REGIONS Q TTL ♦/- TTL ♦/- m ♦/- TTL ♦/-Central \ 993І я к ш л к ш і Я И Й 5 Э П И И 9 Е І !East | 97 2\ ШШШЕ5И^ШШЁ2Яі Ш Ч З Э Г Ш И Е І Э И ШШЖШШЖWest I 9 1 l \ ш ш ш ж ш ш ш м И К Ш Г ^ К БTOTAL 2,876 2,915 1.4% 2,844 -2.4% 2,919 1 2.6
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Other Books Available By This Author:1. Microsoft® Excel® Start Here The Beginners Guide
2. The Step-By-Step Guide To The 25 Most Common Microsoft® Excel® Formulas & Features
3. The Step-By-Step Guide To Pivot Tables & Introduction To Dashboards (version 2013)
4. The Step-By-Step Guide To The VLOOKUP formula in Microsoft® Excel®
5. The Microsoft® Excel® Step-By-Step Training Guide Book Bundle
6. Excel® Macros & VBA For Business Users - A Beginners Guide
7. Microsoft® Word® Mail Merge The Step-By-Step Guide
Table of ContentsC H A P T E R 1
How To Use This Book C H A P T E R 2
Introduction To Pivot TablesWhat Are Pivot Tables?What Are The Main Parts Of A Pivot Table?
C H A P T E R 3Building A Basic Pivot Table & Chart
Summarizing Numbers How To Drill-Down Pivot Table Data Adding Additional Rows (categories) To Your Pivot Table Charts - How To Create A Basic Pivot Table Chart
C H A P T E R 4Displaying Percentages
C H A P T E R 5Ranking Results & Displaying Averages
Displaying Averages Ranking Data
C H A P T E R 6Slicers (interactive analysis) & A dvanced Filtering
Timeline Slicer SlicerAdvanced Filtering
C H A P T E R 7Introduction To Dashboards
Adding Multiple Pivot Tables To A Worksheet Formatting The Dashboard Adding Charts To The Dashboard
C H A P T E R 8Adding Slicers and Performance Symbols To Your Dashboard
SlicersPerformance Symbols (up/down arrows and other indicators)
C H A P T E R 9Refreshing Pivot Table and Dashboard Data
C H A P T E R 10Protecting Your Dashboard
Hiding Your Pivot Table Source Data Protecting The Dashboard Or Any Other Worksheet
C H A P T E R 11Grouping Pivot Table Data
Grouping Records Count Function
C H A P T E R 12Calculated Fields In Pivot Tables
Adding A Basic Calculated Field Changing The Display Of Formula Error M essages Removing Or Changing Calculated Fields Inserting Logic Fields (if...then)
C H A P T E R 13Creating Pivot Tables From Im ported Files - using the Data Model
C H A P T E R 14Troubleshooting: Pivot Tables Displaying Duplicate Values
Formula - LEN Formula - TRIM
C H A P T E R 15Troubleshooting: How To Resolve Common Pivot Table Errors
A M e s s a g e F r o m T h e A u t h o r
CHAPTER 1
How To Use This Book
This book can be used as a tutorial or quick reference guide. It is intended for users who are comfortable with the basics of Microsoft® Excel® and are now ready to build upon this skill by learning Pivot Tables and Dashboards.
This book assumes you already know how to create, open, save, and modify an Excel® workbook and have a general familiarity with the Excel® toolbar (Ribbon).
All of the examples in this book use Microsoft® Excel® 2016, however most of the functionality and formulas can be applied with Microsoft® Excel® version 2013. All screenshots use Microsoft® Excel® 2016, functionality and display will be slightly different if using Excel® 2013.
While this book provides several basic and intermediate Pivot Table examples, the book does not cover ALL available Microsoft® Excel® Pivot Table features, formulas, and functionality.
Please always back-up your work and save often. A good best practice when attempting any new functionality is to create a copy of the original spreadsheet and implement your changes on the copied spreadsheet. Should anything go wrong, you then have the original spreadsheet to fall back on. Please see the diagram below.
Diagram 1:
This book is structured to build on each previous chapter’s teaching.
Chaptersг-з
Pivot Table fundamentals
X Chapters4 - 6
Apptymg averages, \ percentages.
4 rankings and slicers
\)J
Beginner
Л у
Chapters Chapter11 -1 2 13
Grouping records and Creating Pivcrtinserting і :ніі:ііінГ(і і] Tables from
(ieMs ..S. imported files
Intermediate
X Chapters7 - 1 0
Basic Dashboardcreation form atting, &
file m anagem ent
FILES FOR EXERCISESThe exercise files are available for download at the following website: http: //bentonexcelbooks.my-free.website/excel-2016
What Are Pivot Tables?Pivot Tables are a feature within Microsoft® Excel® that takes individual cells or pieces of data and lets you arrange them into numerous types of calculated views. These snapshots of summarized data require minimal effort to create and can be changed by simply clicking or dragging which fields are included in your report.
By using built-in functions and filters, Pivot Tables allow you to quickly organize and summarize large amounts of data. You can filter and drill-down for more detailed examination of your numbers and various types of analysis can be completed without the need to manually enter formulas into the spreadsheet you’re analyzing.
