Exploring Microsoft® Excel® 2016 Series Editor Mary Anne Poatsy

Exploring Microsoft® Excel® 2016 Series Editor Mary Anne Poatsy
Exploring Microsoft Office 2016 Series Editor Mary Anne Poatsy Mulbery|Davidson Series Created by Dr. Robert T. Grauer

Copyright © 2017 Pearson Education, Inc.
Chapter 5 In Chapter 5, you will expand your knowledge of Excel by learning how to analyze data using subtotals, PivotTables, and PivotCharts. Subtotals, PivotTables, and PivotCharts Summarizing and Analyzing Data Copyright © 2017 Pearson Education, Inc.

Objectives Subtotal Data Group and Ungroup Data Create a PivotTable Modify a PivotTable Filter and Slice a PivotTable The objectives for this chapter are: Subtotal Data Group and Ungroup Data Create a PivotTable Modify a PivotTable Filter and Slice a PivotTable The objectives continue on the next slide. Copyright © 2017 Pearson Education, Inc.

Objectives Create a Calculated Field Change the PivotTable Design Create a Data Model Create a PivotChart The objectives for this chapter are: Create a Calculated Field Change the PivotTable Design Create a Data Model Create a PivotChart Copyright © 2017 Pearson Education, Inc.

Objective 1: Subtotal Data
In this section, the skills include: Sort Multiple Fields Subtotal Data Add a Second Subtotal Collapse and Expand the Subtotals Skills:  Sort Multiple Fields  Subtotal Data  Add a Second Subtotal  Collapse and Expand the Subtotals Copyright © 2017 Pearson Education, Inc.

Subtotal Data Specify sorted column Click Subtotal Discipline
Select function Sum Excel’s Subtotal command inserts a subtotal row, which is a row that includes one or more aggregate functions, such as a sum or average, of values within each category within a dataset. When adding subtotals to a dataset, the dataset must be a range not a table. You must also sort the data into groups. To add subtotals to a dataset, click Subtotal in the Outline group on the Data tab to open the Subtotal dialog box. As shown in the dialog box, you specify the sorted column, select the function , and select the column(s) in which the subtotal(s) are added. The results of these selections are shown on the next slide. Select column(s) Units Sold Wholesale, Units Sold Retail, etc. Copyright © 2017 Pearson Education, Inc.

Subtotal Data Sorted by Discipline Sums calculated for Sum rows
Units Sold Wholesale, Units Sold Retail, etc. Sum rows added Note the two indicated Social Problems sums—97,852 and 1,031—which will be referred to on the next slide. A second level of subtotals can be added to a dataset. Adding a second level maintains the primary subtotals and adds another level of subtotals for subcategories. For example, in the Social Problems category, the individual areas—Alcohol/Drugs, Conflict Approach, General, and Violence/Abuse—could each be subtotaled. Copyright © 2017 Pearson Education, Inc.

Subtotal Data Sum rows added The Subtotal command creates a hierarchical structure of data that can be grouped into related data to summarize. When a dataset has been grouped into an outline, you can collapse the outlined data to show only main rows, such as subtotals, or expand the outlined data to show all the details. This slide shows the dataset from the previous slide collapsed. Once again, note the two indicated Social Problems sums—97,852 and 1,031—in the collapsed view. Copyright © 2017 Pearson Education, Inc.

Objective 2: Group and Ungroup Data
In this section, the skills include: Group Data Ungroup Data Skills:  Group Data  Ungroup Data Copyright © 2017 Pearson Education, Inc.

Group and Ungroup Data Group and Ungroup Dataset grouped by columns
To create an outline by columns, click the Data tab, click the Group arrow in the Outline group, and select Auto Outline. For more control in creating an outline, you can create a group, which joins rows or columns of related data together into a single entity so that the group can be collapsed or expanded for data analysis. To remove a group, select the grouped column or row and click Ungroup in the Outline group. Copyright © 2017 Pearson Education, Inc.

Objective 3: Create a PivotTable
In this section, the skills include: Create a Recommended PivotTable Create a Blank PivotTable Rename a PivotTable Skills:  Create a Recommended PivotTable  Create a Blank PivotTable  Rename a PivotTable Copyright © 2017 Pearson Education, Inc.

