1. Excel 2010/2013 Pivot Tables Lab Webinar
Welcome!
Excel 2010/2013 Pivot Tables Lab Webinar
with Cindy Kredo
Creating / editing
Filters / Drill downs / Slicers
Formatting
Totals
Grouping / Sorting
Adding Pivot Charts
© 2016 Cindy Kredo
Updated:

2. Successful Webinar Tips
Attending a webinar at your desk is great, but be prepared for potential distractions! Speak with your supervisor and if possible:
Post a sign at your workstation “Training in Progress – Please Do Not Interrupt”
Prepare an “out of office” message that alerts contacts that you are in the office, but in training from __ to __. 
Close out of your and instant communicator while you attend the webinar
If you can, sequester yourself in a different location where you can fully focus on the task at hand!

3. Class Prerequisites and Webinar Presentation
Basic spreadsheet navigation
Familiarity with Excel formulas
The class audience is likely to include both experienced students and beginners!
This is a hands on webinar
Note: Images in this slide are from both versions 2010 and The icons will differ slightly depending on the version you are working in! 3 3

4. How will this session work?
You should have the file “Pivot Table Lab Data.xlsx” open and the Lab Sessions (Word document) printed
Most new topics discussed are followed by a hands-on lab which you will do independently.
Participant Setup: Adjust your speaker volume and window!

5. Cindy Kredo: Who am I?
I am an independent contractor, providing Access / Excel / SQL Server / Crystal Report training / design / consulting work
I only teach subject matter for software and concepts that I have used extensively in “real world” projects!

6. Quick Learner? Experienced User?
If you believe you will complete independent labs in a shorter period of time than the typical beginning student, make a COPY of your demo file and feel free to explore / modify pivots in that demo file.
When you return to class, you will want to go back to the original file.
It is important that you “play” in a different file due to potential pivot cache modifications!

7. PIVOT TABLES What are they? Why would you use them? Quick summaries
Pivoting / analysis options
Drill down capability
Chart options
Pivot Table Labs.xlsx Date Pivot Data tab 7

8. How to create pivot Select one cell below column headings
On Insert Ribbon select Pivot Table 8

9. Pivot Wizard 9

10. The Pivot table stage Left side: Right side:10
Plus the Pivot Table Tools Ribbon is Activated!

11. Selecting field positions: drag and drop11

12. If you have many columns – side by side view will work best12

13. Purpose: Pivot Table Field Positions
Column Labels: The values in this field will appear horizontally across the top of the pivot table
Row Labels: The values in this field will appear vertically down the left side of the pivot table
Report filter: Add a filter dropdown in upper left corner of pivot table for this field (or fields). Data for the field will NOT appear in the body of the Pivot Table.
We will come back to these in more detail later.
Values: The values in this field will be subtotaled, or, if non-numeric data, can be counted. Subtotals include sums, averages, counts and more.

14. Report filter / page filter
Report Filters can be set for all the data by using the drop-down next to any field / fields in the Report Filter Section
Check the box marked “Select Multiple Items” to select more than one item at a time 14

15. Group Date Fields
How? Right mouse click on ANY date in Column A OR the date label Tip: Data MUST be formatted as a date for this to work! 15

16. Grouping Date or Numeric fields
Alternative:
Select Label or Field representing date field
Use group field button on the Pivot Table Analyze ribbon (Options Ribbon in Version 2010)
An example of grouping by numeric fields can be found on the Demographics tab (#Youth) 16

17. Lab One Your turn! Use the handout to complete Lab 1
When done, if there is time left over, make a list of things that would make this pivot table look better
Suggestions for a better looking pivot table (group discussion):
Show which schools are in the filter (vs. “Multiple items”)
Display zeroes in empty cells
Remove the “Row Labels” / “Column Labels”
Change the “Sum of Attendance” label
Add gridlines – add horizontal spacing
Layouts won’t impact this simple pivot table except Compact narrows the columns/ Outline widens them
Subtotal Years
Always show all four quarters, even if no data exists
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18. Changing the layout Go to Design Ribbon Select Report Layout18
Note: Version 2010 has two Pivot Table Ribbons: Options/Design Version 2013 calls the same ribbons Analyze/Design

19. Layout Options: Your choice!
Compact: All row headers (including date grouping) are in the first column in “indent” style
Outline: Each row header (including date grouping) appears on a separate row and column
Using Lab One exercise, demo the different layout options
Tabular: Each row header (including date grouping) appears in its own column with first level grouping on same row 19