For example, the below Pivot Table is based on a detailed spreadsheet of 3,888 individual records containing information about airplane parts. In less than 1 minute, I was able to produce the following report for the quantity of parts sold by region:
A & C D E F G H l l K L ML
12 i 3 1 4
Sum of QTY SOLD Column iabelb - ROW labels ’ Jan Feb Mar Apr May Jun Jul дне Sep act NOV Dec Grand Total |
|s Centra! 393 569 865 Я72 i'J- S6S 373 369 373 569 1031 372 37 S3 11 6 East 520 596 821 SAG 5Э6 321 346 321 S46 536 1Q37 346 3592 !It West 912 sea 781 И2 5SS 783 322 733 823 53S w 322 Я І13 G г dud To til 2725 1751 2464 2540 1753 2465 2540 2473 2540 1753 3117 2540 23*721
This quick summary can also be formatted to improve readability. However, formatting
does require a little more time to complete.
In today’s world where massive amounts of information is available, you may be tasked with analyzing significant portions of this data, perhaps consisting of several thousand or hundreds of thousands of records. You may have to reconcile numbers from many different sources and formats, such as assimilating material from:
1. Reports generated by another application, such as a legacy system2. Data imported into Excel® via a query from a database or other application3. Data copied or cut, and pasted into Excel® from the web or other types of screen
scraping activities4. Analyzing test or research results from multiple subjects
One of the easiest ways to perform various levels analysis on this type of information and more is to use Pivot Tables.
What Are The Main Parts Of A Pivot Table?Before we begin our first exercise, let’s review the three main components of a Pivot Table:
1. Rows: The rows section typically represents how you would like to categorize or group your data. Some examples include: employee name, region, department, part number etc.
2. Columns: The columns show the level or levels in which you’re displaying yourcalculations. Often a time period such as month, quarter, or year, but can also be categories, product lines, etc.
3. Values: Values are the calculation portion of the report, these figures can be sums, percentages, counts, averages, rankings or custom computations.
Level of Calculation
C ^ u y■
QUARTER О
Q tfl q tr2 QtrJ Qtr4 lotd! f lCentral Т 3 2 7 _ '’ гГзоб" "2,613 ''~2,Ъ22~" ' э ' г а з ' !East — 2,337 2,263 2,513 2,479 9,592West 2.2B3 2,193 2,427 2,409 9,312__ J
[Total 6,947 6,762 7,410 2І,ЫІ Ц
C«tc
CHAPTER 3Building A Basic Pivot Table & Chart
In this chapter we will review the fundamental steps of creating and modifying a Pivot Table. Here we will take a basic spreadsheet containing fruit sale information and:
1. Determine the total sales by region and quarter2. Create a chart that displays the sales by region and quarter3. Display the individual fruit sales by region and quarter
WEB ADDRESS & FILE NAME FOR EXERCISE:http: //bentonexcelbooks.my-free.website/excel- 2016 FruitSales.xlsx
Summarizing NumbersSample data for chapters 3 - 5 , due to space limitations the entire data set is not displayed.
! A E c D Е F G H
Я NH :■! IV SALES PLRWN FIRST ЫАМГ
SAU5PIR504 LAST WUUF
W IE5PIRS04IP
WAR ПК ORANfjLS MAHGCJ5 tOTAl
! 2 OnlMl Bat Taytor 1174 1 1,310 2,039 1,771 5,6201 3 Cenlnl Helen 5ml! h а зз 1 102 354 59 516i a i enirjl UK fohnson л я 1 93 и г w 469| S Central Sally M am * ш 1 595 B24 556 1,975i 6 Central Sam Better a n 1 № 1.092 324 2,779| 1 tssr AWrey Williams « 0 1 346 237 240 343I Я 1 .1» John Dcwer 153 г Н О 17Я 19! 633! ч Eiit Joftn wihon хю 1 JBfr iW 115 6461 .0 f j -.i Мату 600 і J1S 215 236 766i l l Etft Sarah Taylor 900 1 Ж 26J 295 J2712 west Ale» ifeiiet 1000 1 Ш 212 127 502
ИЗ Wen Silly Winchester И М : ітэ 234 140 532! 14 w eit Hei«n SHTifMOfi Я17 1 m 193 11* 457| Wert Jack imirh 100 1 i l l 14} Й7 343| 6 Н» Taniwr 400 1 122 ISO 96 377117 WhjI Peter Grihjm ТОО 1 134 175 105 ■ІА5i cer,;ral BCD Taytor 117* 2 113 330 65 567115 [Сеп7га|і Helen Smith 333 2 1 ,0 » 1,391 Э40 l r3J6i West Joe Tanner 400 t 2.ЯЗЗ 2 ,sa 6 2,796 Я.5І6[ 65 /.'Hi Peier Grjham ТОО л 4,392 4.473 4,334 13,199
First we will determine the 'to tal sales by region’ and then we will build upon this by adding the ‘quarterly sales by region’:
1. Open the FruitSales.xlsx spreadsheet and highlight cells A1:I652. From the Ribbon select INSERT : PivotTable
The following dialogue box should appear:Create P ivotTable ? X
Choose the data th a t you w a n t to analyze
® Select a tab le or range
Table/Range: Sheet1!SAS1:SISS5|
■.. ■ Use an external data source
Choose Connection...
Connection name:
Use th is w o rkbook 's Data M odel
Choose w here you w a n t the PivotTable report to be placed
® New W orksheet
Q Existing W orksheet
Location:
Choose w h e th e ry o u w a n t to analyze m ultip le tables
j~ l Add th is data to the Data M odel
OK Cancel
3. When prompted, verify the 'New W orksheet’ radio button is selected4. Click the 'O K ’ button
A new tab will be created and appear similar to the following. Note: the ‘PivotTable Fields’ pane on the right side of the new worksheet.
