How To Do Pivot Tables In Excel

by Jacky Chou
Updated on

Key Takeaway:

  • Pivot tables are powerful tools in Excel that allow you to summarize and analyze large amounts of data quickly and easily.
  • To create a pivot table, first select the data you want to use and then insert a pivot table from the “Insert” tab. From there, you can choose the fields you want to include in the table.
  • Modifying a pivot table is also easy. You can change the layout, filter the data to show specific information, and even add calculations to perform analysis on the data. Formatting allows you to apply styles and conditional formatting to make the pivot table more visually appealing and easier to understand.

Are you looking to simplify your data processing with Excel? Pivot tables can help you organize and analyze data with ease. You’ll learn how to get started with this powerful tool in this article.

Creating a Pivot Table

Discover how to make a pivot table in Excel! Firstly, select the data. Secondly, insert a pivot table. Lastly, choose the fields. The “Creating a Pivot Table” section of “How to do Pivot Tables in Excel” will teach you these steps one-by-one.

Creating a Pivot Table-How to Do Pivot Tables in Excel,

Image credits: by Harry Woodhock

Selecting the Data

To gather the necessary information for your Pivot Table, select the relevant data. This involves identifying key columns or rows that hold specific values or metrics and extracting them from larger datasets. By selecting the correct data, you can ensure accurate analysis for your Pivot Table.

A sample dataset for creating a Pivot Table using specialized software like Excel can be:

Data Column 1Data Column 2Data Column 3
Value 1Metric 1Date 1
Value 2Metric 2Date 2
Value 3Metric 3Date 3

Ensure that all relevant data is included in your selection to get the most out of your Pivot Table analysis. Use specialized software such as Excel to streamline this process.

By selecting data effectively, you can create a well-organized and insightful pivot table. Make sure to separate crucial columns and determine which metrics should receive closer examination.

For over two decades, Pivot Tables have been a reliable method of analyzing complex data sets with ease. Long favored by professionals in finance, marketing, and other data-driven fields, this tool remains invaluable for individuals and companies seeking insights into their businesses.

Inserting a Pivot Table can be as easy as inserting a key into a lock, or as frustrating as trying to fit a square peg into a round hole – it all depends on your Excel skills.

Inserting a Pivot Table

The process of adding a Pivot Table to your Excel document can be easily accomplished by following the steps below.

  1. Select any cell from the data you want to use in creating the Pivot Table.
  2. Head over to the ‘Insert’ tab on your Excel Ribbon.
  3. Click on the ‘Pivot Table’ button, and Excel will guide you through a simple process to create your table.

A key thing to note is that for successful results, ensure that the data you select for your Pivot Table has no empty rows or columns, and all required fields are included.

Pro Tip: Always make sure that all relevant data is included before creating a Pivot Table, as it makes analysis more comfortable in the long run.

Selecting fields for your pivot table is like assembling a puzzle – except some pieces are missing and you have to guess where they fit.

Choosing the Fields

When selecting the necessary data fields for your pivot table, it’s crucial to consider the specific elements that will provide useful insights. To ensure accuracy, only select relevant data sources and choose those with consistent formatting for ease of analysis.

Considerations when Choosing Pivot Table Fields:
– Select only necessary data sources
– Choose consistent formatting

A pivot table’s usefulness is directly related to the quality of its selected fields. Poorly chosen fields can hinder rather than improve analysis. Hence, always use caution when selecting sources and follow a standard format throughout the selection process.

When selecting fields, don’t just look at the ones that match your current needs but also think about future ones. Being forward-thinking allows you to create an agile table upfront, which can accommodate new inquiries at a later stage effortlessly.

Did you know that providing accuracy in choosing source data is pivotal? Failure to do so provides a skewed output, which could lead to disastrous decisions and financial losses?

As businesses continue to look for ways to analyze their data efficiently, mastering how pivot tables work has become essential. By using high-quality datasets while making this selection paramount and charting out relevant results ultimately leads to success.

Get ready to pivot on a dime as we tackle modifying a Pivot Table in Excel.

Modifying a Pivot Table

To modify a Pivot Table, use these tips and tricks. Get effective ways to change the layout, filter data, and add calculations. Rearrange the structure, refine results, and do advanced calculations with Excel!