20. Compact Form - hide headers
Select cell with the word “Column Labels”
Go to the Analyze ribbon (screenshot shows Version 2010 – the same ribbon was called Options)
Click Field Headers 20

21. Pivot Formatting
Hover mouse over Style Options for description – i.e. banded rows 21

22. Pivot layouts – Design Ribbon
Wide variety to choose from. If you want to change the default style: select any cell in your pivot table; go to design ribbon; right click the layout you want; select Set as Default 22

23. Cell Formatting
Change number formats by right clicking the field, select Value Field Settings, and then open the Number Format dialog
Do NOT use the Home ribbon or the format popup to change field formats.
Explain that the home ribbon and/or the format popup will change the spreadsheet cell and not necessarily all items in the grouping. This behavior is inconsistent: sometimes changes made from the home ribbon and/or format popup WILL carry across all fields, but it cannot be depended upon. Therefore use the Field Settings to be safe!

24. Hide Row subtotals (specific row item)
Right mouse click one of the total cells (to be hidden)
Select Field Settings
Select None in subtotal options
Add subtotals to Years. Demo that common options are in the Design Ribbon, Subtotal icon (hide/show and displaying at top/bottom). (Image in next slide.) 24

25. Changing ALL Subtotals and Grand totals using the ribbon25

26. Displaying Items with No Data
For the year 2011, there were no meetings held in Quarters 2 and 4.
To show all quarters regardless of whether there is data, change field settings for the Date field.
When the “Show Items with no Data” is set on a date field, by default a range before and after your data range will also appear. This can be suppressed by adding a date filter. 26

27. Collapse and expand
Use the Years to Collapse and Expand
Collapse or expand using the + / - signs to view a specific subset; OR
Use right mouse option Expand/Collapse to change the view of an entire column
Collapse a single field by right clicking the column heading/collapse. 27

28. Collapse and expand continued
Tips – example where column header = Month
“Collapse To Month”
This will close out groupings to the right of the month column
“Expand to month”
This will open all groupings from the month column and to the left of the month column
Hide Collapse/Expand buttons by clicking the second button from the end on the Option ribbon
In the lab file, collapse the years to demo this. 28

29. Renaming a row or column
Select the cell containing the name you wish to rename
Position cursor in the formula bar
Type the new name
End result:
Retype here
TIP: You cannot rename a field with one of the column headings in your source data. If you need to name the column the same, add a space to the end of the name: excel will be “fooled” into thinking the title is different. 29

30. Controlling zeroes Right click any field in pivot table
Select Pivot Table Options
Set this option to zero 30

31. Slicers
New to Excel 2010
“Slice” data by creating visible filters with a mouse click!
Analyze Ribbon, Sort and Filter Group, Insert Slicer
Hold the control key down to make multiple selections
Explain that this gets around the earlier limitation of seeing “multiple filters” in the Report Filter dropdown.
Blue shading: Selected filter; Light blue: No data

32. Powerful filtering
Slicers can be created for ANY column heading: the column does not have to be displayed in the pivot table
In the following example – Parents is not a field that is included in the pivot display!

33. Lab Two
Build another pivot table using the same data but this time include the “Suggested Improvements” listed on the worksheet tab “Completed Lab One”
Finished Early? Use the Demographics tab:
Build a pivot table that looks like what you see in
Cell G1! Use the Alt D P keystroke combo to
use a different cache so you can do your own
grouping. Grouping with number fields is done
based on “increments” 
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34. Changing the Math Option 1
Sums / Counts / Averages ??
Select Value Field Settings from the Pivot Table Field List
Select math option here 34

35. Changing the Math Option 2
Right click the field inside the pivot table data and select Summarize Values By as shown

36. VALUES: Not Limited to One Total
More than one field can be dragged into any of the Pivot Table Positions, including the Value position
To obtain a sum and an average on the same field, drag the field into the Values position twice. Change the summary type on the field settings dialog box.

37. Cell Formatting (multiple values)
Change the font options for different parts of your pivot table without having to manually select each item
In the Pivot Table Tools Ribbon, Analyze, make sure Enable Selection is turned on
Position cursor to the left of the row item you want to modify until you get a small black arrow as shown – then click to select those items
Use worksheet tab Format Tips Multiple Values
Tip: When necessary, use the Analyze Ribbon, Select Option to control whether just labels or labels and values are selected.

