Microsoft Excel – Pivot Tables Introduction to Microsoft Excel Pivot tables Please login to the computers and launch Microsoft Excel. Rob Jones Room WG43 Education Technology Team Tel:

Microsoft Excel – Pivot Tables Today's Session Overview of pivot tables How to create a simple pivot table How to modify  Basic listings  Combining searches Hands on walk through Exercise questions

Microsoft Excel – Pivot Tables What is a pivot table? Tool within Excel Provides a summary of data Can be used to produce graphs / charts More dynamic than just filters Uses drag and drop principle

Microsoft Excel – Pivot Tables How are they created? Create your dataset  Could be list of grades  Export from webct Ensure each column has a unique name Select the area

Microsoft Excel – Pivot Tables How to create one? Open workbook > worksheet “Simple dataset” Data menu,  click PivotTable and PivotChart Report

Microsoft Excel – Pivot Tables Step 1

Microsoft Excel – Pivot Tables Step 2 Tip – if you select the dataset prior to trying to create the pivot table, the range will show here. Selected range

Microsoft Excel – Pivot Tables Step 3 Always use a new work sheet as it gives more space to manipulate the data.

Microsoft Excel – Pivot Tables Pivot Toolbar Refresh data Chart Wizard Field List

Microsoft Excel – Pivot Tables What do you need to consider? Unique Column titles (try to keep them short) Not like V-lookup doesn’t automatically update Refresh pivot table if you update dataset Try to avoid blanks or empty cells Can’t edit the pivot table data – must edit the dataset File size can be large when pivot tables used

Microsoft Excel – Pivot Tables Empty Pivot table Empty Pivot Table Field Listing from Data source

Microsoft Excel – Pivot Tables Pivot table field listing Select Grade drag it across to “Drop Data Items here”

Microsoft Excel – Pivot Tables Empty Pivot table Simply drag and drop items from the left Field List

Microsoft Excel – Pivot Tables Count on Grade Field After dragging Grade field across can see it counts the number of entries in the Grade field. Drag it across again and drop in the Total cell (A4)

Microsoft Excel – Pivot Tables Pivot table view Now lists the grades along with the number of occurrences of each grade Useful for checking errors

Microsoft Excel – Pivot Tables Selecting output Can select which grade results you want to view. Click on the down arrow Useful for checking specific records \ results

Microsoft Excel – Pivot Tables Pivot table view Grade has been selected for the initial count and then also for listing

Microsoft Excel – Pivot Tables Changing count Double click on the Count of Grade brings up extra options

Microsoft Excel – Pivot Tables Extra options Double click on the Count of Grade cell Gives more options Including formatting numbers etc Might need to click on Options button to see full list

Microsoft Excel – Pivot Tables Creating percentages

Microsoft Excel – Pivot Tables Changing count results to percentage of total.

Microsoft Excel – Pivot Tables Change count to Percentage Total column now shows percentages rather than simple numbers of students. Can format decimal places.

Microsoft Excel – Pivot Tables Pivot table multiple fields The list shows grades but what if you want a gender breakdown. Try selecting the Gender field and dragging it across to the left of Grade column

Microsoft Excel – Pivot Tables Multiple Options Table now shows gender and grades with totals

Microsoft Excel – Pivot Tables Multiple totals Total Grade C Total Grade E Total Gender M

Microsoft Excel – Pivot Tables Pivot table view Grade has been selected for the initial count and then also for listing

Microsoft Excel – Pivot Tables Removing Totals Don’t always need totals, so can change to none

Microsoft Excel – Pivot Tables No totals now visible for Grade

Microsoft Excel – Pivot Tables Questions and further details Contact details Rob Jones Education Technology Team Room WG43 Tel:

Microsoft Excel – Pivot Tables Simple Dataset Exercises / activities Find the following 1. List of student names awarded a Grade A only 2. Change the Gender for the Dr (RegNo ) to Male 3. Gender breakdown of student with a Grade A only actual number and percentage 4. Percentage of students with a Grade D or E only 5. Gender graph showing grades 6. List people whose results are not yet returned, with their address

Microsoft Excel – Pivot Tables Answers follow

Microsoft Excel – Pivot Tables List of student names awarded a Grade A only

Microsoft Excel – Pivot Tables Change the Gender for the Dr (RegNo ) to Male Find the following 1. Remember when you update the dataset you need to refresh the pivot

Microsoft Excel – Pivot Tables Gender breakdown of student with a Grade A only actual number and percentage 2 alternate views of actual numbers

Microsoft Excel – Pivot Tables Gender breakdown of student with a Grade A only actual number and percentage WRONG Have to include all grades to gets true percentage of the total.

Microsoft Excel – Pivot Tables Percentage of students with a Grade D or E only Have to include all grades to gets true percentage

Microsoft Excel – Pivot Tables Gender graph showing grades

Microsoft Excel – Pivot Tables List people whose results are not yet returned, with their address

Microsoft Excel – Pivot Tables Complex Dataset exercises Create a pivot table 1. Count on student ID 2. Create a quartile list on module 10 (numeric and percentile) 3. Checks on data  Module 2 Grade results how many are missing (39)

Microsoft Excel – Pivot Tables Count on Student ID with Gender (should = 418)

Microsoft Excel – Pivot Tables Create a quartile list on module 10 (numeric) Can see that there are 2 without any quartile?

Microsoft Excel – Pivot Tables Module 2 Grade results (39 missing)