Н ' 0 1st □ Н t - * hwiSAMfe - bsrf л ffi - □ XFile H om e I nw-<t f r a * I P *g f I л уо і* F*wmg*»s. Dau P a ^ a i V i^w D*v«te>p*f 3 « jq n U Tcfl лпр
Next, w e’ll “categorize” our report and select a calculation value.5. Inside the PivotTable Fields pane click the ‘REGION’ box or drag this field to ‘Rows’
section.6. Inside the PivotTable Fields pane click the ‘TOTAL’ box or drag this field to ‘£ Values’
section.Please see image below, for an illustration of steps #5 & #6
PivotTable Fields
C h c & te f ie ld s 1о a d d t o t€$ с n
\s AL<jiON□ SALES PERSON F'RSTJ-UMf□ SALE* PEK53NLAST ?;АГ,ГЕ□ SALES PERSON С□ QUAKTFH□ APPLES
П OHANOtJ□ MANGOS0 101A1
Drag ftekH bftwttri *пл% hetewT Filtcro I Сокл
5" Rcwi i VllttB
REGION - Sum <rf TOTAL -
Deftr Layout Update
The following should be displayed on the left side of your screen Note: the format is not very easy to read. _______________________
3 Row labels ;5um of TOTAL4 Central 138571,37955 East 1455S7.96S96 W est 196786,7115
7 Grand Total 480946.OSW
7. We can change the column labels and format of the numbers. In the below example:1. Select cell ‘A3’ and change the text from ‘Row Labels’ to ‘REGION’2. Select cell ‘B3’ and change the text from ‘Sum of TOTAL’ to ‘TOTAL
SALES’3. You may also change the currency format in cells ‘B4:B7’. In the below
example, the format was changed to U.S. dollars with zero decimal placesBelow is the formatted example:
A В123 REGION - TOTAL SALES4 Central S 138,5715 East $ 145,5886 West $ 196,7877 Grand Total $ 480,946
To enhance the report w e’re going to going add Quarter columns. This “level” dimension will provide greater detail of the total fruit sales.
8. Inside the PivotTable Fields pane drag the ‘QUARTER’ field to the ‘Columns’ section.
Note: Excel® is reading the Quarter value as numeric, therefore if you click, instead of dragging the field to the ‘Columns’section Excel® will apply a calculation.I f this happens click the drop-down-box o f ‘Sum o f QUARTER’ in the ‘^ Values’ section and select the option ‘Move to Column Labels’
We now have ‘QUARTER’ added to the summary9. Select cell ‘B3’ and change the text from ‘Column Labels’ to ‘BY QUARTER’10. The labels for cells ‘B4’, ‘C4’, ‘D4’, & ‘E4’ were changed by adding the
abbreviation text 'Q T R ’ in front of each quarter numberBefore formatting:
A В С D E F123 TOTAL SALES Column La belt *A REGION ■ 3 2 3 4 Guild loul5 Central $ 11,359 $ 19,352 $ 34,097 S 73,763 $ 138,5716 East $ 3,865 S 19.343 $ 38,811 S 83,569 $ 145,5887 West $ 2,64$ 5 23,536 S 42,590 S 127,964 5 196,787£ Grand Total $ 17.870 * 62.281 * 11S,499 S 28S.2W $ 480,946
How To Drill-Down Pivot Table DataBefore we continue with our Pivot Table report examples, let’s say you wanted to investigate further why the Central region’s Q1 results are so much higher than the other two regions.
Pivot Tables allow you to double-click on any calculated value to see the detail of that cell. You may also right-click on the calculated value and select ‘Show Details’. This will create a new worksheet containing a table with the details of the calculated value.
Please see images below.1. Right-click on cell ‘B5’ and select ‘Show Details’
B5 11358.9
В D
12 I Сі і іЬп
3 TOTAL SALES BY QUARTER
4 RfGION - q t i t iВ I
Ъ I Centra I
6 Е<Ы7 W est8 Grand тоЫ910
11
12
1314
1516
17
IS
19
2D
il.l™ 1 i n ТІСЛ' Г тл w l i
Ш г.б* £
I? ла
i,ap y
format Celfi- Numb** F'prnnJ. iefreh
K tm c n t 4TOTAL SALES"
Sugnmanz# V*lu« By
Show V |lu « A i
t0 V^lut Field Setting;..
Pivot T зЫе Option?-
p I Hufe List
A new worksheet containing a table with the details of the calculated value in cell ‘B 5’K ttlO ft p Mi£& №ИН*Ч I m i iuumi Q IN I S щрусщ LM* * u u « В - П W.la* H » Q « n u ^ Q i riufcGi* □ млМг,и> □ ИЛляt c n l r i l Bob 1Ш I 31 to JHJ4 i m 3fl2D jC an lril M *l*n S fM h E U L IQ3.1 13* J И A ЭІ5 n
Сепия! 1*11 ■СгЬщдат » 1 t l Ш 34 « 1 jfe r fr r t l Ѣ«ІІГ v n L T№ *J4 144 ПѴ*| I£«гЛгіІ Ілй і I t t M f № 1 № ив д ѢІЛ i.i.-i 1
11
S h w tij
‘ 1
2. To delete the table, right-click on ‘Sheet3’ and select ‘Delete’
Insert
Protect Sheet...
l i b Color >
hi"**
i l l Sheetss n « l i ьлееьг I ъпеег i
I
Adding Additional Rows (categories) To Your Pivot TableFrom our original Pivot Table report, we’ll extend our analysis by adding the individual fruit sales to our summary.
