Digital Literacy: the process of teaching and learning about technology and the use of technology 3. Digital Communication: electronic exchange of information School Environment and Student Behavior 4. Digital Security & Safety: electronic precautions to guarantee safety/physical well-being in a digital technology world 5. Digital Etiquette: electronic standards of conduct or procedure 6. Digital Rights and Responsibilities: those freedoms extended to everyone in a digital world Student Life Outside the School Environment 7. Digital Commerce: electronic buying and selling of goods 8. Digital Health and Wellness: physical and psychological well-being 9. Digital Law: rights and restrictions

Office of Information, Technology and Accountability 4 Created 11/06/2006 Revised Digital Citizenship Links spx spx

Office of Information, Technology and Accountability 5 Created 11/06/2006 Revised Standards Addressed Standard 1: Demonstrate proficiency in the use of computers and applications as well as an understanding of concepts underlying hardware, software, and connectivity.

Office of Information, Technology and Accountability 6 Created 11/06/2006 Revised Pivot Tables and Charts By the end of this session you will know and be able to: Create a simple pivot table Using data provided Create a simple chart of the pivot table in a variety of manners to demonstrate appropriate information

Office of Information, Technology and Accountability 7 Created 11/06/2006 Revised You will demonstrate this by... Creating a simple Pivot Table Using the Wizard to set up a simple table Adding Row Fields Creating another Pivot Table based on an existing Table (Pivot Tables based on external data) Using Pivot Tables to consolidate data Using calculated fields

Creating a pivot table Use the attached worksheet for your data. pivot%20table%20workbook.xls pivot%20table%20workbook.xls open and save this workbook and save to desktop Office of Information, Technology and Accountability 8 Created 11/06/2006 Revised

Creating a PivotTable requires pre- planning of the data you would like to see summarized in the PivotTable. It is often a good idea to create a plan and even sketch the desired table. This will help you decide which fields should be placed in the row, column, and data placeholders when running the wizard. Office of Information, Technology and Accountability 9 Created 11/06/2006 Revised Need to pre-plan to create a PivotTable

What is my goal for a pivot table? Office of Information, Technology and Accountability 10 Created 11/06/2006 Revised My Goal: Create a table that compares average number of students in all 9 th grade classes. What results do I want to see? Average number in each Academic area Total number of students per Teacher Grand total of students in all classes. What information do I need? The tale rows will show the data department, teacher and total The table columns will show the date for each teacher class and separated by departments and grand total. What calculation method will I use? I will use addition to see the comparison for classes by departments.

Office of Information, Technology and Accountability 11 Created 11/06/2006 Revised

How to video for Office 2007 This is how to create a PivotTable and Chart using office creating_a_pivot_table_and_chart.swf creating_a_pivot_table_and_chart.swf Office of Information, Technology and Accountability 12 Created 11/06/2006 Revised

Changing the look of the table After the PivotTable is created you can change the layout of the table. You may want to make changes to the formatting, sort the data, add a field, or add a Page View. You can also easily turn the PivotTable into a chart by clicking the Chart button while the cursor is anywhere in the PivotTable. Office of Information, Technology and Accountability 13 Created 11/06/2006 Revised

Create a PivotTable using Office 2003 Office of Information, Technology and Accountability 14 Created 11/06/2006 Revised To create a Pivot Table, first highlight any cell in the data, then click on the menu Data - PivotTable… You should see the following dialog. For now, you want to analyze the data contained in the Excel list, so click the Next

Step two is to select the range you want to use to create your PivotTable and PivotChart Office of Information, Technology and Accountability 15 Created 11/06/2006 Revised

The next dialogue box will ask if you want to put the information in the same or in a separate worksheet. (separate keeps it cleaner) Office of Information, Technology and Accountability 16 Created 11/06/2006 Revised

Understand your data Ask yourself what you want to know Remember the rules of where to place data fields: Row Fields: display data vertically, in rows Column Fields: display data horizontally, across columns Data Items: numerical data to be summarized Page Fields: display data as pages and allows you to filter to a single item Created 11/06/2006 Revised Office of Information, Technology and Accountability

18 Created 11/06/2006 Revised You can click-and-drag the buttons on the right of the form to any of four areas on the Pivot Table. Drag "State" to the Row area, "Month" to the Column area, and "Sales" to the Data area. Click OK and Finish.

