IT APPLICATIONS

AND TOOLS IN
BUSINESS
Course Material No. 6

Dominique Azarraga
Course Instructor
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Pivot Table 6
LEARNING OUTCOMES

Here’s what I will teach you in this course material:

LESSON OUTLINE
 Analyze data dynamically by using Pivot
 Introduction to Tables.
Pivot Table
 Inserting a Pivot  Edit, format, and modify Pivot Table.
Unit Outline
Table  Create cross tabulated Pivot Table Reports
 Modifying a
Pivot Table  Apply the pivoting a Pivot Table.
 Create Cross  Use the slicer to select data in Pivot Table.
Tabulated Pivot
Table Reports
 Edit Pivot Table
 Pivoting a Pivot RESOURCES NEEDED
Table
 Add slicer to
For this lesson, you would need the following resources:
Pivot Table

 Microsoft Excel
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Introduction to Pivot Table

When you are creating worksheets in Microsoft Excel, you have to think about how you would
like to have the data to display when you present it to other individuals. You can modify the
formatting of your data to highlight the contents of the particular cells, sort and filter your
worksheets depending on the contents of your particular columns, or hide your rows containing data
that isn’t appropriate to the point you are trying to do.
One of limitation of Microsoft Excel is that you will not be able to easily alter how the data is
organized in your worksheet. But you can use a tool which will help you to rearrange your raw data
and modify it into meaningful information. That tool is called Pivot table. A pivot table is an
interactive way to swiftly summarize large quantities of data; to evaluate numerical data in more
detail and to respond to unforeseen questions. With the help of Pivot table, you will be able to do
the following: a.) Querying huge amounts of data in countless user- friendly ways, b.) Subtotaling
and accumulating numeric data, which summarizes data by categories and subcategories, as well as
creating custom calculations and formulas. c.) Increasing and breaking down of data to concentrate
on your results, and drill-down to specifics from the summary data., d.) Shifting rows to columns or
columns to rows. And lastly, Filtering, sorting, grouping, and conditionally formatting the most
helpful and fascinating subset of data that will allow you to focus on the information that you need.

Basic Pivot Table data Headers are across

the top in the first
row

Data consists of a
single row across
numerous columns

There is not a blank

row between the
headers and the rows
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Inserting a Pivot table

1. In your Sheet1, do the same as shown in the

image.

2. Select any active cell within your data

table.
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3. Navigate to the Insert tab and select Pivot Table.

4. When you do so, the create PivotTable dialog box appears.

 Excel will guess the data range that you will want; correct it if it is
wrong.
 The default destination for the PivotTable will be a new worksheet.
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5. Click the OK button.

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PivotTable Geography

1 Field List

Pivot Table
report

3 4
Drop zone

5 6

1 The pivot table will be located here. The size will adjust as it needs to
automatically.

NOTE: If you move your mouse out of this area, the PivotTable Field List
will disappear. To get it back, merely left click your mouse within this area
again and it will appear.

2 The fields listed here are your column headers on your original data source.
 These fields may be utilized in designing your PivotTable Report.
 You may use a field more than once.
3 Report Filters:
 Similar to a mentally page break. Allows the user to classify the data.
4 Column Labels:
 Often created automatically by dragging data fields to the value zone.
The user may also drag data fields to this zone for grouping, etc.
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5 Row Labels:
 Most common label.
6 Values:
 Wide range of calculations may be performed on the values dragged to
this zone.

Building a PivotTable Report

6. Drag the date field in row

label.

7. Drag the Sales field in

values.
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Sample Output:

Modifying Pivot Table

You can modify your Pivot table headers by changing the default
name.
1. Use the existing worksheet, click the Row Labels header.

2. Click the Design tab, go over to layout group. Click on Report layout then choose Show
in tabular form.
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Sample Output:

3. Next step is to format the number format of Sum of Sales column. You need to click the
cell J4, right click then choose number format.

4. In your category tab, choose currency then change the decimal places to 0 and use the Php
symbol.
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5. Click OK button.

