Tool Time Pivot Tables

GE Plastics Lean Six Sigma

July 2005
Tool Time Pivot Tables Agenda

Pivot Table What is it?

How to Create a Pivot Table
Design Wizard
Key Parts of a Pivot Table
How to Modify a Pivot Table

Data used: Mutual Fund Data from 2004

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What is a Pivot Table
A way to summarize (count, average, sum) data
User can specify
which fields used
Organization of fields
Statistics of data provided
Sorting and Filtering are available
Can CHART the results as well

Known especially for discrete data, but works well with

continuous data as well

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Pivot Table Example Data

Data used is a listing of approx. 2500 mutual funds,

summarized by Forbes in 2004
Columns:
Rating when market is going up (A thru F)
Rating when market is going down (A thru F)
Name of Mutual Fund
Type of Fund (no load, load)
Load % (0 if no load)
Annual Expense %
5-yr Annual Total Return, %
Investment Type (stocks, bonds, etc)

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Example Data

There are 2520 mutual funds in the worksheet

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 Pivot Table Example
Down Market
Count of Fund Performance
Up Market
Performance A A+ B C D F Grand Total
A 8 27 77 236 48 396
A+ 1 6 1 33 59 100
B 28 6 81 243 257 7 622
C 66 5 247 252 79 5 654
D 246 32 249 78 21 3 629
F 40 56 20 2 1 119
Grand Total 389 99 630 653 627 122 2520

Using a Pivot Table one can quickly see that there are 8
Funds with a rating of A in both markets, but which ones?
Double Clicking on the cell of interest (A,A) provides a second
sheet with the 8 rows from the original table.

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 Pivot Table Example Details
Down
Up Market Market Load
Perfor- Perfor- Type of (Purchase Annual 5-Yr Ann Tot
mance mance Fund Fund Price, %) Expense Ret (%) Investments
A A T Rowe Price Latin America no load 0 1.42 10.2 Emerging Market
A A State St Research Global Resources-Aclosed 0 1.60 26.6 Global Stock
A A Oakmark International Small Cap-I closed 0 1.57 9.8 Foreign Stock
A A Nations International Value-Inv A closed 0 1.42 7.5 Foreign Stock
A A Julius Baer--International Equity-A no load 0 1.37 8.3 Foreign Stock
A A ING International Value-A closed 0 1.74 6.6 Foreign Stock
A A Fidelity Diversified International no load 0 1.22 6.7 Foreign Stock
A A Bridgeway Ultra-Small Company closed 0 1.29 29.5 Stock

This shows up on another sheet, providing details

of the 8 A,A Mutual Funds

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How to Create a Pivot Table - Button

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How to Create a Pivot Table - Menu

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Pivot Table Wizard, Page 1 of 3

First step is to ID the data source. Usually it

will be in the existing worksheet; other
sources are also possible

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Pivot Table Wizard, Page 2 of 3

Second step is to specify the actual columns

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Pivot Table Wizard, Page 3 of 3

Third step is to specify where to locate the pivot table.

Usually, it is easiest to place it on a new worksheet.

You can specify the layout at this stage (by clicking on the
LAYOUT Button), or create a generic pivot table and
specify/edit/modify the structure there

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Pivot Table Wizard - Layout

Fields

The Pivot Table Structure is created by dragging

column headings (Called Fields) to various
locations, called Page, Row, Column and Data

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Pivot Table Wizard Layout Completed

To create the Pivot Table shown in the example on page 6,

drag Up Market to ROW, Down Market to COLUMN, and Fund
to DATA.
When the field in the Data is Attribute, the table will default to
showing the count (if numeric, the default is SUM).

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Pivot Table - Filtering

The row and column fields can be filtered by unchecking the

drop down box. In this example, we can eliminate the
BLANK row and column.

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 Final Table
Down Market
Count of Fund Performance
Up Market
Performance A A+ B C D F Grand Total
A 8 27 77 236 48 396
A+ 1 6 1 33 59 100
B 28 6 81 243 257 7 622
C 66 5 247 252 79 5 654
D 246 32 249 78 21 3 629
F 40 56 20 2 1 119
Grand Total 389 99 630 653 627 122 2520

Cell, Column and Row formatting can be used

to alter the appearance. Centering, column
width, etc. can improve the readability of the
table.

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Multiple Columns/Rows in a Pivot Table
Count of Fund
Up Market Performance Down Market Performance Total
A A
B
8
27 Same data, but with both
C 77
A Total
A+ A
112
1
fields (Up and Down)
B
C
6
1
used as Row Fields.
A+ Total 8
B A 28
A+ 6
B
C
81
243
Also, Filtered the data to
B Total
C A
358
66
exclude values of D, F
A+
B
5
247 and blank.
C 252
C Total 570
Grand Total 1048

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 Pivot Table with Continuous Data
Average of 5-Yr Ann Tot Ret Down Market
(%) Performance
Up Market Performance A A+ B C D F Grand Total
A 13.15 8.70 5.78 2.14 -5.42 2.60
A+ 4.70 8.02 9.60 4.76 -0.48 1.91
B 10.67 21.25 7.30 3.18 -0.36 -3.14 2.69
C 10.91 16.00 4.90 1.24 -2.04 -4.18 3.27
D 6.44 10.00 2.71 -1.28 -3.99 -6.30 3.78
F 7.81 6.79 0.48 -0.95 -1.60 5.87
Grand Total 7.78 9.17 4.40 2.20 0.52 -2.87 3.22

By changing the DATA Field to Annual Return, and changing

the statistic to average, one can see the average 5 year
performance by grade.