1. Drag the ‘QUARTER’ field from the ‘COLUMNS’ section to the ‘ROWS’ section.
2. Drag the fields ‘APPLES’, 'ORANGES’, & ‘MANGOS’ to the ‘VALUES’ section of the PivotTable Fields pane, place the fruit fields before the ‘TOTAL SALES’ value
PivotTable Fields T X
i Choeifi fidefts to add to report -
Seai’ch P
□ SALES PERSON ID * •
Д QJJARTE_R ^ЛРИІЛ S|
a ORANGES j—v ] MANGOS J \!3 то таГ 4 i
Mens Ttble,-.*4i
\1 % Drag fidds b ( t » w a ra i bde.v \
4T Filler!
11 Cci3unn1)i
—%— E Values
iiiiii|
V
” Romf
values t
flfGIQN - l im i in f / y m t s t , *
QUARTER , i Vj* ' ifW o fO tW IG E S ^ |
Sum of m a n g o s *
TOTAl SALES -
The results should look similar to the following:| REGION Sum of APPLES Sum qf ORANGES Sum of MANGOS TOTAL SALES |! - Central $ 43,4®1 S 53,278 $ 41,812 $ 138,571 |j QTR1 $ 3,463 $ 4,631 S 3,264 $ 11.359 !j QTR2 $ 5,992 $ 7,652 s 5,709 $ 19,352 !| QTR 3 $ 10,634 $ 13,280 $ 10,183 $ 34,097 |! QTR 4 $ 23r392 $ 27,715 $ 22,656 $ 73,763 !| East % SO,626 * 47,117 $ 47H84S $ 14S,S88 !: оти i s 1,587 s 1,087 s 1,190 $ 3,865 i
QTft 2 $ 6,891 s 6,149 s 6,303 $ 19,343 !QTR3 $ 13,583 s 11,502 s 12,726 $ 38,311 '
| QTR 4 s 29,564 5 27,380 5 27,625 $ 53,569 ii West $ 69,750 $ 65,259 $ 61.778 $ 196.787 '
| Grand Total $ 16J,8S7 S 16S,6SS $ m ,41S $ 480,946 |
Charts - How To Create A Basic Pivot Table ChartIn our last example of this chapter, we’ll review how to create and format a basic Pivot Table chart:
1. From the PivotTable Fields pane uncheck the 'TOTAL SALES’ field
PivotTable Fields * x
Choose fields to add to report: О *
bd APPLES
0 O R A N G tS
0 M A N G O S
□ TOTAL
2. From the PivotTable Tools Ribbon select the tab Analyze : PivotChart
PivotTable Tools
Design
Sign in
0 Tell m e w h a t you w a n t to do
E? C lea rT []3. Fields* Items, & S e ts T
life ЩPivo tC hart R ecom m ended
DJSelect f t OLAP Tools ■
D M ove PivotTable Relationships PivotTables
Actions Calculations Tools
Note: I f you do not see the PivotTable Tools option on your Ribbon, click any PivotTable cell. This toolbar option only appears when a PivotTable field is active.
The following dialogue box should appear:___________________________
3. Select the ‘Bar’ option4. Click the ‘OK’ button
A chart similar to the below should now be displayed:Sum of APPLES S e i of ORANGES Sun of MANGOS
OTR4
s ОТЧЗs QT4 2 Ш
QTR1 1QTH* Vetoes
REGION - Bt QT4 3 Ш Ш І 4 Sum of MANQOSQJJAR TER -
relAJ QTR2 H ■ Sum of ORANGESQTR 1 1 - f J Anni с СQTR4 ■ bum от a rrix>
4 QTR 3 ■ H b -С(IО OTR2 H -
QTR 1 ■ »
+ S- SI 0,00<S 20.006 30. 00040. 00(150,000
5. Drag the chart below the Pivot Table report summary and expand the width to allow for easier viewing
A & с D £ F G10 QTR І s lr5S7 i 1,037 s 1,19011 QTR J $ MU S $ wa12 OTR І S lir53i S iz,soz $ 12.72613 QTH 4 $ 23,564 S 27,330 $ 27,623
т2 * ’чp'vat14 WHt $ 69,750 S 65,254 s 6X773
15 ant l S 356 S 1,119 s £71 T41*^16 QTH i S 7,619 S Br2» s Mu §w17 QTR 3 3 li,33S S цоя $ 11.102 Ifis QTR 4 s 45,739 s ilrU! s 40.411 1114tirjnd ТоЫ * 1БМ57 * 164,«4 i 151435 1420
21
2223
142526 27 23293031«I33
Sur. d f APPLES j f a fW K E S Sj t , o f HANGCS Expand chart wMti
S E G ]» . -
(JJAftTER T
Ц Т Н 4
а отв JI fi GTS 2
ОТЧ1 k отц 4 ш
, цш jQTH 1
QTR 4
Z a™* j j от* i
Q T f l l
■ S-jfti Ы MAISGOi
Щ 5ШІ If ORAffCJS■ S - jn r f ЛРР1ЕЕ,
SW.ooo ІМ.0Н) jJQ.UOO S40.00C і50.яю
6. From the PivotChart Tools Ribbon select the tab Design and under ‘Chart Styles’ select a new style
: D i t - = ЕгшЙчЦт й д - b e d
E D r ju P age I ■>43 ul Роѵгпыіи D А лаіузі 1 D n ig n Fw rndt
'Cnlumpj□d
7. Edit the Chart Title by clicking inside the field, change text to "Fruit Sales By Region & Q uarter 2016”
8. Optional step: hide the Field buttons, right-click over any Field button and select the appropriate hide option
Fru it Sales By Region & Q uarter 2016
от**Я qTH э$ (JTH.J _--- ;----
от# iofm
№ СГГЯ 3QTfl 1 Отт :n^
E
и чти 35 QTB3
ann
CHAPTER 4Displaying Percentages
Another great benefit of using Pivot Tables is the ability to display numbers in various descriptive formats. In this chapter w e’ll describe how to use percentages to determine:
• The percentage of Individual Fruit Sales by Quarter• The percentage of Total Sales for each Region
WEB ADDRESS & FILE NAME FOR EXERCISE:http: //bentonexcelbooks.my-free.website/excel-2016 FruitSales.xlsx
Create a new Pivot Table report, to see screenshot illustrations of steps #1 - #4, please see chapter 3 ‘Summarizing Numbers’:
1. Open the FruitSales.xlsx spreadsheet and highlight cells A1:I652. From the Ribbon select INSERT : PivotTable3. When prompted, verify the ‘New W orksheet’ radio button is selected4. Click the ‘OK’ button
A new tab will be created and the ‘PivotTable Fields’ pane should appear on the left side of your screen.
