DAY 9: EXCEL CHAPTER 6 Tazin Afrin September 17,

OBJECTIVES Group and ungroup data Subtotal data Create a PivotTable Change the values field Modify a PivotTable Sort, filter, and slice a PivotTable Create a calculated field Format a PivotTable Create a PivotChart 2

OUTLINES/GROUPS An outline is a hierarchical structure of data. Excel will not create an outline or group data if the dataset does not contain a formula or an aggregate function such as SUM or SUBTOTAL. 3

OUTLINES/GROUPS Grouping is a process of joining related rows or columns of related data. Groups allow you to hide raw data while you work with the calculations derived from that data You can group rows or columns Easily hide and unhide large chunks of data Data->Group 4

SUBTOTAL DATA 5 Use Subtotal command to insert subtotal rows at each designated field change in a sorted range of data Allows you to aggregate groups of data using one of several functions –Sum –Average –Variance –Standard Deviation –Min/Max –Count

USING GROUP SUBTOTALS Sort the data by the group identifier Does not work on tables Data->Subtotal Select the sorted column for “At each change in:” Select your aggregation function Select which columns to subtotal 6

PIVOT TABLE A PivotTable is an organized structure that summarizes large amounts of data. Insert->PivotTable Ensure the range is correct Select target location (new worksheet or existing worksheet) 7

AREAS OF PIVOT TABLE AreaDescription ValuesDisplays summary statistics, such as totals or averages. Row LabelsOrganizes and groups data into categories on the left side of the PivotTable. Each group name occupies a single row. Column LabelsSubdivides data into one or more additional categories to add depth to the PivotTable. Report FilterFilters the aggregated data to display results based on particular conditions you set. 8

ADDING ROWS Drag field to Row Labels Or, right click on field name -> Add to … Check box to add to Values 9

ADDING COLUMNS Drag field to Column Labels Or, right click on field name -> Add to … Automatically aggregates with SUM(), but you can choose a different function 10

MODIFY PIVOT TABLE Add and remove fields Rearrange fields Refresh 11

UPDATING PIVOT TABLES PivotTables do not automatically update if you change the source data You can force a refresh via PivotTable Tools->Options->Refresh 12

PIVOT TABLE OPTIONS Sorting Filtering Slicing 13

PIVOT TABLE OPTIONS Sorting –Click a cell in the column you would like to sort by, then PivotTable Tools->Options->Sort Filters –Report Filters: drag the field to the “Report Filter” area, select desired values in B1 –Group Filters: Select dropdown arrow on row or column labels, select desired values 14

PIVOT TABLE OPTIONS Slicers –Slicers provide quick buttons to filter the PivotTable –PivotTable Tools->Options->Insert Slicer 15

CALCULATED FIELD A calculated field is a user-defined field that performs a calculation based on other fields in a PivotTable. –It is not found in the original data set –PivotTable Tools->Options->Fields, Items, & Sets->Calculated Field 16

FORMAT A PIVOTTABLE PivotTable Tools->Design Layouts –Subtotals –Grand Totals –Compact/Outline/Tabular Styles –Row header –Column header –Banded row/column –Table styles 17

PIVOT CHARTS A PivotChart is a graphical representation of data in a PivotTable. PivotTable Tools->Options->PivotChart Chart adjusts to match the PivotTable Edit from tools –Design, layout, format, analyze 18

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