38. Cell Formatting (continued)
After selecting the cells, another right click on any of the selected cells will pop up the small formatting ribbon.
Selections made will impact all highlighted cells.
Earlier students may have been warned to not use the formatting pop up. That advice is still sound – but there is no choice for something like this. Students just need to be aware that the formatting may be lost when other changes are made to the pivot table. Always format for presentation last!

39. Topic Outline Pages via Report Filter option
Setting and Clearing Filters
Value vs. Label Filters

40. Using Report Filter to generate Pages
1., Select Options from the Analyze Ribbon (first category)
2. Select Show Report Filter Pages
A separate worksheet tab will be created for each value in the Report Filter column! 40

41. Column and row Filters
New to 2007: filter on any row or column heading by selecting the arrow to the right of the field in the field list.
Value filters look at row/column totals; label filters are the column headers.
Dropdowns inside the pivot table allow the same filtering choices but it is typically “cleaner” to use the Pivot Table field list – especially if your pivot table is in Compact Layout view. 41

42. Understanding Value Filters
Value filters are set at the group level
In this example, the filter is set at the School Level
There are two subtotals (sum and average) done at the School level
The filter is applied at the SUBTOTAL level; not at the individual entry under each county

43. Value Filters Continued
In this example, the filter is set at the County Level
There are two subtotals (sum and average) done at the County level
The filter is applied at the county subtotal level; not at the individual entry under each school! This can be very confusing: remember that row/column filters work at the subtotal level.

44. Row Filter – Example equal to 19
Filter indicator
More Filter Indicators –
detail level
Stress that this will filter based on what is in the Grand Total column; not the county columns. 44

45. Label Filter Option Non-date fields include a “Label Filter” option
Date fields include a “Date Filter” option
Label filters work with letters or numbers. For example, the following limits the pivot data to customers who have a ‘W” in the customer number

46. Label Filters, continued
The greater than, less than options refer to dictionary sorts (letters and/or numbers treated as text)
Label filters for text are applied at the row or column heading level

47. Label Filter Example
The Services row will be filtered by those containing “401”

48. Clearing row/column filters
Right click the field being filtered (funnel icon will appear) from the Pivot Table Field List
Select Clear Filter From…
OR do the same from the row/column dropdown inside the pivot table! 48

49. Tech tip – Filter Dropdown
You may see data listed in the filter dropdown that is not contained in your data
This is caused by Excel “remembering” old data.
Remove this by setting “Number of items to retain per field” to none in the Pivot Table Options

50. Multiple filters per field
By default, Excel is set to only allow one filter per field.
Example: If you apply a value filter to the Customer and then add a label filter to the Customer, the value filter will disappear
Change this using the Pivot Table Options, Totals and Filters tab

51. Drill Down
Double click ANY aggregate number in a pivot table to create a worksheet tab displaying the data that makes up that number! 51

52. Lab Three
Take a break – Stretch/Run around your desk if you can – then…
Follow the instructions
in your handout for Lab Three
Finished early? Check out the pivot tables at the bottom of the
Demographics tab. Do a right mouse click on the
cells that represent the different %’s and explore which options are selected. See if you can recreate one of them 
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53. Moving totals: Column  ROW
Drag and Drop
Explain that this only comes into play when you have more than one field in the Values box. 53
See next slide for output

54. Column vs. Row Totals
Same data: different layout How? Swap Totals from Column to Row box (see previous slide) 54

55. Lab Four Follow the instructions in your handout
Depending upon what you have done on previous worksheets, the grouping options may not match images in the handout. If a fresh data file is opened, group options will work as demonstrated. Otherwise, you must first UNGROUP the service date fields. We will do this together first!
Finished early? Did you check out Step 11 on Page 14?
How about the BONUS item right below that? Lab 5
could also be done – typically we skip that one in class!
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56. Topic Outline Change Data Source Move Pivot Tables
Refresh Pivot Table Data
Changing Column/Row Sort Order
Grouping

57. Miscellaneous options
Change Data Source: Use to point to different data source
Clear: Use to remove all filters, OR all fields from the Pivot Table Field List to start over
Select: Use to quickly select portions of a pivot table – typically for formatting purposes (or to select entire pivot for copying)
Move Pivot Table: Point to new location to move your pivot table 57

58. Refreshing Pivot Data
By default, as data is changed, a pivot table does not update until it is manually refreshed
How? Right click, Refresh OR use Ribbon Refresh
Right click, Pivot Table options to change the refresh setting 58

59. Changing Column OR row Sort order
Right click any column/row header in pivot table
Select Sort (3 choices appear)
When Manual Setting is selected, move columns by selecting column label in pivot table; then use four headed move pointer to manually drag and drop column to new location. 59