Creating a Pivot table use this chart Office of Information, Technology and Accountability 19 Created 11/06/2006 Revised pivot table workbook.xls

A simple Pivot Table You can click-and-drag the buttons on the right of the form to any of four areas on the Pivot Table. Drag "State" to the Row area, "Month" to the Column area, and "Sales" to the Data area. Click OK and Finish. Created 11/06/2006 Revised Office of Information, Technology and Accountability

The Structure of a Pivot Table Determine how much of the data is reviewed. How you want to view data: year, school, instructor, gender. Aggregate data items: math scores. Created 11/06/2006 Revised Office of Information, Technology and Accountability

Page variables Title Row variables Column variables Data Created 11/06/2006 Revised Office of Information, Technology and Accountability

Summarized data In row and column headings, use the down arrows to bring up a list of data values that can be clicked on or off. MonthCustomerProductPriceUnitsTotal Nov-06FoodMartApples $ Nov-06FoodMartBananas $ Nov-06FoodMartGrapes3.293 $ 9.87 Nov-06FoodMartOranges $ Nov-06MegaStoreApples $ Nov-06MegaStoreBananas $ Nov-06MegaStoreGrapes $ Nov-06MegaStoreOranges2.793 $ 8.37 Nov-06MiniMallApples3.493 $ Nov-06MiniMallBananas $ Nov-06MiniMallGrapes $ Nov-06MiniMallOranges $ Nov-06SuperShopApples $ Nov-06SuperShopBananas2.993 $ 8.97 Nov-06SuperShopGrapes $ Nov-06SuperShopOranges $ Created 11/06/2006 Revised Office of Information, Technology and Accountability

Adding Row Fields Drag the Customer button to the Row area under the Product button. The Wizard will look like this: Click Finish. What type of product was sold by each customer? Created 11/06/2006 Revised Office of Information, Technology and Accountability

Your Pivot Table now contains both customer and Product as well as totals. Sum of Units CustomerProductTotal FoodMartApples15 Bananas12 Grapes3 Oranges12 FoodMart Total42 MegaStoreApples11 Bananas24 Grapes18 Oranges3 MegaStore Total56 MiniMallApples3 Bananas25 Grapes20 Oranges28 MiniMall Total76 SuperShopApples18 Bananas3 Grapes12 Oranges24 SuperShop Total57 Grand Total 231 Created 11/06/2006 Revised Office of Information, Technology and Accountability

Exercise There are limits on how many fields you can drag to the Row and Column areas. Experiment with the Pivot Table and see if you can find these limits. Created 11/06/2006 Revised Office of Information, Technology and Accountability

Once you have a table, pivot it! Use the tables from pivot table workbook.xls and go ahead and try to pivot the tables and see what you can do.pivot table workbook.xls Created 11/06/2006 Revised Office of Information, Technology and Accountability

Creating Pivot Charts Click the chart button to create chart Created 11/06/2006 Revised Office of Information, Technology and Accountability

Sample of the chart. Office of Information, Technology and Accountability 29 Created 11/06/2006 Revised If you want to create another type of chart just click in the chart and you can change it

Your Turn Create a pivot table Create a related chart Office of Information, Technology and Accountability 30 Created 11/06/2006 Revised

Rubric CATEGORYAdvancedProficientPartially ProficientNot Proficient Pivot Table Student has created a pivot table that is easy to read and understand Student has created a pivot table that has a small amount of difficulty to understand Student has lacked in creating a pivot table that is easily understood Student has not created a readable pivot table Filtering Student has demonstrated ability to filter information Student has had a small difficulty in demonstrating their ability to filter but has completed the task. Student has a several opportunities to filter and struggles immensely Student has not filtered data Chart Student has created a chart appropriate for the data Student has created a chart that includes all data but not appropriate chart type for the data source Student has created a chart but not representing the data Student has not created a chart Office of Information, Technology and Accountability 31 Created 11/06/2006 Revised

Resources ISTE Publications, Digital Citizenship in Schools by Mike Ribble and Gerald Bailey, copyright 2007, ISBN No: Microsoft Training Webpage: us/training/ default.aspxSome information us/training/ default.aspx tbls/create.php tbls/create.php. Created 11/06/2006 Revised Office of Information, Technology and Accountability