Microsoft Excel 2003 Illustrated Complete Data with PivotTables Analyzing

2Analyzing Data with PivotTablesUnit L  Plan and design a PivotTable report  Create a PivotTable report  Change the summary function of a PivotTable report  Analyze three-dimensional data Objectives

3Analyzing Data with PivotTablesUnit L  Update a PivotTable report  Change the structure and format of a PivotTable report  Create a PivotChart report  Use the GETPIVOTDATA function Objectives

4Analyzing Data with PivotTablesUnit L Unit Introduction  Use the PivotTable feature to summarize data in a worksheet, then list and display that data in a table format –The interactive quality of a PivotTable allows you to freely rearrange, or “pivot,” parts of the table structure around the data –Summarize data values within the table

5Analyzing Data with PivotTablesUnit L Planning and Designing a PivotTable Report  Use the following guidelines to create a PivotTable: –Review the source data –Determine the purpose of the PivotTable and write down the names of the fields you want to include –Determine which field contains the data you want to summarize and which summary function you want to use –Decide how you want to arrange the data –Determine the location of the PivotTable

6Analyzing Data with PivotTablesUnit L Planning and Designing a PivotTable Report (cont.) Column fields Row fields Data summary field

7Analyzing Data with PivotTablesUnit L Creating a PivotTable Report  Use the PivotTable Wizard to create a PivotTable report PivotTable fields

8Analyzing Data with PivotTablesUnit L Creating a PivotTable Report (cont.) Column fields Row fields Data area

9Analyzing Data with PivotTablesUnit L Changing the Summary Function of a PivotTable Report  A PivotTable’s summary function controls what type of calculation is applied to the table data –Unless you specify otherwise, Excel applies the SUM function to numeric data and the COUNT function to data fields containing text –Easily change the SUM function to different summary function

10Analyzing Data with PivotTablesUnit L Changing the Summary Function of a PivotTable Report (cont.) PivotTable showing averages

11Analyzing Data with PivotTablesUnit L Analyzing Three-Dimensional Data  Convert a two-dimensional PivotTable to a three-dimensional PivotTable by adding a page field –A page field makes the data appear as if it is stacked in pages, thus adding a third dimension to the analysis Data is filtered through the page fieldData is filtered through the page field

12Analyzing Data with PivotTablesUnit L Analyzing Three-Dimensional Data (cont.) Quarter is the Page field area Only the 1 st quarter should e displayed Sales for 1 st quarter only

13Analyzing Data with PivotTablesUnit L Analyzing Three-Dimensional Data (cont.)  Customizing PivotTables –Can apply more descriptive field names by clicking the Field Settings button on the PivotTable toolbar –Change the order of items in the table by right-clicking a cell, then using one of the commands on the Order submenu

14Analyzing Data with PivotTablesUnit L Updating a PivotTable Report  Data in a PivotTable Report looks like typical worksheet data –However, because the data is linked to a source list, the values and results in the PivotTable are read-only values Unable to modify or move part of a PivotTableUnable to modify or move part of a PivotTable –To change, or refresh, PivotTable data, you must update the data in the list used to create the table, called the source list

15Analyzing Data with PivotTablesUnit L Updating a PivotTable Report (cont.) New record added Total reflects new CD information

16Analyzing Data with PivotTablesUnit L Updating a PivotTable Report (cont.)  Maintaining original table data. –Once you select the Refresh Data command, you cannot undo the operation –If you want the PivotTable to display the original source data, you must change the source data list, then refresh the data –Have a second copy of the original data as a backup

17Analyzing Data with PivotTablesUnit L Changing the Structure and Format of a PivotTable Report  PivotTable data can’t be changed, but its structure and appearance can be changed –Change a PivotTable’s appearance by dragging field buttons in the worksheet from a row position to a column position, or vice versa –Format text or values using AutoFormat

18Analyzing Data with PivotTablesUnit L Changing the Structure and Format of a PivotTable Report (cont.) Item field is now in the Page field

19Analyzing Data with PivotTablesUnit L Creating a PivotChart Report  A PivotChart report is a chart that you create from data or from a PivotTable report –A PivotChart has fields that you drag to explore new data relationships –When you create a PivotChart directly from the data, Excel automatically creates a corresponding PivotTable report

20Analyzing Data with PivotTablesUnit L Creating a PivotChart Report (cont.) PivotChart

21Analyzing Data with PivotTablesUnit L Creating a PivotChart Report (cont.) PivotTable and PivotChart elements

22Analyzing Data with PivotTablesUnit L Using the GETPIVOTDATA Function  Ordinary cell references will not work when you want to reference a PivotTable cell in another worksheet –If you change the way data is displayed in a PivotTable, the data moves, rendering an ordinary cell reference incorrect –To retrieve summary data from a PivotTable, you need to use the Excel GETPIVOTDATA function

23Analyzing Data with PivotTablesUnit L Using the GETPIVOTDATA Function (cont.) GETPIVOTDATA Function Result of the GETPIVOTDATA Function

24Analyzing Data with PivotTablesUnit L Summary  Spend time planning your PivotTable  Use the PivotTable Wizard to create a PivotTable  Summary functions of PivotTables can be changed  Use Page fields to explore 3- Dimensional data relationships

25Analyzing Data with PivotTablesUnit L Summary (cont.)  Use the Refresh button to update PivotTables  The structure of a PivotTable can be altered  PivotChart reports can be created directly from PivotTables  Use the GETPIVOTDATA function to extract information from a PivotTable