60. Manual Grouping Select Column Labels to be Grouped
Right Mouse Click, Group
Change name of group in Formula bar
Repeat steps: only difference is that mouse position has to be moved to the group header field before typing name of group in Formula bar
Example below shows manual grouping by Region (we have no ‘Region’ field: this was created by grouping 60

61. Advantage of grouping Collapse / expand by new groups
Subtotal by new groups 61

62. Remove grouping Select group field(s) on Pivot Table
Right mouse click, select Ungroup (or use Ungroup button on Analyze Ribbon) 62

63. Lab Five Follow the instructions in your handout
For live webinars, check in when done via the poll.
Extra time on your hands? Explore Sorting and Grouping options:
Compare manual with automatic
Ungroup the groups you have created
Regroup and apply filters – noting that the districts and counties now have separate filter options!

64. Topic Outline
Pivot Charts
Pivot Caches
Compatibility Notes

65. Charting your data is a click away
Position cursor in pivot table
On Analyze Ribbon, select Pivot Chart 65

66. Pivot Chart features Chart data filters along with a pivot table!
2-way communication; pivot to chart; chart to pivot
Use analysis ribbon option to filter inside chart
ALL data in the pivot table is charted
As fields are added or removed from a pivot table, the chart is updated accordingly
Refreshing a pivot table refreshes the chart
Standard chart formatting options apply: ribbon tools are the same! 66

67. Pivot Chart limitations
Most chart formatting options apply to pivot charts, but there are a few exceptions:
Data labels aren’t sizeable except via a change in font size
Trend lines are ‘buggy’: they might disappear when changes are made to the pivot
Scatter charts and bubble charts are not available
(In version 2007 Rows/Columns couldn’t be swapped but this is now available in 2010) 67

68. Lab Six
Follow the instructions in your handout to create a Pivot Chart with slicers
Check out the formula for the Weekday that is used. Observe that you cannot use Column E: can you tell why? Try it!
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69. Understanding pivot table caches
Beginning with Excel 2007, new pivot tables based on the same data will SHARE the same pivot cache
changes to grouping in one pivot table will impact ALL other pivot tables!!
Calculated fields created in one appear in all
Refreshing one refreshes all
Class discussion – is this good? Pros and cons. 69

70. Change Cache: Option 1 - Delete and Recreate
ALERT: Option 1 may not work if you have not updated Office Service Packs!
Change Cache: Option 1 - Delete and Recreate
Select entire pivot table
Press delete on keyboard
Modify QAT toolbar (if necessary) – add PivotTable and PivotChart Wizard
Use that icon on the QAT to rebuild your pivot table
Select No to the prompt displayed below. If you do not get this prompt, see Options 2 and 3.

71. Change Cache: Option 2 - Modify Data Source
Position cursor in the Pivot Table
Press the Alt Key, then the letter D, then the letter P
Click the Back button
Change the range – i.e. one row less (keep the same number of columns)
Click Finish
Repeat steps 2-5 but correct the range to be the full range

72. Change Cache: Option 3 - Cut / Paste /Regroup / RePaste
Select Entire Pivot Table 
Control X
Open new workbook and Control V (paste)
Change grouping on the pivot table in the new workbook
Select Entire Pivot Table
Go back to the original location and Control V (paste)

73. Recommended method?
For very simple pivot tables, it might be fewer steps to just recreate the pivot using the old style wizard
Options 1 and 2 are the Microsoft recommended solutions, but Option 1 often fails to prompt for a cache option now.
For complex pivot tables, either Option 2 or 3 are supposed to work. I have been in situations where Option 2 failed and have been unable to determine why.
Option 3 was found on many popular Excel support forums

74. Compatibility issues: 2003
If you will be sharing your Pivot Tables with Excel 2003 users – use Compatibility Mode
To work in compatibility mode, create a blank Excel file and do a save as, saving it as a file. Close the file and re-open it in version 2007.
Create your pivots WHILE IN THIS MODE!
You must see the words “Compatibility Mode” at the top! It is NOT enough to save the file as an xls. 74

75. Compatibility issues: 2007
Slicers are not available in Version 2007.
If a user opens a file in Version 2007 that contains slicers, the slicers will look like this:

76. Topics Covered 
 Create Pivot Table  Modify Pivot Table  Pivot Table Layouts / Styles  Value Field Settings / Subtotals  Report Filter Pages / Slicers  Filters – Row and Column  Sorting and Grouping  Drill downs  Pivot Charts  Pivot Caches