Sample Output:

Okay, let’s see if you will be able to make the Pivot Table by following the previous steps to
other cells and you have to demonstrate the same output in the image displayed below.

Create Cross Tabulated Pivot Table

In your next data set, you will be using cross tabulated report which means any intersecting cel
is adding not all of the numbers but adding only the numbers from this column where the date is
equivalent to the particular date and your group will be classified.
1. Copy your Sheet1, then delete the previous reports.
2. Select any active cell within your data table.
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3. Navigate to the Insert tab and select Pivot Table.

4. Use the existing worksheet. Same as the image shown below.
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5. Drag the date down to
rows.

6. Drag the group down to columns.

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Sample Output:

7. Drag the sales down to

values.

Sample Output:
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8. Click the Design tab, go over to layout group. Click on Report layout then choose Show
in outline form.
Sample Output:

9. In your category tab, choose currency then change the decimal places to 2 and use the Php
symbol.
Sample Output:

10. Based on the output above, you have an empty cells. If you wanted to see the zero values by
default it does not show zero values but you can tell the Pivot Table how to display an
empty cells. All you need to do is to right click someewhere in your Pivot Table and you will
see the Pivot table options.
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11. In you pivot table dialog box, on the layout& format . You will see for the empty cells
shows and put a zero(0).

12. Click OK button.

Sample Output:

Okay, let’s see if you will be able to make the Pivot Table by following the previous steps to other
cells and you have to demonstrate the same output in the image displayed below.
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Edit PivotTable

To rename a PivotTable

1. Click any cell in the body of the PivotTable.

2. On the Analyze tool tab, in the PivotTable group, click in the PivotTable Name box. Enter a
new name for the PivotTable, and press the Enter key.

To show or hide PivotTable grand totals

1. Click any cell in the body of the PivotTable.

2. In the Layout group, click the Grand Totals button.

3. Click on the rows only.

Sample Output:
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To change the summary

operation for the Values area

1. Click any cell in the body of

PivotTable that contains data.

2. On the analyze tool tab, in the Active Field group, click Field settings. Click the operation
you want to use to summarize your PivotTable data.

Example you want to get the maximum value per group. Click the Max operation. In the
sample output below, it displays the amount with the highest value according to date and equivalent
group.
Sample Output:
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To apply an existing PivotTable style

1. Click any cell in the PivotTable.
2. On the Design tool tab, in the PivotTable Styles group click the style you want to apply.

To create a new PivotTable style

1. Click any cell in the PivotTable.

2. On the Design tool tab, in the PivotTable Styles group click the New Pivot Table
Style.

3. In the Table Element list, click the whole table for which you want to define a format.
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4. Click the format button.
You can border, font style, and
fill.

5. Click the OK button.

To apply banded rows to a PivotTable

1. Click any cell in the PivotTable.

2. Apply a PivotTable Style that includes banded rows. Check the banded rows.

Sample Output:
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Pivoting a PivotTable

You can make use of other option if you do not want to display your report in the same way as
a crosstab. If you would like to see all the conditions and criteria listed vertically. Here’s the process:

1. Using your previous report.

2. Click on the group in the column area drag it down to the rows below sales
representative.
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3. You have pivoted your report.

Sample Output:
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Add Slicer to Pivot Table

You will use the filter which means it would add a drop down filter above and it will filter the
whole report. You will going to use a slicer that will add a condition to all of the values inside of
the pivot table.
1. Using your existing worksheet.Click on the single cell.

2. In your PivotTable Analyze tab, in your filter group click the insert slicer .
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3. Check the Sales Representative and click OK.

4. Now you will have a slicer for your sales
representative.
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5. When you click on Rose, you will see the data for
Rose.
Sample Output:

REFERENCES

Harvey, G. (2019). Excel 2019 All-in-one for Dummies. New Jersey: John Wiley
Hoboken, & Sons, Inc.

Bluttman,K.(2019). Excel Formula & Functions for Dummies (5th Ed.). Hoboken, Jersey: John
New Wiley & Sons, Inc.

Curtis, F. (2015). Microsoft Excel 2016 Step by Step. Redmond,Washington:Microsoft

Press.