Overview of using pivot tables in Excel 2007.

1. Business Advisory Services
Excel 2007
Introduction to Pivot Tables

2. What Are Pivot Tables?
 A pivot table is an interactive worksheet which allows you to summarize
and efficiently analyze large amounts of data
 Simplifies everyday data analysis
 Allows for complex analysis which would be practically impossible without
pivot tables
 A pivot chart is the graphical representation of a pivot table
 Data for pivot table analysis must be structured in a “database or list”
format
 Columns are considered fields and column headings are field names
 Each row is a record
 The data set must contain contiguous columns and rows - no blank rows or
columns can exist
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3. Topics
 Data set Overview
 Creating a Pivot Table
 Understanding the PivotTable Tools Ribbons
 Pivot Table Layout Development
 Modifying the Pivot Table
 Additional Pivot Table Capabilities
 Grouping Pivot Table Data
 Formatting Pivot Table Reports
 Advanced Topics
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4. Data set Overview
 Natural disasters declared by FEMA since 1953
 Downloaded as Excel file from http://www.data.gov/raw/1491#
 Over 37,000 rows (“records”) of data, indicating:
 Key data is easily identified
 No blank columns or rows
 Without pivot tables, this data
cannot be easily analyzed
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5. Creating the Pivot Table
 Name the Data Range
 Highlight data and enter name for the range in Name
Range box (TIP – although not required, try to define range with name)
 In this example the data has been named “DisasterData”
 Encompasses all columns and rows included in the data
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6. Creating the Pivot Table (cont.)
 Place cursor in Data Range and select Insert > PivotTable
QAT toolbar
shortcut to
“create
PivotTable” is
useful here
 PivotCharts is a chart generated rather than a PivotTable.
These are less common in use, so not addressed here.
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7. Creating the Pivot Table (cont.)
 The dialog box to the right
appears
 Default settings are to
automatically select range
of data and place PT in a
New Worksheet
 Change Table/Range to defined
name (“DisasterData”)
 New Worksheet is usually the
desired location
 Click “OK” when done
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8. Creating the Pivot Table (cont.)
 You are now in
PivotTable layout
mode
 Notice that “PivotTable
Tools” menu appears
 Data fields are now
dragged into the report
areas (Filter, Row labels,
column labels and values)
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9. Understanding the PivotTable Tools Ribbons
 Once in the PivotTable Layout mode, the “PivotTable
Tools” Ribbon becomes active
 The “PivotTable Tools – Options” ribbon provides the tools
most often used when working with PT’s:
 The “PivotTable Tools – Design” ribbon provides the ability
to present your PT in any desired formatting:
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10. Pivot Table Layout Development
 A basic pivottable was
created to simply
identify how many
declared disasters, by
type, have occurred.
 Filter is set by state
(select individual state as
desired)
 Incident_Type is the row
label and I include
Incident_Type in the
Value area – Excel
automatically anticipates
I want the count of
records.
10

