1. PIVOT TABLE BASICS

2. Arranging Your Data: Tabular Format No gaps in data Formatting
Data must have headers on all columns
No gaps in data
No blank rows or columns
Short cut to find all blank rows & delete them:
Find & Select > Go to Special > Blanks
Short cut to delete all blank rows:
Ctrl + -
Formatting
Numbers & dates need to be formatted
Select column & format

3. Put your data into a Table
Click anywhere in the data > click on Insert Tab > select Table
Or short cut key: Ctrl + T
Safari queries are already in a table
You will know your data is in a table when the Table Tools Menu bar appears.

4. Clean your Data Set
Need to make sure that your data doesn’t have any leading or trailing spaces
3 options:
+trim function
Ablebits – trim spaces
Text to Columns – Highlight entire column > text to columns > delimited > spaces > Finish

5. Inserting a Pivot Table
From your data set, click the Insert Tab > select Pivot Table
You can insert into a new worksheet or in the current worksheet
Once the PT is inserted you will get a PivotTable Tools menu at the top
The Field List will appear on the right hand of the screen.
Contains all the column headers listed in your data set.
You can rename your PivotTable in the upper left corner

7. PivotTable Field List
Report Filter (optional)– appears in the top left corner of PT
Used for drawing down on fields you want to look at more closely
Regions, periods, business units, staff/employees
Column Labels – Top horizontal area of PT
Used to look at trend of data
Periods, time, months, years
Row Labels – Left vertical area of PT
Used for grouping unique values
products, company names, locations, business units, pay classes, & buildings
Values – Middle area of PT
Used to calculate or quantify
Sum (for sales), Count (for no. of units), Average (for prices), Maximum/Minimum (for values)

8. You can move the Field list around Make the field list disappear
by clicking in the menu or by clicking in the PT, right click – hide PT.
Resize the Field List
Close the field list
Can view it in 5 different views
Field List

9. Auditing a Pivot Table
If something looks wrong with your data you can audit the fields.
Click in cell in question, double click and you will be taken into a copy of your data.
Review data. If you need to make an adjustment to your numbers, you will actually need to make the change in your original data set. CTRL Z to exit & delete the copy of your data.
Go into the original data set & make changes.
Go to Pivot table and click refresh.
Data will be updated from changes

10. Sorting Field List A to Z
If desired, the Field List can be sorted from A to Z
Click on Options from the PivotTable Tools menu bar
Select the Display Tab
Click in the Sort A to Z option OK

12. Tip – Adding more fields
You can show additional fields by double clicking on any Row or Column label.
Select from the pop up display to add.
Additional fields will also be reflected in the Row/Column Field listing.

13. Defer Layout Update Option
If you don’t want to see your Pivot Table being built on the fly, you do have the option to build the PT & then view.
Click the Defer Layout box
Build your Pivot Table
Click Update

14. Pivot Cache
When your data has been updated, you will need to REFRESH your pivot table so the values are updated
3 options to update:
Click in PT > click on Refresh
Right click in PT and select Refresh
ALT + F5
If you have multiple PT’s in the same workbook from 2 different data sets, use Refresh All after data set changes.

15. Refresh External data
Applies to a workbook located on a shared server that contains the data source
Can create a pivot table on your personal computer
Open new workbook > select Insert Tab > pivot table > use external data source > choose connection > browse for more (search for data set/file) > open > select sheet > check that 1st row contains column headers > OK
Since data is updated by others, you will need to refresh the pivot table whenever you open up the file.
3 ways to refresh:
Enable background refresh (external query running)
Refresh every XXX minutes
**Refresh data when opening the file (when you open your own personal workbook)

17. USPS Balancing Pivot Table
For INICAL

18. Safari Query Active Payroll Jobs
Open Excel
Click on Data Tab
Get External Data
Select From Other Sources
From Microsoft Query 1 2 3 4

19. Select USPS (will highlight) OK Enter Reflections/Alpha Username & Password (Do not save) OK

20. Choose the “Jobs” Column by clicking on the plus sign (+) Tip: If your fields are not in alpha order, you can click on the options button and check List Tables & Columns in alpha order then OK

21. Fields to Pull:
Employee_ID
Full_Name
Job_Status
Job_Number
Job_Title
Pay_Group
Contract_Start_Date
Contract_Stop_Date
Pay_Per_Period
Arrow down & select the following fields by highlighting the columns & clicking on the > sign

22. Arrange the columns in the listed order by moving them with the arrow keys (^v) Next

23. Highlight Job Status Select equals (=) from the drop down menu Enter 1 in the next field Next

24. Sort by Full_Name from the drop down menu Next

25. Return Data to Microsoft Excel Click Finish Place data in Cell A1 OK

27. Inserting a Pivot Table
Creating a tool to balance INICAL

28. Click on the Insert Tab Select Pivot Table Place in New Worksheet

30. Drag the following fields under the: Row Labels 1. Pay_Group 2
Drag the following fields under the: Row Labels 1. Pay_Group 2. Full_Name Values Area (sum) 1. Pay_Per_Period

31. Finishing up the balancing spreadsheet 1
Finishing up the balancing spreadsheet 1. Add a field to enter Future Pay Totals 2. Add a Total Gross Pay Field w/formula to add PT & FP totals

32. Using Pivot Tables with USAS Data Reports
Text to Columns

34. You will need to transfer the FNDREVEX CSV file over to your local machine in the ASCII transfer mode REFLECTIONS FTP

35. Alternate transfer method
winSCP – you can just drag & drop the file onto your local machine.

36. Open CSV file Select cell A1 Hit Ctrl + A to select the entire spreadsheet Click on the Insert tab and select Table > OK Your spreadsheet is now in a table

37. Cleaning up your Data Select the Data tab
Click on column A and select Text to Columns
Select Delimited > next
Select Space (if leading spaces are found, they will be automatically removed) > next
Select General for numbers but if you need to keep leading 0’s (i.e. 001) then select Text > finish

38. Insert a Pivot Table Click on the Insert Tab Click PivotTable
It will default to New Worksheet OK

39. Creating your PivotTable
Drag & Drop the following fields:
Rows:
Fund-SCC
Description
Columns:
Type
Values:
Annual_Budget

40. You want to make sure that your values are performing the correct calculation. To change the Values function: Click on the down arrow of the annual budget field Select value field settings make sure sum is selected > OK