Working with Reports in Microsoft Excel 2010
12Session
Version 1.0 © 2011 Aptech Limited.
Version 1.0 © 2011 Aptech Limited. 2Working with Reports in Microsoft Excel 2010 / Session 12
Objectives
At the end of this session, students will be able to:
Describe PivotTable Explain the steps to create and format PivotTable Describe PivotChart Explain the steps to create a PivotChart Explain the steps to change the design and layout of the PivotChart
Version 1.0 © 2011 Aptech Limited. 3Working with Reports in Microsoft Excel 2010 / Session 12
Introduction
Biggest challenge faced by Excel users is to create reports by summarizing data
Summary reports are created by rearranging data, writing complex formulas on them which are:
Tedious Time consuming Used to fulfill only a particular type of requirement
To simplify the task of summarizing data, Excel provides a tool called as PivotTable
PivotTable: Is a reporting tool that summarizes large volumes of information Generates report that can be further analyzed and present the data in an effective
way
Version 1.0 © 2011 Aptech Limited. 4Working with Reports in Microsoft Excel 2010 / Session 12
Using PivotTable
Enables user to summarize the data in an interactive manner without scripting a single formula or copying a single cell
Uses of a pivot table are as follows: Enables to query large volume of data Enables to perform different aggregate functions Enables to rearrange the data based on categories and sub-categories Enables to perform user-defined calculations and formulas Enables to expand and collapse different levels to focus on details of data
presented in the summary report Enables transformation of rows to columns or vice-versa to present different
views of the summarized data Enables to perform sorting, filtering, and formatting of the data presented
in the summary report Enables to generate comprehensive, clear, and neat reports
Version 1.0 © 2011 Aptech Limited. 5Working with Reports in Microsoft Excel 2010 / Session 12
Creating a PivotTable [1-2]
To create a pivot table, perform the following steps: Open Microsoft Excel Type ID number in cell F5 Type three-digit numbers from cell F6 to F10 Type Name in cell G5 Enter names of people from cell G6 to G10 Type Country in cell H5 Type names of countries from cell H6 to H10 Type Monthly Salary in cell I5 Enter three-digit numbers from cell I6 to I10 Type Annual Salary in cell J5 Type the formula for calculating the yearly salary (monthly salary * 12) Enter the formula in cells from J6 to J10 Example - formula in J6 will be =I6*12
Version 1.0 © 2011 Aptech Limited. 6Working with Reports in Microsoft Excel 2010 / Session 12
Creating a PivotTable [2-2]
Select cells from F5 to J10 Click the Insert tab Click PivotTable drop-down arrow
in the PivotTable group Select PivotTable The Table/Range box displays the
range of selected cells Select Existing Worksheet under
Choose where you want the PivotTable report to be placed option
Select a cell either on the existing worksheet or select a cell in the new worksheet to place the report
Click OK to display an empty PivotTable
Create PivotTable Dialog Box
Blank PivotTable
Version 1.0 © 2011 Aptech Limited. 7Working with Reports in Microsoft Excel 2010 / Session 12
Adding Fields to the PivotTable [1-3]
The Field List Pane is used to add fields to the PivotTable
The Field List Pane: Is used to rearrange and remove the
fields from the pivot table report Consists of two parts:
The field section at the top (Choose fields to add to report) containing field names
The layout section at the bottom (Drag fields between areas below) containing four areas namely, Report Filter, Column Labels, Row Labels, and Values
PivotTable Field List Pane
Version 1.0 © 2011 Aptech Limited. 8Working with Reports in Microsoft Excel 2010 / Session 12
Adding Fields to the PivotTable [2-3]
To add the fields to a pivot table, perform the following steps: Select the pivot table
to display the PivotTable Field List pane
Select all the check boxes next to the field names in the field section
By default, all character fields will be placed under Row Labels and numeric fields under Values
Drag fields between areas below Box
Version 1.0 © 2011 Aptech Limited.
The figure displays the PivotTable with the data
The PivotTable report by default, contains the grand total for the rows and columns
9Working with Reports in Microsoft Excel 2010 / Session 12
Adding Fields to the PivotTable [3-3]
Sample Pivot Table
Version 1.0 © 2011 Aptech Limited. 10Working with Reports in Microsoft Excel 2010 / Session 12
Rearrange Fields in the PivotTable
To rearrange the fields, perform the following steps: Drag the Sum of ID Number tab
from the Values group to the Row Labels group
Click Country from the Row Labels group
Select Move to Beginning from the context menu
Rearranging Fields in a PivotTable
Version 1.0 © 2011 Aptech Limited.
