1. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 11 Committed to Shaping the Next Generation of IT Experts. Chapter 5 PivotTables and Charts Robert Grauer, Keith Mulbery, Maurie Wigman Lockley Exploring Microsoft Office Access 2007

2. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 22 Objectives Understand PivotTables and eggs Create and edit pivot views Add fields to Pivot view Calculate aggregate statistics Add and remove pivot fields

3. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 33 Objectives Understand how to use graphics effectively Design and understand chart types and elements Edit a PivotChart Customize PivotTable and PivotCharts Create calculations in a PivotTable

4. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 44 PivotTables Interactive table that shows how information fits together Helps organize and compare data Allows view of patterns, trends, and relationships

5. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 55 Create a PivotTable Assemble source data in a single object  May be based off a table, query or form Drag fields to appropriate area of design grid  Fields are selected and dragged from the Pivot Table Field List Calculate necessary statistics

6. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 66 Terminology - Column Field Source data field that is assigned to a column Column Field

7. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 77 Terminology - Row Field Source data field that is assigned to a row Row Field

8. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 88 Terminology Page Field (Filter Field) Allows display of data for single or multiple items Before page field filter applied After page field filter applied

9. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 99 Terminology - Item Represents a member of a field All is an item Northwind Traders Chai is an item

10. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 10 Terminology - Data Field Provides data values to be summarized Usually will contain numbers Amount is a data field

11. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 11 Terminology - Drop Zones Areas that accept dropped data from the field list Row drop area Details/Totals drop area Filter drop area Column drop area Field list

12. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 12 Add Fields to Pivot View Drag and Drop Add to button Drag and drop a field Click Add to after selecting the appropriate field and choosing the correct area

13. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 13 Remove Fields from a PivotTable Click Remove Field from Active Field group Right click the field; select Remove Choose Remove from shortcut menu Remove field in Active Field group

14. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 14 Create Summary Statistics Click AutoCalc in the tools group Right click, choose Autocalc Choose AutoCalc and the appropriate aggregate function from the shortcut menu Click the AutoCalc button and the appropriate aggregate function from the Tools group

15. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 15 PivotCharts Allow a visual representation of data

16. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 16 Create a Pivot Chart All PivotTables create PivotCharts Plan your design before you create Determine data to be used in the chart

17. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 17 Discrete and Continuous Data Two types of chart data  Discrete data Cannot be broken into smaller increments  Continuous data Can be broken into smaller segments

18. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 18 Chart Types – Column Chart Column Charts generalize across all data types and most applications The default chart type in Access

19. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 19 Chart Types – Bar Chart Differs from a column chart only in orientation

20. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 20 Chart Types – Line Chart Describes continuously distributed data Should only be used for continuous data

21. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 21 Chart Types – Pie and Donut Describe parts in relation to a whole

22. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 22 Chart Elements Many chart elements derive their names from the data used to create them. Other chart elements are standard Axis Title Legend Plot Area

23. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 23 Methods of Chart Creation Right Click PivotTable or Query tab  Select PivotChart View From the Views Group, click Views  Choose PivotChart View From the Create Tab, Forms Group  Choose PivotChart View

24. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 24 PivotChart Design Grid Drop Fields are similar to those found in the PivotTable design grid Drop data field Drop category field Drop series field Drop filter field

25. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 25 Add Fields to Blank Pivot Chart Design Grid Drag and Drop Add to button Drag and drop a field Click Add to after selecting the appropriate field

26. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 26 Filter Field Click arrow beside the field name Choose the item(s) to represent in the chart Underlying PivotChart and PivotTable change to reflect choices Click arrow to filter

27. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 27 Edit A Pivot Chart Element Click an individual element or series Click Property Sheet in the Tools group OR Right Click element(s),  Choose Property Sheet Property sheet tabs vary according to element(s) selected

28. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 28 Edit A Pivot Chart- Border and Fill Tab Controls the border or line around an object Allows you to define an objects color and pattern

29. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 29 Remove Fields from a PivotChart Click Remove Field from Active Field group Drag Field off the design grid  Cursor will be represented by a red “X” Remove field in Active Field group

30. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 30 Creating Calculated Fields in a PivotTable Calculated Detail Field  Calculates all detail fields Calculated Totals Fields  Customizes aggregate data Click Formulas in the Tools Group

31. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 31 Creating Calculated Fields in a PivotTable (Continued) Field names are surrounded in brackets Click change to see calculations in table Field names enclosed in brackets Change button

32. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 32 Formatting Calculated Fields Use the Format Tab on the Properties Sheet  You can change text properties column width background color and more

33. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 33 Change the Caption Use the Captions tab in the Properties box Allows selecting and changing of captions/properties for calculated fields  Also allows you to change the caption for the Report Title bar

34. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 34