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Experts.

Chapter 5

PivotTables and Charts Robert Grauer, Keith Mulbery, Maurie Wigman Lockley

Exploring Microsoft Office Access 2007

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Objectives

Understand PivotTables and eggs Create and edit pivot views Add fields to Pivot view Calculate aggregate statistics Add and remove pivot fields

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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

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PivotTables

Interactive table that shows how information fits together

Helps organize and compare data Allows view of patterns, trends, and relationships

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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

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Terminology - Column Field

Source data field that is assigned to a column

Column Field

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Terminology - Row Field

Source data field that is assigned to a row

Row Field

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Terminology Page Field (Filter Field)

Allows display of data for single or multiple items

Before page field filter applied

After page field filter applied

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Terminology - Item

Represents a member of a field

All is an item

Northwind Traders Chai is an item

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Terminology - Data Field

Provides data values to be summarized Usually will contain numbers

Amount is a data field

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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

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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

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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

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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

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PivotCharts

Allow a visual representation of data

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Create a Pivot Chart

All PivotTables create PivotCharts Plan your design before you create Determine data to be used in the chart

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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

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Chart Types – Column Chart

Column Charts generalize across all data types and most applications

The default chart type in Access

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Chart Types – Bar Chart

Differs from a column chart only in orientation

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Chart Types – Line Chart

Describes continuously distributed data Should only be used for continuous data

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Chart Types – Pie and Donut

Describe parts in relation to a whole

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Chart Elements

Many chart elements derive their names from the data used to create them.

Other chart elements are standard

Axis Title

Axis Title

Legend

Plot Area

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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

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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

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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

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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

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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

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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

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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

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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

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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

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Formatting Calculated Fields

Use the Format Tab on the Properties Sheet You can change

text properties column width background color and more

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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

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