Note that the GRAND TOTAL, in this case is the average of the
raw data, not of the cell averages.

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Pivot Table Page Field, Formatting
Type of Fund no load

Average of
Annual
Expense Investments

Down Market Emerging

Performance Up Market Performance Balanced Market Foreign Stock Global Stock Stock Grand Total
A 0.74 1.42 1.38 0.55 1.06 1.11
A 1.42 1.30 1.34
A+ 1.29 1.29
B 0.74 1.51 0.55 1.06 1.04

A+ 2.90 1.23 2.07

B 2.90 1.23 2.07

B 0.72 1.31 0.84 3.75 1.15 1.15

A 0.73 3.75 1.29 1.56
A+ 1.31 1.31
B 0.72 0.86 1.12 1.04

Grand Total 0.73 1.88 1.09 1.84 1.13 1.18

This example shows two row fields, Down and Up Market Ratings, one
column field, Investment Type, and a PAGE field (Type of Fund). This is like
a high level filter. In addition, Up and Down Market performance, and
Investment Type were filtered as well. Double clicking on the numbers
(average return) shows the mutual funds that make up the average shown.

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Pivot Table Modifying

To modify a pivot table, simply drag and drop

fields on and off of the relative areas of interest.
For example, to change the order of the two row
columns in the previous pivot table (from Down
Performance/Up Perf. To Up Perf./Down Perf.)
just drag Up Performance to the location of
Down, and they switch.
Note that formatting is lost and must be redone.
To add another data variable, simply drag it
onto the data area

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 Pivot Table Two Data Variables
Investments
Down
Market
Performan
ce Data Balanced Emerging Market Foreign Stock Global Stock Stock Grand Total
A Average of 5-Yr Ann Tot Ret (%) 5.33 9.90 6.35 13.90 9.65 9.00
Average of Annual Expense 0.90 1.84 1.44 1.45 1.22 1.23
A+ Average of 5-Yr Ann Tot Ret (%) 7.07 16.85 15.00 23.04 12.26 12.42
Average of Annual Expense 0.96 2.39 1.84 1.14 1.23 1.26
B Average of 5-Yr Ann Tot Ret (%) 3.94 4.89 1.02 8.32 3.62 3.76
Average of Annual Expense 1.06 1.71 1.30 1.54 1.11 1.17
C Average of 5-Yr Ann Tot Ret (%) 2.18 4.81 -0.81 2.47 -0.35 0.34
Average of Annual Expense 1.10 1.88 1.50 1.33 1.11 1.19
D Average of 5-Yr Ann Tot Ret (%) 0.87 5.24 -3.10 -2.11 -3.12 -2.24
Average of Annual Expense 1.19 1.74 1.48 1.68 1.33 1.36
F Average of 5-Yr Ann Tot Ret (%) -1.56 -0.15 -6.89 -3.98 -9.79 -7.97
Average of Annual Expense 1.35 3.07 1.76 1.57 1.49 1.53
Total Average of 5-Yr Ann Tot Ret (%) 2.85 5.95 0.25 4.99 1.49 1.93
Total Average of Annual Expense 1.09 1.87 1.45 1.48 1.21 1.25

With two variables in the DATA fields, then there

are two rows for each category

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Type of Fund no load Pivot Chart
Average of 5-Yr Ann Tot Ret (%)
25.00

20.00

15.00

10.00
Investments
Balanced
5.00 Emerging Market
Global Stock
Stock
0.00
A A+ B C D F

-5.00

-10.00

-15.00

Down Market Performance

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Pivot Table MBB/BB Alignment alternate
Count of Full Name
MBB Full Name Total
Alberto Machado 3
Osato, Minoru 1
Peterson, Jeffrey 1
Spencer, Michelle 1

Amy Marinelli 10
Adams, Jennifer 1
David, Jennifer 1
Kotkoskie, Kimberly 1
Marcantonio, Pasquale 1
Menon, Haridas 1
Policello, George 1
Qi, Zhi 1
Rea, Raffaele 1
Veri, Marco 1
Visco, Fernando 1

Anabel Calderon 7
Agudo Gandarillas, Carlos 1
Eraso Saiz, Valentin 1
Lombera Gallego, Carlos 1
Porras Ledantes, Carlos 1
Sanchez Belchi, Gaspar 1
Sanchez Garcia, Maria Huertas 1
Seal de la Calle, Raquel 1

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Pivot Table Summary

A pivot table provides a summary of large

worksheets
Can count the occurrences, or take average (or
even standard deviation)
Can Filter data
Can chose several different formats
Can create charts from the data as well

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