11. Modifying the Pivot Table
 Once the PivotTable is structured, it is easily modified by
moving/changing desired fields. If unsure, best approach
is trial and error (very easy to undo).
 The “Values” field is controlled through the “Values Field
Settings” dialog box (position cursor in “Values” area of
PT, right mouse click, and select the Value Field Settings
from the pop-up menu)
 Change option as desired
 Number format revision control
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12. Modifying the PivotTable (cont.)
 Value Field Settings controls
HOW the number is
displayed as well (“Show
Values as”)
 Many options to choose
from.
 Next page shows two options
 Count of occurrences
 % of each Incident Type (of
the total occurrences)
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13. Modifying the PivotTable (cont.)
STATE (All) STATE (All)
Row Labels Count of INCIDENT_TYPE Row Labels Count of INCIDENT_TYPE
Coastal Storm 453 Coastal Storm 1.22%
Dam/Levee Break 3 Both views of Dam/Levee Break 0.01%
Drought 1,292 Drought 3.49%
Earthquake 91 the data are Earthquake 0.25%
Fire 2,220 Fire 5.99%
Fishing Losses 42
extremely Fishing Losses 0.11%
Flood 7,706 insightful Flood 20.79%
Freezing 84 Freezing 0.23%
Human Cause 6 Human Cause 0.02%
Hurricane 7,061 Hurricane 19.05%
Mud/Landslide 3 Mud/Landslide 0.01%
Other 291 Other 0.79%
Severe Ice Storm 1,419 Severe Ice Storm 3.83%
Severe Storm(s) 11,413 Severe Storm(s) 30.80%
Snow 3,479 Snow 9.39%
Terrorist 1 Terrorist 0.00%
Tornado 1,322 Tornado 3.57%
Toxic Substances 8 Toxic Substances 0.02%
Tsunami 1 Tsunami 0.00%
Typhoon 115 Typhoon 0.31%
Volcano 49 Volcano 0.13%
Grand Total 37,059 Grand Total 100.00%
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14. Modifying the PivotTable (cont.)
 Default pivottable options are
controlled/revised through the
“PivotTable Options” dialog box
 Set options through these tabs
 To access, position cursor anywhere
in PT, right mouse click, and select
the “PivotTable Options” from the
pop-up menu)
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15. Additional Pivot Table Capabilities
 Aside from easily obtaining a summary, and different
slices, of your data, there are several additional powerful
benefits of using pivottables in your data analysis
 Drill-down capabilities
 Double-click on any “value field” amount and a separate
sheet appears indicating every record that makes that up
(see example on next page)
• These detail sheets need to be deleted when done using
(unless you want them to remain)
 Summary reports are easily updated when Source Data
changes (i.e., “DisasterData” information)
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16. Pivot Table Capabilities – “Drill-Down” Analysis
STATE (All)
Row Labels Count of INCIDENT_TYPE
Coastal Storm 453
Dam/Levee Break 3
Drought 1,292
Earthquake 91
Fire 2,220
Fishing Losses 42
Flood 7,706
Freezing 84
Human Cause 6
Hurricane 7,061
Mud/Landslide 3
Other 291
Severe Ice Storm 1,419
Severe Storm(s) 11,413
Snow 3,479
Terrorist 1
Tornado 1,322
Toxic Substances 8
Tsunami 1
Typhoon 115
Volcano 49
Grand Total 37,059
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17. Pivot Table Capabilities – Updating Reports
 If source data changes (e.g., new records added, existing records changed,
etc.), updating reports is very simple:
 Verify (or update) range name that the Pivot Table is using(1)
 Go to Pivot Table and “Refresh” data(2)
• Manual approach is to position cursor in PT, right mouse-click, and select
“Refresh Data” from the shortcut menu.
(1) This process can be automated through “Dynamic Range Names”. See “Advanced Topics”
slide.
(2) This process can be automated so that each time the Sheet containing the pivottable is
selected, the PT refreshes. See the Advanced Topics slide.
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18. Grouping Pivot Table Data
 Pivot Tables allow for “Grouping” of data based on a
date field. Thus, the data, which is by individual date,
can be easily aggregated and displayed by Month,
Quarter, Year, etc.
 Steps to creating a Grouped report
 Create report with “Incident_Begin_Date” as the Row
Label.
 Position cursor on any date within the PT row field – right
mouse click – and select “Group…”
 The next slide shows the “Grouping” dialog box that
appears
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19. Grouping Pivot Table Data (cont.)
 Row Labels are shown as
Days – can revise to
reflect by Months,
Quarter, or Year.
 The next slide shows
data grouped by Year,
then Quarter.
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20. Grouping PivotTable Data (cont.)
Default Format  Easily Converted  to Understandable/Logical Format
STATE (All) STATE (All)
Row Labels Count of INCIDENT_BEGIN_DATE
1953 Count of INCIDENT Column Labels
Qtr2 9 Row Labels Qtr1 Qtr2 Qtr3 Qtr4 Grand Total
Qtr3 1 1953 9 1 3 13
Qtr4 3
1954 2 1 8 6 17
1954
Qtr1 2 1955 5 9 4 18
Qtr2 1 1956 3 7 4 2 16
Qtr3 8 1957 6 9 1 16
Qtr4 6
1958 4 1 2 7
1955
Qtr2 5 1959 3 3 1 7
Qtr3 9 1960 2 5 5 12
Qtr4 4 1961 4 5 2 1 12
1956
1962 11 1 3 7 22
Qtr1 3
Qtr2 7 1963 10 3 5 2 20
Qtr3 4 1964 7 4 5 120 136
Qtr4 2 1965 4 292 129 4 429
1957
1966 70 33 17 120
Qtr1 6
Qtr2 9 1967 63 9 123 2 197
Qtr3 1 1968 21 92 35 14 162
1958
Qtr2 4
Qtr3 1
Qtr4 2
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21. Formatting the PivotTable Report
 The “PivotTable Tools – Design” ribbon provides the ability
to present your PT in any desired formatting.
 The “PivotTable Styles Options and Styles” provide
automated formatting options.
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22. Formatting the PivotTable Report (cont.)
 Sample report formatting
STATE (All)
Count of INCIDENT_
Column Labels
Row Labels Qtr1 Qtr2 Qtr3 Qtr4 Grand Total
1953 9 1 3 13
1954 2 1 8 6 17
1955 5 9 4 18
STATE (All)
1956 3 7 4 2 16
1957 6 9 1 16
Count of INCIDENT Column Labels
1958 4 1 2 7
Row Labels Qtr1 Qtr2 Qtr3 Qtr4 Grand Total
1959 3 3 1 7
1953 9 1 3 13
1960 2 5 5 12
1954 2 1 8 6 17
1961 4 5 2 1 12
1955 5 9 4 18
1962 11 1 3 7 22
1956 3 7 4 2 16
1963 10 3 5 2 20
1957 6 9 1 16
1964 7 4 5 120 136
1958 4 1 2 7
1959 3 3 1 7
1960 2 5 5 12
1961 4 5 2 1 12
1962 11 1 3 7 22
1963 10 3 5 2 20
1964 7 4 5 120 136
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23. Advanced Topics
 Dynamic Range Names
 Refresh Automatically (upon sheet selection)
 GetPivotData
 Adding Formula fields to the Pivot Table
 Combining PivotTables and Charts for “Dashboard”
presentation
 Adding additional “filters” to source data
 Examples – provide grouping at a higher level
• States included in FEMA data assigned a Region of the
country
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24. Contact Information
If additional information is desired or you would like to better understand what our
Business Advisory service capabilities are, please contact:
Don Tomoff (Principal, Business Advisory)
drtomoff@thornhillcpa.com
440-638-7222
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