5. Click the following fields:1. Quarter (Rows section)2. Apples, Oranges, Mangos (Values section)
A report similar to the following should be displayed:
6. Click on the ‘Sum of APPLES’ drop-down box and select ‘Value Field Settings...’
The following dialogue box should appear:7. In the field ‘Custom Name:’ change to % of APPLES8. Select the tab ‘Show Values As’
Value F ie ld Settings
Source Nam ;- APPLES
.-Ch l$ e X
i * * * * £ *Custom Name: Sum of APPlES
^ ■■Summarize Valuer By j Snov. Values At i
JjuiTimante value field byChoose the type of taUuiatJoftthat jrOu went to u ie to summarllt data From the «elected field
[Sum -----------------------------------HCount
Average
M a*
M in
P roductV
Number Format OK Cancel
— !l9. From the ‘Show values a s ’ drop-down list select ‘% of Grand Total’
10. Click the ‘O K ’ button
Value Fie ld S e ttings
Source Namt APPLES
£u itom Name: W A P P IE S
Su m m а гке a(u e s B> SJi ow Value s A*
Show Vfluei л v
% Of Grand Totala i t f i t rlcm.
REGION
SALES PERSON P№
SALES PERSON LAS
SALES PERSON IP
1
T NA
H u m b e r Forrnat OK Cancel
11. Repeat steps #6 - #10 for ‘Sum of ORANGES’ and ‘Sum of MANGOS’The totals by fruit have been changed to a percentage.
Please note: In Excel®, often the percentages when summed together may exceed or not equal 100%, this is due to Excel® rounding the percentages either up or down.We’ve now answered the question, what are the percentage of Individual Fruit Sales by Quarter.
12. Remove (uncheck) all the fields ‘APPLES,’ ‘ORANGES,’ ‘MANGOS,’ and ‘QUARTER’
13. Click the following fields:1. REGION (Rows section)2. TOTAL (Values section)
14. Right-click over ‘Sum of TOTAL’, (cell 'B3’) from the pop-up menu select ‘Show Values As’ and then ‘% of Grand Total’
To determine the percentage of Total Sales for each Region
We’ve now determined the percentage of Total Sales for each Region.
A В
123 REGION » Sum o f TOTAL4 Central 23*81%
5 East 30.27%6 West 40,92%
7 Grand Total 100.00%L
You may want to change the column heading from ‘Sum of TOTAL’ to something more descriptive. ______________________________________________________
B3 - £ % OF SALES 8Y REGION
A В _ | С123 REGION - % OF SALES BY REGION4 Central 28.81%5 East 30.27%6 West 40.92%7 Grand Total 100.00%
CHAPTER 5Ranking Results & Displaying Averages
In the previous examples we focused on summary level types of analysis, Pivot Tables also give us the capability to analyze individual results for comparisons and ranking information. This can quickly be accomplished without the need to manually sort or add additional calculated columns to our original data source. In this chapter w e’ll demonstrate how to:
• Rank each Sales Person by their individual Total & Average Sales
WEB ADDRESS & FILE NAME FOR EXERCISE:http: //bentonexcelbooks.my-free.website/excel-2016 FruitSales.xlsx
Create a new Pivot Table report, to see screenshot illustrations of steps #1 - #4, please see chapter 3 ‘Summarizing Numbers’:
1. Open the FruitSales.xlsx spreadsheet and highlight cells A1:I652. From the Ribbon select INSERT : PivotTable3. Verify the ‘New W orksheet’ radio button is selected4. Click the ‘OK’ button
A new tab will be created and the ‘PivotTable Fields’ pane should appear on the left side of your screen.
5. Click the following fields:1. SALES PERSON ID (Rows section)2. Drag TOTAL three times (Values section)
A report similar to the following should be displayed. Note: all three o f the ‘Sum o f TOTAL’ columns are currently the same. We will be changing them in the following steps.
11 A a С □111 2I How Label* - Sum o l TOTAL Sum o t TOTAL? sum Of TOTAL)1 4 100 10339 10139 10139| s 300 30J17 .«75 » H 7 .4 iJ 5 В Д 1 7 Ч Л1 .. 391 Ш И 1 1 4 » 11*91I 7 300 1M44.7 l l f i t r1 400 1SI36.J 1SJ 76.1 Ш П .2
1 * 500 Ю111.11Л 30137.7 139 30137 7139
11" BOO I M I . U ? 4 n t . «w o 17013 № ЗКЦЗ *74 170J3.434
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6. Change the label for cell 'A3’ to 'SALES PERSON ID’7. Change the label for cell 'B3’ to ‘TOTAL SALES’8. Change the label for cell 'C 3’ to ‘AVERAGE SALES’9. Change the label for cell 'D3’ to ‘RANK’10. Change the formatting for columns ‘B’ & ‘C’ to a currency of your choice with zero
decimal places. In this example I will use the British Pound.