Create a PivotTable Data mining—analyzes large volumes of data PivotTable—an interactive table that: Uses calculations to consolidate and summarize data Enables you to analyze data in a dataset Can easily and quickly be rearranged to analyze data from different viewpoints Data mining is the process of analyzing large volumes of data, using advanced statistical techniques, and identifying trends and patterns in the data. A PivotTable is an interactive table that: Uses calculations to consolidate and summarize data from a data source into a separate table. Enables you to analyze data in a dataset without altering the dataset itself. Can easily and quickly be pivoted, or rearranged to analyze data from different viewpoints. Copyright © 2017 Pearson Education, Inc.

Create a PivotTable PivotTable sample Point to a PivotTable thumbnail
A PivotTable can be created from the Quick Analysis gallery or from the Recommended PivotTables command in the Tables group on the Insert tab. In both methods, pointing to a thumbnail displays a PivotTable sample. To create a PivotTable using Quick Analysis: Right-click within a dataset and select Quick Analysis on the shortcut menu. Click Tables in the Quick Analysis gallery. Click a PivotTable thumbnail to create the desired PivotTable. Note: Pointing to a PivotTable thumbnail displays a sample of the table. Point to a PivotTable thumbnail Copyright © 2017 Pearson Education, Inc.

Create a PivotTable Click Recommended PivotTables PivotTable
thumbnails To create a PivotTable from the Recommended PivotTables dialog box: Click inside the dataset Click the Insert tab and click Recommended PivotTables in the Tables group to open the Recommended PivotTables dialog box Once the dialog box is displayed: Point to a thumbnail in the gallery on the left side of the dialog box to display a preview of the PivotTable on the right side. Click a thumbnail to select it and click OK. PivotTable preview Copyright © 2017 Pearson Education, Inc.

Create a PivotTable PivotTable Fields pane List of fields PivotTable
Excel creates a PivotTable on a new worksheet. On the new sheet, a PivotTable and the PivotTable Fields List task pane are displayed. The pane displays the list of fields in a dataset and areas to place the fields to create the layout. These areas are used to organize data in columns, rows, values, and filters. As seen in the lower right of the slide, there are four areas: FILTERS—displays top-level filters above the PivotTable so that you can set filters to display results based on particular conditions you set. COLUMNS—displays columns of summarized data for the selected field(s). ROWS—groups the data into categories in the first column based on the selected field(s). VALUES—displays summary statistics, such as totals or averages, for the selected field. Drag fields here to add to the PivotTable Copyright © 2017 Pearson Education, Inc.

Create a PivotTable Move to new worksheet PivotTable placeholder
To create a blank PivotTable: On the Insert tab in the Tables group tab, click PivotTable to open the Create PivotTable dialog box. Select the data that you want to analyze (table or range within the open workbook or a connection to an external dataset). Select where you want to place the PivotTable: New Worksheet or Existing Worksheet and click OK. Copyright © 2017 Pearson Education, Inc.

Objective 4: Modify a PivotTable
In this section, the skills include: Add Rows to a PivotTable Add Columns to a PivotTable Remove Fields from a PivotTable Rearrange Fields in a PivotTable Change Value Field Settings Refresh a PivotTable Skills:  Add Rows to a PivotTable  Add Columns to a PivotTable  Remove Fields from a PivotTable  Rearrange Fields in a PivotTable  Change Value Field Settings  Refresh a PivotTable Copyright © 2017 Pearson Education, Inc.

Modify a PivotTable Discipline field label Discipline first
To add a field as a row, you would do one of these steps: Click the field’s check box to select it in the Choose fields to add to report section. Drag the field from the Choose fields to add to report section and drop it in the ROWS area. Right-click the field name in the Choose fields to add to report section and select Add to Row Labels. The sequence of the fields within the ROWS area dictates the hierarchy. In this example, we want to show the Areas within each Discipline for the textbook list. To show this hierarchy, list the Discipline field first and Area field second in the ROWS area. Area field labels Area second Copyright © 2017 Pearson Education, Inc.

Modify a PivotTable Count of book titles Sum of units sold As we saw with Rows, to add values to the PivotTable, you would do one of the following steps: Click the field’s check box to select it in the Choose fields to add to report section. Drag the field from the Choose fields to add to report section and drop it in the VALUES area. Right-click the field name in the Choose fields to add to report section and select Add to Values. In this example, we are counting the number of books by titles (9 Aging/Death), finding the number of books sold (179,415 in the Introductory Discipline), and the sales ($21,273,970 for Research/Stats). Sum of sales Copyright © 2017 Pearson Education, Inc.