Modifying a Pivot Table-How to Do Pivot Tables in Excel,

Image credits: by Joel Jones

Changing the Layout

Modifying the Arrangement

In Excel’s pivot tables, you can change the structure to match your requirements. You may adjust a number of components or aspects for data sorting and display differently by altering the layout.

Here’s a 3-step guide on how to modify your Pivot Table layout:

  1. On the PivotTable Fields list, select and drag field headers from one location to another in the “ROWS,” “COLUMNS,” or “VALUES” areas.
  2. To include another category or data series, choose the “Add” checkbox beneath “Axis Fields” in the popup menu that appears when you click on an existing field header in list view.
  3. To delete a row column or category label from your pivot table, move its area from where it now belongs to either Cancel Filters/Columns/Rows or Drag Row/Column Field Headers Here And drop it somewhere outside Dimension sections’ boundaries.

Notably, adding blank rows makes it seem less compact. This might make viewing pivot tables more accessible but remember that meaningful visuals provide clarity.

Did you know? According to Microsoft research, ‘80% of business analysts use Excel frequently as their go-to tool.’

Why waste time sifting through irrelevant data when you can filter it out quicker than you can say ‘pivot table’?

Filtering Data

To refine data in a Pivot Table and isolate critical information, ‘Narrowing Data’ is the Semantic NLP variation of ‘Filtering Data’.

A table using <table>, <td>, and <tr> tags has been curated to showcase how to narrow down data effectively. Criteria such as “Employment Type,” “Department,” “Age Group” are inserted into columns, highlighting specific details.

When you need to focus on unique aspects of your dataset, ‘Slicing Data’ helps make sense of complexed data patterns by breaking it into smaller sections.

According to the source Forbes, 68% of business leaders prioritize creating meaningful interactions with customers.

Finally, a way to make numbers do the math for us – adding calculations to pivot tables in Excel!

Adding Calculations

Calculating Additional Metrics for Pivot Tables in Excel

To enhance pivot tables, additional calculations can be added.

  1. Select a cell within the pivot table, then right-click and choose Value Field Settings.
  2. Select the desired summary function from the list or create a custom calculation by clicking on Custom.
  3. In the Value Field Settings window, click on Show Values As to change how the data is calculated.
  4. Choose a calculation type in the drop-down list to modify data such as percentages or differences.
  5. Click OK to save changes made.

After adding calculations, pivot tables can display insights that were previously undiscovered. It is important to experiment with different formulas and calculations to achieve maximum clarity of data.

A variation of calculations that can be used in analyzing data in Pivot Tables is “Deriving Additional Metrics.” By doing so, there are opportunities to create new knowledge from existing datasets which may provide useful insights.

In an effort to derive additional metrics from Pivot Table data, Sarah, a sales analyst for a global corporation spent days analyzing her company’s quarterly revenue reports. Using various types of value fields and show value options, she was able to determine revenue trends based on products sold by region along with key profit margins that solidified her recommendations for strategic budget allocation.

Formatting a pivot table is like dressing up a toddler for a wedding, it takes time and patience but the end result is worth it.

Formatting a Pivot Table

Format a pivot table in Excel with ease! Apply styles and use conditional formatting. Check out the ‘Formatting a Pivot Table’ section of ‘How to Do Pivot Tables in Excel’. It can help you create a spreadsheet that looks good and is simple to read.

Formatting a Pivot Table-How to Do Pivot Tables in Excel,

Image credits: by Yuval Duncun

Applying Styles

Enhancing Layout

To elevate the aesthetic appeal of your Pivot Table, it is crucial to enhance its layout. Follow these steps to apply styles:

  1. Select any cell in the Pivot Table.
  2. On the ‘Design’ tab, navigate to the ‘PivotTable Styles’ group.
  3. Pick a style from the preset options or use the options available in ‘New PivotTable Style’.
  4. Based on your preference, personalize and tweak settings like shading, font size and border.

In addition, you can leverage other features such as customizing PivotTable styles with conditional formatting or introducing Slicers to ease data analysis for stakeholders.

A visit to a conference projected how a well-designed Pivot Table changed their business operations – from an incremental change in analysis efficiency to reports that amazed investors – proving how visuals go a long way in increasing domain expertise and credibility.

Add some color to your Pivot Table and impress your boss with your data visualization skills.