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Displaying Averages11. In the PivotTable Fields ’pane , in the ‘VALUES’ section, click the drop-down box for ‘AVERAGE SA L E S’
12. From the menu select the ‘Value F ield S e tt in g s ...’ option
P ivo tTab fe Fields
Choose fields to add to report
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The following dialogue box should appear.13. From the 'Summarize value field by’ list select ‘Average’. Note: this will change
the ‘Custom Name: ’ to ‘Average o f TOTAL’, change back to ‘AVERAGE SALES’
14. Click the ‘OK’ button
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Ranking Data15. In the PivotTable Fields ’pane , in the ‘VALUES’ section, click the drop-down box for ‘R A N K ’
16. From the menu select the ‘Value F ield S e tt in g s ...’ option
The following dialogue box should appear17. Select the tab ‘Show Values As’18. From the ‘Show values as’ drop-down list select ‘Rank Largest to Smallest’19. For the ‘Base field:’ box select ‘SALES PERSON ID’20. Click the ‘OK’ button
Value Field Settings
So u k # Name TOTAL
Custom Name: RANK
Sum nw lie Values By Show va lue i A*
Show values и
X
Base fie ld : S aie rtem
REGION лSALES PERSON FIRST NAMESALES PERSON LAST NAME
h - L E ' i PE F? j ■ D H IQUARTERАРИ.Е5 v
Number Formal OK Cancel
The results should look similar to the following:
л A В С D123 SALESPERSON TOTAL SALES AVERAGE SALES RANK4 100 £2, MS 165 200 £30.217 £7,554 76 255 £11.4M £3.675 157 300 £>6.857 £4,314 136 400 £15.3716 сз.в іэ 14Э 500 £30.333 £5,033 1110 600 m .t w £6,335 611 6Э0 £37,013 £5,353 5
The following dialogue box will appear.25. Select the ‘Descending (Z to A) by:’ radio button26. Select ‘RANK’ from the drop-down box27. Click the ‘OK’ button
We now have a nicely formatted report that shows us each Sales Person’s sales rank and their Total and Average Sales.
j SALES PERSON Я TOTAL SAL£S AVERAGE SALES RANK !
! 4 1156 £63,606 £15,902 1 :1! 5 900 е д а о £13,830 г !i' &i 1000 £50,925 £12,731 3!| 7 833 £45,671 £11,418 4! з 1 690 £37,013 £9,253 5 !
! 9 817 £33,932 £8,433 6! lo 200 £30,217 £7,554 7!l i 600 £24,899 £6,225 e !! 12 1174 £24,595 £6,149 913 700 £22,708 £5,677 г о !! 14 500 £20,332 £5,033 l i! 15 800 £17,755 £4,439 12 !16 300 £16,857 £4,214 13!
An additional tool within the Pivot Tables feature set are ‘Slicers’. Slicers are graphical filters , ideal for analysts or customers who like to examine data from many different perspectives. While filtering has always been a component of Pivot Tables, the introduction of the ‘Timeline Slicer ’ has been a welcome enhancement as it allows the user to quickly categorize individual date values into months, quarters, or years. There are two types of slicers 1 ) Timeline Slicers available in Excel® versions 2013 & 2016 and 2) Slicers available in Excel® versions 2010, 2013, & 2016 .
For example, let’s say you’re a Financial Analyst that supports a manufacturing company of aerospace parts. You’ve been asked to attend an impromptu sales meeting for regional managers. The agenda has not been determined, instead you’ve been asked to prepare the sales data for the last 12 months and answer questions as they arise. Since you’re unsure of what the managers will ask, you decide to create a Pivot Table report with the slicers Category & Date.
WEB ADDRESS & FILE NAME FOR EXERCISE:http: //bentonexcelbooks.my-free.website/excel-2016 AirlineParts.xlsx
EXCEL® 2013 USERS - PLEASE NOTEExcel® 2013 users will need to follow slightly different steps for the Timeline Slicer exercise, these instructions are outlined in that specific section.
Sample data for this chapter, due to space limitations the entire data set is not displayed. Note: Column ‘E ’ is a date value.
Timeline SlicerCreate a basic Pivot Table report, to see screenshot illustrations of steps #1 - #4, please see chapter 3 ‘Summarizing Numbers’:
1. Open the AirlineParts.xlsx spreadsheet and highlight cells A1:F38892. From the Ribbon select INSERT : PivotTable3. Verify the ‘New W orksheet’ radio button is selected4. Click the ‘OK’ button
A new tab will be created and the ‘PivotTable Fields’ pane should appear on the left side of your screen.
5. Click the following fields:1. Region (Rows section)2. Category (Rows section)3. QTY (Values section)
In order for a Timeline Slicer to work all the data for that field must be form atted as a date. In this example, once we click the date field. ‘EOM_DATE’ in Excel® 2016 will create addition calendar options Q uarters & Years.
1
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6. Click the field ‘EOM_DATE’ as you can see, Excel® 2016 has created fields for Q uarters & Years*
*Excel 2013 users please click here to see step #6CC4ltTAl
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However, this type of display isn’t very helpful. The Financial Analyst won’t be able to quickly answer very many questions. Before adding our additional slicer, let’s re-arrange the Pivot Table report to be more user friendly.