Modify a PivotTable One column for each copyright year, plus grand total column To subdivide data into columns, drag a field from the Choose fields to add to report section and drop it in the COLUMNS area. This slide shows a PivotTable that uses the Discipline field as rows, the Sum of Units Sold Wholesale field as values, and Copyright field as columns. Each discipline label and each copyright year label appears only once in the PivotTable. Copyright in COLUMNS Copyright © 2017 Pearson Education, Inc.

Modify a PivotTable Deselect check box Drag Area to here As you continue adding and arranging fields, the PivotTable may contain too much data to be useful, making it necessary to remove fields. You can remove fields to reduce the amount of data to analyze. To remove a field from the PivotTable, you would do one of the following steps: Click the field name in the Drag fields between areas below section and select Remove Field. Click the check box next to the field name to deselect it in the Choose fields to add to report section. Drag a field name in the Drag fields between areas below section outside the PivotTable Fields List. To move a field from one PivotTable area to another, you would do one of the following steps: Drag the field in the Drag fields between areas below section. Click the field arrow within the area and select Move to Report Filter, Move to Row Labels, Move to Column Labels, or Move to Values. In this example, to remove the Units Sold Wholesale, deselect its check box. To move Area from ROWS to COLUMNS, drag it from one section to the other. Drag Area from here Copyright © 2017 Pearson Education, Inc.

Modify a PivotTable Enter name Select function
Excel uses the SUM function as the default summary statistic for numerical fields and COUNT as the default statistic for text field. You might want to use a different function for numerical fields, such as calculating an average. In addition to changing the summary statistic, you might want to change the column label that appears above the summary statistic, or you might need to format the aggregated values. To modify any of these settings, you would: Click a value in the appropriate field in the PivotTable and click Field Settings in the Active Field group on the Analyze tab to display the ValueField Settings dialog box. Type the name you want to appear as the column label in the Custom Name box. Select the summary statistical function you want to use to summarize the values in the Summarize value field by list. Click Number Format to open an abbreviated version of the Format Cells dialog box, select a number type, and click OK twice. PivotTables are not automatically updated if you make any changes to the underlying data in the data source. To update the PivotTable, you: Click in the PivotTable. Click the Analyze tab. Click Refresh in the Data group to refresh the current PivotTable only, or click the Refresh arrow and select Refresh All to refresh all PivotTables in the workbook. Click for formatting options Copyright © 2017 Pearson Education, Inc.

Objective 5: Filter and Slice a PivotTable
In this section, the skills include: Set Filters Insert a Timeline Insert a Slicer Customize a Slicer Skills:  Set Filters  Insert a Timeline  Insert a Slicer  Customize a Slicer Copyright © 2017 Pearson Education, Inc.

Filter and Slice a PivotTable
Editions PivotTables display aggregated data for each category. However, you may want to apply filter to show only a subset of the PivotTable. You can specify a particular field to filter the PivotTable. To set a PivotTable filter, you: Drag a field to the FILTERS area in the PivotTable Fields List. Click the filter arrow in cell B1 to open the Filter menu and complete one of the following steps: Select the value in the list to filter the data by that value only. Click the Select Multiple Items check box if you want to select more than one value to filter the PivotTable. Click the check boxes by each value you want to set. Type a value in the Search box if the list is long and you want to find a value quickly. Click OK. In this example, we are displaying values filtered for the 1, 2, 5, 7, 9 editions. Filter by Edition Copyright © 2017 Pearson Education, Inc.

Click Insert Slicer A slicer is a small window containing one button for each unique item in a field so that you can filter the PivotTable quickly. To insert a slicer, you: On the Analyze tab in the Filter group, click Insert Slicer to open the Insert Slicers dialog box. Click one or more field check boxes to display one or more slicers and click OK. Select fields Copyright © 2017 Pearson Education, Inc.

