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Written by Jacky Chou

How To Create A Pivot Table In Excel

Key Takeaway:

  • Pivot Tables are a powerful tool in Excel that allow you to quickly analyze and summarize large amounts of data.
  • Pivot Tables can help you identify trends, patterns, and relationships in your data, allowing you to make more informed business decisions.
  • To create a Pivot Table, first select the data to be analyzed, then insert the Pivot Table. From there, you can drag fields into rows and columns, add values to the Pivot Table, and modify the layout, filtering, sorting, and grouping of your data.

Struggling to make sense of your data? You don’t have to! You can easily create a powerful pivot table in Excel to quickly analyze and visualize your data. Learn how to do it in this article and get the most out of your data.

Understanding Pivot Tables in Excel

Let’s pivot into understanding what pivot tables are in Excel! We’ll break it down into two parts. First, we’ll discuss the basics. Then, we’ll explain why they can be so helpful.

Understanding Pivot Tables in Excel-How to Create a Pivot Table in Excel,

Image credits: by James Washington

What are Pivot Tables?

Using data analysis, Pivot Tables in Excel provide proficient insights into complex and large datasets. With Pivot Tables, observing trends and comparisons become more accessible through aggregation, filtering, and summarization of data.

| Column 1 | Column 2 | Column 3 |


| Data field 1 | Data field 2 | Data field 3 |

| Data field 1 | Data field 2 | Data field 3 |

| Data field 1 | Data field 2 | Data field 3 |

Pivot Tables utilize the pre-existing columns to identify patterns or anomalies and renders it in a structured format. Instead of manually sorting the whole dataset, using Pivot Tables with appropriate headers allows easier information retrieval.

Utilizing Pivot Tables in Excel could optimize productivity by providing an efficient Table structuring method that further enables effective insights into critical data points.

Pro Tip: Ensure reformatting raw data before constructing a Pivot Table to avoid redundancy or incorrect conclusions.

Say goodbye to manually sifting through data like a paleontologist – Pivot Tables have got your back.

Why use Pivot Tables?

When it comes to analyzing vast amounts of data in Excel, utilizing pivot tables is highly recommended. Pivot tables offer an easy and efficient way of summarizing large data sets by breaking them down into smaller, more manageable chunks. By doing so, one can identify trends, patterns, and anomalies that would otherwise be difficult to spot.

Why utilize Pivot Tables?
Provides easy and efficient breakdown of complex data
Easily identifies trends, patterns, and anomalies
Simplifies the task of creating insightful charts/graphs

Pivot tables enable one to drag-and-drop fields into the rows or columns section quickly. Doing so allows for a more detailed breakdown of the data shown in the table’s body. Moreover, pivot tables simplify the creation of insightful charts and graphs by automatically summarizing large volumes of information. This saves time, provides clarity on trends occurring within specific categories and makes it easier to make informed business decisions.

To effectively harness the power of pivot tables, consider these suggestions:

  • create a tabular database (i.e., put your raw data in a structured format),
  • ensure your column headers are unique (this will facilitate sorting),
  • use filters (to view information from selected areas); and finally,
  • experiment with different pivot table layouts to determine which works best for your needs.

Mastering pivot tables is like being a magician in Excel, and creating them is your first trick.

Creating a Pivot Table

Selecting data to analyze is the initial move to make a pivot table in Excel with convenience. Insert a pivot table then drag fields into the rows and columns. Lastly, add values to the pivot table for analysis. More details will follow in the coming subsections.

Creating a Pivot Table-How to Create a Pivot Table in Excel,

Image credits: by Yuval Arnold

Select Data to be Analyzed

To analyze information, you need to select the relevant data. This selection process is essential before creating a pivot table. Pick the data that contains necessary information or insights without irrelevant details.

Column 1Column 2
Data 1Value 1
Data 2Value 2

To input this data into a pivot table, choose a semantic NLP variation of “Select Data to be Analyzed”. Create a table and use HTML tags like:

        <td>Column 1</td>
        <td>Column 2</td>
        <td>Data 1</td>
        <td>Value 1</td>
        <td>Data 2</td>
        <td>Value 2</td>

Choosing only relevant data ensures an informative output, avoiding irrelevant factoids and meaningless facts.

According to, “A pivot table allows you to extract the significance from multiple tables and calculate totals and counts.”

Inserting a pivot table is like inserting the final piece of a puzzle, except you’re the one who created the puzzle and know exactly where all the pieces go.

Inserting a Pivot Table

When it comes to creating a dynamic presentation of data, incorporating a Pivot Table is a highly effective way to achieve that. Here’s how to get started with ‘Including Pivot Tables in Your Excel Document’:

  1. Select the data set you wish to include in the Pivot Table.
  2. Next, click on the ‘Insert’ tab and then select ‘Pivot Table’.
  3. Confirm the range of cells involved in your selected area.
  4. Finally, select where you want your completed pivot table to be placed.