7. Uncheck fields Years & Quarters8. Drag the field ‘EOM_DATE’ to the ‘Columns’ area. Note: how ‘EOM_DATE’ is
now displaying as a month1----- 411 -
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9. Insert 8 blank rows above row 310. With your cursor located inside the Pivot Table, from the PivotTable Tools Ribbon
select the tab Analyze : Insert Timeline
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You’ll receive the following prompt:
11. Click the ‘EOM_DATE’ checkbox12. Click the ‘OK’ button13. The following Timeline slicer should now appear, drag to the area near cell ‘A1’
You may click individual months to view how the counts change. For example, you may click Jan 2017 or Jan and Feb 2017 to see totals change.
E F11i 7
EOM_DATE \
Jar - Feb 2017 MONTHS *
I 4 2016 20171 5 NOV DEC JAN FEB №R APR №
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14. Change the Timeline Display from Months to Quarters
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Excel 2013 users (step #6)Users of Excel 2013 must complete a few additional steps:
Step 6a: Select cell ‘A6’, right-click, and from the pop-up menu select ‘G roup...’1-----Id R o w Labels
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Step 6b: When the following prompt appears, press your 'CTRL’ button on your keyboard and select ‘Months’, ‘Q uarters’, & ‘Years’
Step 6c: Click the ‘OK’ button
Step 6d: Return to Step #7 aboveSlicerNext, w e’ll review the Slicer functionality.
1. With your cursor located inside the Pivot Table, from the PivotTable Tools Ribbon select the tab Analyze : Insert Slicer
AirplaneParts-xIsx - Excel
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You’ll receive the following prompt:
2. Click the ‘CATEGORY’ checkbox
3. Click the ‘OK’ button4. The following slicer should now appear, drag to the area near cell ‘H1’
The Financial Analyst may now answer all types of questions, with just a few clicks and without having to manually re-sort or add/remove formulas. Here are some examples:
• What are the total Fuel sales for Feb 2017?• What are the combined sales for the Structural & Wing categories only?• Provide the Q4 sales for Power
ADDITIONAL INFORMATION:
While having the date fields Month, Quarter, & Year automatically be added to our Pivot Table fields list is helpful, there still may be times when you want to have the individual dates included in your report. To see the individual date values in our current example:
1. From the ‘PivotTable Fields’ pane uncheck fields ‘REGION’ & ‘CATEGORY’2. Drag ‘EOM_DATE’ from Columns to Rows3. From the Pivot Table right-click over any of the month values4. From the pop-up menu, select ‘Ungroup... ’
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The individual dates should now be displayed:i i Row Labels ' Sum of QTY !12 31 December 2016 2540 !13 31 January 2017 2725 i14 28 February 2017 1753 ' i15 31 March 2017 2469 ;16 30 A p ril 2017 2540 |17 31 May 2017 1753 |10 30 June 2017 246S !13 31 July 2017 2540 !20 31 August 2017 2473 i21 30 Septem ber 2017 2540 ' i22 31 O ctober 2017 1753 ;23 30 N ovem ber 2017 3117 I24 Grand Total 28672 |
To change the display name of a Slicer:1. Select the Slicer2. From the Timeline or Slicer Tools Ribbon under ‘Options’ go to ‘Caption’ or ‘Timeline
Caption’ and enter a new name
To change the color format of a Slicer:1. Select the Slicer2. From the Timeline or Slicer Tools Ribbon under ‘Options’ go to ‘Timeline Styles’ or
‘Slicer Styles’ and select a new color scheme
Advanced FilteringIn the first part of this chapter we reviewed how Slicers may be used for quick filtering. In this section w e’ll demonstrate how to employ additional Pivot Table features which allow us to extend our analysis by specifying conditions. For example, in the airplane parts spreadsheet, if we wanted to know:
1. The top 10 airplane parts sold by category?2. The bottom 10 airplane parts sold by category?3. The top 10 airplane parts sold by Quarter?4. How many parts sold more than 800 in quantity?
If you’re familiar with Excel’s conditional formatting capabilities, this is very similar in Pivot Tables.
Let’s walk through another example to show how this functionality may be utilized.
To see screenshot illustrations of steps #1 - #4, please see chapter 3 ‘Summarizing Numbers’
1. Open the AirlineParts.xlsx spreadsheet and highlight cells A1:F38892. From the Ribbon select INSERT : PivotTable3. Verify the 'New W orksheet’ radio button is selected4. Click the 'O K ’ button
^■IZ^A new tab will be created and the ‘PivotTable Fields’ pane should appear on the left side of your screen.
5. Click the following fields:1. Part (Rows section)2. Category (Columns section)3. QTY (Values section)
6. Click the drop-down arrow of ‘Row Labels’ cell ('A 4’)7. From the menu select ‘Value Filters’ then ‘Top 10’
8. The following prompt will appear, click the ‘OK’ button
The following will be the result, you may change the quantity from 10 to any number you would like to see.
Sum of QTY Row Labels
I Auxiliary Structure j Boost Pumps Digital Fuel Fiow System Engine Lubrication System Engine Struts Fire Detection Fire Protection Fuel Dump Fuel Hose Keel fleamW in g w e b s ________________
I
Color 'X FUEL POWER STRUCTURAL WING Grand TotaJ
ЗЛ9 949841 54184 1 841849 S49
901 901837 337
1065 1065831 331
857 357S49 349
Grand Total 3412 1302 SS 7 2699 as70
Similarly we may change to show the bottom 10.9. Click the drop-down arrow of ‘Row Labels’10. From the menu select ‘Value Filters’ then ‘Top 10’11. The following prompt will appear, click the drop-down box that says ‘Top’, change
to ‘Bottom’12. Click the ‘OK’ button
The following will be the result, you may change the quantity from 10 to any number you would like to see.