Slicer by Discipline Clear Filter Three Disciplines selected Once a slicer has been inserted into the worksheet. You can manipulate a slicer by doing one of the following: Filter Data by One Value—click the slicer button to filter by the value represented by the button. Filter Data by Multiple Values—click Multi-Select to be able to click more than one button to filter data for multiple values. Clear a Filter—click Clear Filter in the top-right corner of the slicer to clear the filters for that field. In this example, Family, Introductory, and Social Problems have been selected in the Disciplines slicer. Copyright © 2017 Pearson Education, Inc.

Blue and light blue 3.13” high When you select a slicer, the Slicer Tools Options tab displays so that you can customize a slicer. The following list describes the commands on the Slicer Tools Options tab: Slicer—enables you to change the slicer caption. Slicer Styles—applies a style to the slicer by specifying the color of the filtered item in the Slicer. Arrange—specifies the slicer’s placement in relation to other groups. Buttons—defines how many columns are displayed in the selected slicer and the height and width of each button inside the slicer. Size—sets the height and width of the slicer window. In this example for the two slicers: The active filters in the Edition slicer appear in blue and unavailable items appear in light blue. There are two columns in the Edition slicer and one in the Discipline slicer. The Discipline slicer’s height is 3.13”. Two columns One column Copyright © 2017 Pearson Education, Inc.

PivotTable Timeline Timeline Tools Options tab A PivotTable timeline filters data based on the date range selected. A PivotTable timeline is a small window that starts with the first date and ends with the last date in the data source, and it contains horizontal tiles that can be clicked to filter data by day, month, quarter, or year. To insert a timeline and filter data on a timeline in a PivotTable: On the Analyze tab in the Filter group, click Insert Timeline to open the Insert Timelines dialog box. Click a field check box and click OK. Excel displays a timeline in the worksheet, and the Timeline Tools Options tab displays. Click the arrow by the current time level and select a time period: YEARS, QUARTERS, MONTHS, or DAYS. Click a tile on the timeline to filter data. In this example, the tile level is MONTHS for the year 2018—JAN–DEC. Note the horizontal scroll bar at the bottom of the Timeline window, which is necessary to view JAN–APRIL. Tiles to click to set filters MONTHS selected time level Copyright © 2017 Pearson Education, Inc.

Objective 6: Create a Calculated Field
In this section, the skills include: Create a Calculated Field Show Values as Calculations Skills:  Create a Calculated Field  Show Values as Calculations Copyright © 2017 Pearson Education, Inc.

Create a Calculated Field
Type descriptive label Build formula using field names A calculated field is a user-defined field that derives its value based on performing calculations in other fields in a PivotTable. To create a calculated field, you: Select a cell within the PivotTable. On the Analyze tab in the Calculations group, click Fields, Items, & Sets, and select Calculated Field to display the Insert Calculated Field dialog box. Type a descriptive label for the calculated field in the Name box. Build a formula starting with the equal sign and click OK. Note: Instead of using cell references, you insert the field names and other operands. For example, = ‘Total Book Sales’*.1 will calculate a 10% royalty amount on the total book sales. Select field names Copyright © 2017 Pearson Education, Inc.

Create a Calculated Field
Sum and percentage columns Rows determined by Discipline and Area Discipline and Area rows In addition to creating calculated fields, you can apply built-in custom calculations that display relationships between values in rows and columns in the PivotTable. To display values in relation to others, you: Click the field in the VALUES area of the PivotTable Fields List and select Value Field Settings. Click the Show Values As tab within the Value Field Settings dialog box. Click the Show Values As arrow and select the desired calculation type. Click Number Format to set number formats and click OK two times. This example shows the Discipline and Area fields are contained in the ROWS area and the Total Sales field is inserted three times in the VALUES area: Sum of the totals for each discipline and area % of Parent Row Total % of Grand Total Sum and percentage values Copyright © 2017 Pearson Education, Inc.

Change the PivotTable Design
PivotTable Tools Design tab More PivotTable Styles gallery A PivotTable style controls bold formatting, font colors, shading colors, and border. To change the style, you: Click the PivotTable Tools Design tab. Click More in the PivotTable Styles group to display the PivotTable Styles. Point to a thumbnail on the gallery and click a style to apply it to the PivotTable. Copyright © 2017 Pearson Education, Inc.

Objective 8: Create a Data Model
In this section, the skills include: Create Relationships Create a PivotTable from Related Tables Skills:  Create Relationships  Create a PivotTable from Related Tables Copyright © 2017 Pearson Education, Inc.