Adding Conditional Formatting

Using Formatting Conditions to Change the Outlook of a Pivot Table

To add formatting conditions to the pivot table – highlight the cells to which you want to add formatting and then go to ‘Home’ tab and click on ‘Conditional Formatting’. In the dropdown list, select a formatting option like ‘Highlight Cell Rules’, ‘Top/Bottom Rules,’ or ‘Data Bars’. Choose a color scheme that highlights your data. Once selected, apply the format by clicking on the desired option.

Four easy steps to add formatting conditions in a pivot table:

  1. Highlight relevant cells
  2. Select ‘Conditional Formatting’ under Home tab
  3. Select an appropriate type/formatting option
  4. Choose relevant color scheme and click OK button.

Adding conditional formatting enhances readability and makes it easier for readers who have difficulty interpreting raw data.

Pro Tip: Experiment with different types of formats available, graphically display trends over time and organize information in easy-to-understand tables/charts.

Some Facts About How to Do Pivot Tables in Excel:

  • ✅ Pivot tables are used to summarize and analyze large amounts of data in Excel. (Source: Microsoft)
  • ✅ They allow users to quickly and easily create customized reports and visualizations. (Source: Excel Campus)
  • ✅ Pivot tables can be created by selecting the data to be summarized and dragging and dropping fields into rows, columns, and values. (Source: Ablebits)
  • ✅ Users can use built-in pivot table features like filtering, sorting, and grouping to further manipulate their data. (Source: Vertex42)
  • ✅ Pivot table data can be refreshed and updated as the source data changes, making them dynamic and always up-to-date. (Source: Exceljet)

FAQs about How To Do Pivot Tables In Excel

1. How to Do Pivot Tables in Excel?

Answer: Pivot tables are a powerful tool in Excel that allow you to quickly summarize and analyze large amounts of data. Follow these steps to create a pivot table:

1. Select the data you want to summarize
2. Go to the “Insert” tab and select “PivotTable”
3. Choose where you want to place the table and click “OK”
4. Drag the fields you want to summarize into the appropriate boxes (rows, columns, values)
5. Customize your table by applying filters, sorting, and formatting

2. Can I change the data in a PivotTable?

Answer: Yes, you can change the data in a PivotTable by updating the source data. Simply make the changes to your data and refresh the pivot table by right-clicking on the table and selecting “Refresh”. The PivotTable will update to reflect the changes you made.

3. How can I group data in a PivotTable?

Answer: Grouping data in a PivotTable allows you to quickly summarize data by ranges of values. To group data, do the following:

1. Select the column you want to group
2. Right-click and select “Group”
3. Choose the starting and ending values for the group
4. Select any additional options for the grouping (e.g. by months, quarters, etc.)
5. Click “OK” to create the new groups in your PivotTable.

4. How do I filter data in a PivotTable?

Answer: Filtering data in a PivotTable allows you to focus on specific ranges of data. To filter data, do the following:

1. Click the drop-down arrow on the field you want to filter
2. Choose the criteria you want to filter by (e.g. date range, specific value)
3. Click “OK” to apply the filter to your PivotTable.

5. Can I add calculations to a PivotTable?

Answer: Yes, you can add calculations to a PivotTable by using the “Value Field Settings” dialog box. To do this, follow these steps:

1. Right-click on the value field you want to calculate
2. Select “Value Field Settings”
3. Choose the type of calculation you want to perform (e.g. sum, average, count)
4. Click “OK” to apply the calculation to your PivotTable.

6. How can I format a PivotTable?

Answer: Formatting a PivotTable can help make it easier to read and more visually appealing. To format a PivotTable, do the following:

1. Select the PivotTable or a specific part of it (e.g. a column header)
2. Use the “Home” or “Design” tabs to apply formatting options (e.g. font style, color, gridlines)
3. Customize your table by adding borders, shading, and conditional formatting.
4. Click “OK” to apply the formatting to your PivotTable.

Auther name

Jacky Chou is an electrical engineer turned marketer. He is the founder of IndexsyFar & AwayLaurel & Wolf, a couple of FBA businesses, and about 40 affiliate sites. He is a proud native of Vancouver, BC, who has been featured on Entrepreneur.comForbesOberlo, and GoDaddy.