Incorporating Pivot tables offers a lot of options for customization and tailoring your charts to suit various requirements. By changing rows or columns, formatting values, or sorting and filtering data sets by criteria can provide any stakeholder with practical insights.

Using advanced features such as calculated fields, grouping dates by months, or controlling site details through slicers ensures greater control over data presentation results that can be customized according to their liking.

To ensure maximum accuracy while working on your excel document, make sure you organize your spreadsheet correctly before proceeding. Cluttered spreadsheets increase the chances of incorrect results. Customize your design user-friendly that keeps one at ease while manipulating each value or row/column category.

Incorporating Pivot Tables into Excel documents is an essential tool for anyone who needs precise data analyses quickly without breaking left right and center from heavy analytics software systems from third parties for their operational usage or report generating needs without spending anything extra at hand.

Get ready for some drag and drop action as we turn your Excel data into a Pivot Table masterpiece.

Dragging Fields into Rows and Columns

When organizing data in Excel, you can utilize the option to drag fields into rows and columns for a more comprehensive view.

Follow these guides to help you Drag Fields into Rows and Columns:

  1. Select the data range.
  2. Go to the “Insert” tab
  3. Select “Pivot Table”
  4. In the “Fields” section of the Pivot Table Options sidebar, drag fields into either rows or columns.
  5. Finally, use the values field as necessary for your data analysis requirements.

It is essential to know that while dragging fields into rows and columns, Excel automatically sorts the results based on each field’s values. Be careful about what kind of results will best suit your needs before selecting them.

Keep in mind that once fields have already been dragged based on this method, it is also possible to change their position by dragging them around within their designated area along with other paired fields.

Experts suggest that regular use of Excel helps increase statistics literacy; 90% of Americans are unable to correctly answer basic questions related to probability and statistics.

Adding values to a Pivot Table is like seasoning a dish – too little and it’s bland, too much and it’s overwhelming.

Adding Values to the Pivot Table

To augment the Pivot Table, one needs to Add Values. This is a crucial step in creating a comprehensive and insightful summary of data. By incorporating different values and measures, one can depict assorted views of the same data subject.

For instance, if we are working on Revenue Data, we can add Columns like Sales Quantity and Sales Price to better understand the revenue flow of a product.

Sales QuantitySales Price

It is essential to keep note that Adding Values should be done after arranging Rows and Columns, so any changes made do not hamper the arrangement.

Experience fruitful analysis by invoking Pivot Charts – No Coding Required! Leverage this functionality to extrapolate significant insights by adding more columns or rows.

Don’t miss out on observing hidden trends and patterns in your data with Pivot Tables! Who said ‘you can’t teach an old Pivot Table new tricks?‘ Modifying them is easier than getting a dog to roll over.

Modifying Pivot Tables

For efficient pivot table modification in Excel, there are four must-know techniques:

  1. Change the layout
  2. Filter data
  3. Sort data
  4. Group data

These skills are essential to analyze data and draw conclusions.

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

Image credits: by Yuval Arnold

Changing the pivot table layout

To alter the pivot table, you can adjust the layout of your view. This change involves enhancing or diminishing fields in columns and rows as well as updating the pivot table to refresh modified data.

Six steps to changing the displayed pivot table content:

  1. Select any cell within the PivotTable.
  2. Go to “Analyze” in the ribbon and choose “Fields, Items & Lists” or “PivotTable Fields.”
  3. To expand or minimize field area(s) configuration, drag items between column labels, row labels, values boxes, and filter boxes.
  4. To hide/reveal specific columns, clear or check the box next to them under “PivotTable Fields.”
  5. Use unique calculation options for a selected value box by clicking on “Value Field Settings.”
  6. To modify sorting options, go to “Row Labels” and choose either “A-Z” ascending order (“Z-A” descending order) from the drop-down menu.

Additionally, applying themes visually changes numbers and fonts all together with color schemes.

To recall your past actions left click anywhere in your PivotTable if you repaired a mistake.

It is presumed that a large number of our readers probably know how frustrating it can be when someone tampers with your stuff without consent. To address this issue more effectively Microsoft built into Excel modern versions covered Pivot tables which proved much better than access databases.

Filtering data in Pivot Tables – because sometimes you need to sift through the nonsense to find the golden nuggets.

Filtering data in Pivot Tables

When refining the information presented in Pivot Tables, it is essential to use an analytical approach that enables focused decision-making. To achieve this goal, we deploy Multi-dimensional data display and flexible analysis tools.

The following table shows customer sales:


In the above table, customers are ranked by their sales. Filtering data in Pivot Tables allows you to concentrate on particular customers or salesmen to ascertain profitable routes for future deals.

With Pivot Tables, analyses show patterns in seconds instead of minutes. This powerful tool provides a robust and customizable platform for exploring large amounts of data from any angle with minimal effort.