Create a Data Model REPS table Click Relationships SALES table Primary table SALES A data model is a collection of related tables that contain structured data used to create a database. You can create a relationship between two or more Excel tables that have some commonality and relationship. This is similar to creating relationships among common tables in an Access database. A relationship is an association or connection between two tables where both tables contain a common data field. To create a relationship between two tables in Excel, you: Click the Data tab and click Relationships in the Data Tools group to open the Manage Relationships dialog box. Click New in the dialog box to open the Create Relationship dialog. Click the Table arrow and select the name of the primary table. Click the Column (Foreign) arrow and select the name of the column that contains a relationship to the related or lookup table. Click the Related Table arrow and select the name of the related or lookup table. Click the Related Column (Primary) arrow and select the name of the column that is related to the primary table, click OK, and click Close. In this example, the primary table is SALES, the Rep ID is the column that relates to a column in the other table, the related table is REPS, and the ID column in the REPS table relates to the Rep ID column in the SALES table. Related columns Related table REPS Copyright © 2017 Pearson Education, Inc.

Create a Data Model Click PivotTable Click in primary table
After a relationship has been created between tables, a PivotTable can be created from both tables. The fields from both tables are available from which to choose, giving more detailed analysis of the data. To create a PivotTable from the data model, you: Click within the primary table. Click the Insert tab and click PivotTable in the Tables group to open the Create PivotTable dialog box. Make sure the primary table name is displayed in the Table/Range box, click the Add this data to the Data Model check box, and click OK. Primary table is displayed Select check box Copyright © 2017 Pearson Education, Inc.

Create a Data Model REPS table and fields SALES table and fields
This slide shows the PivotTable created from the two related tables—SALES and REPS—using fields from each. Dates from SALES table Sales Reps from REPS table Copyright © 2017 Pearson Education, Inc.

Objective 9: Create a PivotChart
In this section, the skills include: Create a PivotChart Modify the PivotChart Skills:  Create a PivotChart  Modify the PivotChart Copyright © 2017 Pearson Education, Inc.

Create a PivotChart COLUMNS area is now PivotChart LEGEND (SERIES)
Filter by Date A PivotChart is an interactive graphical representation of the data in a PivotTable and visually presents the consolidated data. To create a PivotChart, you: Click inside the PivotTable. On the Analyze tab in the Tools group, click PivotChart. The PivotChart contains elements that enable you to set filters. The ROWS area is replaced with AXIS (CATEGORY). The COLUMNS area is replaced with LEGEND (SERIES). The field used for the FILTERS area remains a field to use to filter data within the PivotChart. The field used for VALUES in a PivotTable remains a field that builds the plot area within the PivotChart. Excel creates the PivotChart based on the current PivotTable settings, but you can change the settings using the PivotChart Fields List. Click the FILTERS arrow and select values to filter the chart. Click the AXIS (CATEGORY) arrows to sort or filter the categories and subcategories in rows. Click the LEGEND (SERIES) to filter the chart based on the values. Note: Any changes you make to the PivotChart also affect the corresponding PivotTable. ROWS area is now AXIS (CATEGORY) Filter by Sales Rep Copyright © 2017 Pearson Education, Inc.

Summary SUBTOTAL function: SUM AVERAGE COUNT PivotTable: Consolidates and summarizes data Enables data analysis in a dataset Rearranges data for analysis from different viewpoints PivotChart—interactive graphical representation of PivotTable data COUNTA MAX MIN The SUBTOTAL function can be used to analyze large datasets. Its name is a little misleading. In addition to calculating sums, you can find averages, perform counts, and determine the maximum or minimum. A PivotTable is an interactive table that: Uses calculations to consolidate and summarize data from a data source into a separate table. Enables you to analyze data in a dataset without altering the dataset itself. Can easily and quickly be pivoted, or rearranged to analyze data from different viewpoints. A PivotChart is an interactive graphical representation of the data in a PivotTable and visually presents the consolidated data. Copyright © 2017 Pearson Education, Inc.

Questions ? It is important to understand how to analyze data large datasets using these additional Excel tools—subtotals, PivotTables, and PivotCharts. Are there any questions? Copyright © 2017 Pearson Education, Inc.

Exploring Microsoft® Excel® 2016 Series Editor Mary Anne Poatsy

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