To format a pivot table, perform the following steps: Right-click the grand total of Sum of
Monthly Salary column in the pivot table to display the context menu
Select Currency from Number Format and click OK
Right-click the grand total of Sum of Annual Salary column in the pivot table to display the context menu
Select Currency from Number Format and click OK
To change the style of a pivot table, perform the following steps: Click the pivot chart Click the Design tab Select the required style from the
PivotTable Styles group
11Working with Reports in Microsoft Excel 2010 / Session 12
Formatting the PivotTable
Final Sample PivotTable
Version 1.0 © 2011 Aptech Limited.
To update a pivot table, perform the following steps: Right-click the PivotTable to display the context menu
Select Refresh– Excel updates the new data in the PivotTable report
Excel also updates the file when the user exits and opens the file again
12Working with Reports in Microsoft Excel 2010 / Session 12
Updating PivotTable
Version 1.0 © 2011 Aptech Limited. 13Working with Reports in Microsoft Excel 2010 / Session 12
Using Pivot Chart
It is the graphical representation based on the data summarized in the pivot table report
It displays the categories, data series, axes, and so forth Users can change the chart type by including legends, data labels, title, and so
forth When users edit the source of data, and refresh the pivot table, Excel
automatically updates the pivot chart
Version 1.0 © 2011 Aptech Limited. 14Working with Reports in Microsoft Excel 2010 / Session 12
Creating a PivotChart [1-2]
To create a pivot chart, perform the following steps: Open Microsoft Excel Type ID number in cell F5 Enter three-digit numbers from cell F6 to F10 Type Name in cell G5 Enter names of people from cell G6 to G10 Type Country in cell H5 Enter names of countries from cell H6 to H10 Type Monthly Salary in cell I5 Enter three-digit numbers from cell I6 to I10 Type Annual Salary in cell J5 Enter the formula for calculating the yearly salary (monthly salary * 12) and
enter it from cell J6 to J10. For example, for I6, formula in J6 will be =I6*12
Version 1.0 © 2011 Aptech Limited. 15Working with Reports in Microsoft Excel 2010 / Session 12
Creating a PivotChart [2-2]
Select the cells from F5 to J10 Click PivotTable drop-down arrow
from the PivotTable group of the Insert tab
Select PivotChart Select Existing Worksheet under
Choose where you want the PivotTable and PivotChart to be paced section
Select a cell either in the existing sheet or in the new work sheet to place the pivot table and pivot chart in the worksheet
Click OK
Create PivotTable with PivotChart Dialog Box
Blank PivotChart
Version 1.0 © 2011 Aptech Limited.
The Field List pane: Displays the options related to chart such as Field axes, Legend axes and so forth Creates the report and the corresponding chart on dragging fields in the
respective labels To add the fields, perform the following steps:
Select the pivot table or the pivot table chart Select all the check boxes next to the field names in Choose fields to add to
report section
16Working with Reports in Microsoft Excel 2010 / Session 12
Adding Fields to a PivotChart
Sample Pivot Chart
Version 1.0 © 2011 Aptech Limited. 17Working with Reports in Microsoft Excel 2010 / Session 12
Formatting the PivotChart
Users can edit chart titles, legends, number formats, and so forth to customize the chart
When users select the pivot chart, Excel displays the following new contextual tabs in PivotChart Tools group
PivotChart group contains the following tabs:
Design Tab - Allows users to transform the chart type, chart layout, and chart styles
Layout Tab - Allows users to customize chart labels and axes of the chart
Format Tab - Allows users to make changes in the fill style, outline style, size, and so forth
Version 1.0 © 2011 Aptech Limited. 18Working with Reports in Microsoft Excel 2010 / Session 12
Formatting the PivotChart
To format a pivot chart, perform the following steps: Drag the Sum of ID Number tab from Values to the Axis Fields (Categories) Click Country in the Axis Fields (Categories) to display the context menu Select Move to Beginning Right-click the grand total of Sum of Monthly Salary column Select Currency from Number Format and click OK Right-click grand total of Sum of Annual Salary column Select Currency from Number Format and click OK
Final Sample Pivot Chart
Version 1.0 © 2011 Aptech Limited.
To move the pivot chart, perform the following steps: Select the pivot chart
Click Move Chart from the Location group of the Design tab displayed under PivotChart Tools
Type the name of the sheet in the New sheet box
To copy to the existing sheet, select the sheet name from the Object in drop-down list
Click OK
19Working with Reports in Microsoft Excel 2010 / Session 12
Moving the PivotChart
Move Chart
Version 1.0 © 2011 Aptech Limited. 20Working with Reports in Microsoft Excel 2010 / Session 12
To simplify the task of summarizing the data based on different queries and rearranging it dynamically, Excel provides a tool, known as pivot table.
Users can use a pivot table report to sum up, evaluate, determine, and present an outline data.
The most remarkable feature of pivot tables is that the users can arrange them dynamically for analysis.
Excel updates the pivot table in the file when the user exits and opens the file again.
Pivot chart is the graphical representation of the pivot table. When users make changes in the source and refresh the pivot table, Excel
automatically updates the pivot chart.
Summary
Top Related