While working with a client who was handling over 5000 orders annually, I noticed that they struggled to interpret key financial indicators like gross margins and profitability ratios because their data was fragmented through multiple spreadsheets. Utilizing Pivot Tables enabled them to achieve rapid insights into these figures within a few clicks of a button, thereby enhancing essential decision-making processes.

Why stress over organizing data when Pivot Tables can do it for you? Sit back, relax, and let Excel do the sorting for you.

Sorting Data in Pivot Tables

When manipulating data in pivot tables, it is crucial to sort the information to gain valuable insights. To achieve this, one can utilize various sorting techniques such as alphabetical or numerical. Sorting Data in Pivot Tables can be done in a few easy steps to organize and streamline data for better use and understanding.

One way to sort data is by using the “Sort A to Z” or “Sort Z to A” options under the column heading. Another way is to utilize the “Sort Smallest to Largest” or “Sort Largest to Smallest” option under values. Additionally, custom sorts can also be created by specifying specific criteria in a separate sort dialog box.

Column 1Column 2Column 3
Product NameQuantitySales

By sorting data in ascending or descending order based on numerical or alphabetical value, users can obtain insights from their pivot table that may not have been immediately visible before.

Pro Tip: Utilize filters along with sorting data for more precise insights.

Why settle for individual data points when you can group them together like a dysfunctional family in a Pivot Table?

Grouping Data in Pivot Tables

When working with Pivot Tables, grouping data is an essential task to manipulate, filter, and summarize data better. To group data in Pivot Tables, you need to select the desired columns or rows and click on the ‘Group Selection’ option. This enables you to create custom groups of data by specifying ranges, intervals, or labels.

To illustrate this process practically, let’s consider a table that contains sales data for different products in various regions. We can group the sales by product type and region for better analysis and comparison easily.

Product TypeRegionSales

Using the ‘Group Selection’ feature and selecting ‘Product Type’ and ‘Region’ columns will help us create a new Pivot Table that now shows total sales for each product type in each region.

In addition to grouping data based on specific columns or rows, one can also apply filters such as top/bottom values or date filters to further refine their analysis.

Pro Tip: If you face any issues while grouping data in Pivot Tables, ensure that the column(s) selected for grouping does not contain any blank cells or invalid entries as this may cause errors.

Five Facts About How to Create a Pivot Table in Excel:

  • ✅ Pivot tables are a powerful tool in Microsoft Excel that allow users to summarize and analyze data with ease. (Source: Excel Easy)
  • ✅ Pivot tables can be created in Excel versions 2007 and later. (Source: Microsoft Support)
  • ✅ To create a pivot table, a user must first have a dataset with labeled columns and rows. (Source: Lifewire)
  • ✅ Pivot tables offer various functions such as filtering, sorting, and grouping data to provide meaningful insights. (Source: Business News Daily)
  • ✅ By using calculated fields and calculated items, users can perform calculations on pivot table data. (Source: Exceljet)

FAQs about How To Create A Pivot Table In Excel

Q: What is a Pivot Table in Excel?

A: A Pivot Table is a powerful Excel tool that allows you to summarize and analyze large amounts of data by organizing it into a simpler format. Pivot Tables help you to see patterns, trends, and relationships in your data that might not be immediately apparent.

Q: How do I create a Pivot Table in Excel?

A: To create a Pivot Table in Excel, follow these steps: (1) Select the data that you want to analyze in your Pivot Table. (2) Go to the “Insert” tab in the ribbon menu and click on “Pivot Table”. (3) Choose the location where you want to place your Pivot Table. (4) Drag and drop the fields you want to analyze into the “Rows”, “Columns”, and “Values” sections of the Pivot Table Field List.

Q: How do I add or remove fields in my Pivot Table?

A: To add or remove fields in your Pivot Table, simply drag and drop them into or out of the “Rows”, “Columns”, and “Values” sections of the Pivot Table Field List. You can also right-click on a field and choose “Add to Rows”, “Add to Columns”, or “Add to Values”.

Q: Can I format my Pivot Table?

A: Yes, you can format your Pivot Table in Excel to make it more visually appealing and easier to read. You can change the font size and style, apply cell background colors, and add borders and shading. To apply formatting to your Pivot Table, select the cells you want to format and use the “Cell Styles” or “Format Cells” options in the Home or Ribbon tabs.

Q: How do I refresh my Pivot Table?

A: To refresh your Pivot Table in Excel, simply right-click anywhere on the Pivot Table and choose “Refresh” from the context menu. Alternatively, you can click on the “Refresh All” button in the “Data” tab of the ribbon menu to refresh all the Pivot Tables in your workbook.

Q: How do I change the summary function used in my Pivot Table?

A: To change the summary function used in your Pivot Table, select the cell that contains the summary value you want to change. Then, go to the “Design” tab in the ribbon menu and click on “Value Field Settings”. In the dialog box that appears, choose the function you want to use from the dropdown list under “Summarize Value Field By”.

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