1. Presented by Cheryl Sullivan

2.  Name  Department  What do you want out of the training?  Favorite food

3.  Why use pivot tables—if you have a lot of information that you need summarized, Pivot Tables are critical  The presentation will be in Excel 2007. All of the information is similar for 2003. Pivot Tables in 2003 are located on the Data menu  In the following example, we will use a Simple Query from Datatel to pull information. For selected records we will count the number of students in a zip code

4.  Get Data From a query: Type as shown. Then press Okay out of every screen.

5.  All Pivot Tables must be in a range without a break (you can fake it with a numbered column out front like we did on the data sort, but every column must have a header in your range).  The area containing the details must have a header at the top Okay Not

6.  In this example the data contains zip codes with extra sub-sets. We will use “Text-to-Columns” on the Data Tab to move that to the next row. Use Fixed Width with use Delimited and use “-” Make sure to add an extra header From (zip code together) To (zip separtated)

7.  This will activate the wizard  On this first step make sure that the range is correct for the data you are trying to capture  On the Insert Tab in 2007, select the Pivot Table button (located on the far left)

8.  Drag the items you want in the Row Labels, and then drag values you want summed or counted into the values area. In this case I wanted the city in the row and zip for both row and value.

9.  In this example I added many more data elements to the Row Labels

10.  Another example of formatting, to make the row labels go out horizontally rather than vertically, you must change the Report Layout to “Show in Tabular Forms”

11.  To get rid of the subtotal information, right click on the header(s) and uncheck the Subtotal

12.  Run Query Builder  Verb=LIST; File: STUDENTS; Output= XNCOA.STU.CITY XNCOA.STU.ZIP; Before = GET.LIST CS.LIST; change PC settings and advanced settings. (see slide 5-2; hit okay out of all screens  “Text To Column” the separating the Zip fields  Select All Data in the Range (make sure to have column headings  On the Insert Tab hit “Pivot Table”  Select your data in the pivot table wizard  Change the Report view to “Show in Tabular Format” on the Design Tab

13.  Question?  What would you like other training would you like?  If you have any positive or negative evaluation points, please explain so that we can make improvements.  Thank you!