Sum of QTY Colirr TRow Labels Д FUEL POWER STRUCTURAL W ING GrandTotal
, AC Generator-Alternator 653 653 ||AC Inverter Phase Adapter 741 741 |lEngine Mounts 705 7 0 5 1Extinguishing System 709 7 0 9 !fue l Flow Indicating 741 741 iFuselage Panels 701 701 i
You may add a Timeline Slicer to quickly see the top or bottom 10 by quarter or other time frames.
Lastly, to show how many parts sold more than 800 in quantity:1. Click the drop-down arrow of ‘Row Labels’2. From the menu select ‘Value Filters’ then ‘G reater T han...’
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3. The following prompt will appear, enter the number '800’ in the field after the dropdown box ‘is greater than ’
4. Click the ‘OK’ button
The following will be the result:
Sum of QTYRow Labels
Colur -:T. FUEl POWER STRUCTUftAi WING Grand Total
Alternator/Generatof Drive Systen 805 805Auxilliary Structure 949 949Boost Pumps 841 841Bulkheads SOI 801DigiT-чІ RjeT Flow System 841 841Engine Li britation System 849 849Engmn- Struts 901 901F ire Detection 837 837( ir r- Protection 1065 1065Fuel Dump Furl Ноір sei 881Fdel Press л e .'i d ic in g 817 817Fuel S-O.V. a n 831Keel Beam 857 857l :thium Battery 801 801Longeron/Stringers 809 809Panels 305 805Spars 317 317Wing Webs B49 849Grand ТоЫ SOSO ISOS 857 5911 1S146
To remove a filter 1.2
Click the drop-down arrow of ‘Row Labels’ From the menu select Clear Filter From
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CHAPTER 7Introduction To Dashboards
In the previous examples, we added one Pivot Table per worksheet, in this chapter we will demonstrate how to add more than one Pivot Table to a single worksheet, including how to create and format a basic Dashboard.
In chapter 9, we will illustrate how to update (Refresh) data once you have a Pivot Table or Dashboard formatted in a preferred layout.
A few things to remember when designing a new Dashboard:
1. How will your audience view the Dashboard, in paper form, on a website, mobile device? You’ll want to be mindful of spacing and the use o f colors if your audience reads the Dashboard on paper printed in black and white ink or limit the amount information displayed if viewing on a mobile device.
2. Does your audience require separate views of the data? Perhaps a manger is interested in only his or her own geographic area? You can add slicers to assist in filtering rather than creating separate reports for each locale.
3. What are the data sources for your Dashboard and will the data be available on the same frequency if you were to publish a daily or weekly basis?
4. How will you maintain your Dashboard? Will it require manual updating or will your design allow the data to be refreshed when customers open the file? This may also depend on required permissions to access the data source.
It’s been my experience to start small when creating a Dashboard, once your customers start using the information, they almost always ask for more and request changes to the layout. You’ll want to manage expectations. What seems like a simple fix to your customer may require a lot of data preparation behind the scenes. It is important to balance the amount of time you spend creating and maintaining the Dashboard with the benefits it provides.
Example:You’ve been asked to create a monthly sales Dashboard to provide the following information:
1. Quantity of parts sold by region and category, including a bar graph2. Top 10 parts sold, combined quantity and percent of total3. A pie chart with the percent of total sales by region4. Quantity of parts sold by region and month
1. Include a column that shows if the total sales were above, below, or even with the previous month
The data is generated from a database query. You’ll receive a new report at the start of every
month for the prior month’s sales. Users will access this report online as well as in printed form. The report will not be viewed on mobile devices.
The customer has included a whiteboard photo of how they would like to see the layout:Dashboard
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ЧДѴГWEB ADDRESS & FILE NAME FOR EXERCISE:http: //bentonexcelbooks.my-free.website/excel-2016 DashboardData.xlsx
You’ve reviewed the customer’s requirements and while they didn’t initially ask for the ability to filter by time period or region, you anticipate this is something they will want and thereforedecide to design accordingly. In order to build this Dashboard you will need to:
• Create 4 Pivot Tables• Accommodate up-to 12 months of data• Insert 2 graphs• Add 2 slicers• Size to fit or be “shrunk down ” to display on one legal size (8 V x 14 inch) piece of
paper• Use colors on graphs and indicators sparingly, as you don’t know if the paper form will
be printed in color or in black and white ink
Adding Multiple Pivot Tables To A Worksheet Pivot Table #1Quantity of parts sold by region and categoryCreate a new Pivot Table report, to see screenshot illustrations of steps #1 - #4, please see chapter 3 ‘Summarizing Numbers’:
1 . O p e n th e D a s h b o a r d D a t a .x l s x s p r e a d s h e e t a n d h ig h l ig h t columns A :F (
2 . F r o m th e R i b b o n s e l e c t INSERT : PivotTable3 . S e l e c t th e 'New W orksheet’ r a d i o b u t to n
4 . C l i c k th e ' OK ’ b u t to n
A n e w ta b w i l l b e c r e a t e d a n d th e ‘PivotTable Fields’ pane s h o u ld a p p e a r o n th e l e f t s i d e o f y o u r
s c r e e n .
5 . R e n a m e th e ta b f r o m ‘S heetl’ t o ‘Dashboard’From:
select columns, not cells)
To:
i!Dashboard Dala ® • ’
6 . In th e ‘PivotTable Fields’ pane s e l e c t th e f o l l o w i n g f i e l d s :
1 . R E G I O N (Rows section)2 . C A T E G O R Y (Columns section)3 . Q T Y (Values section) Please note: when adding the QTY fields, it will
default to ‘Count o f QTY’. change to ‘Sum ’
7 . C h a n g e th e l a b e l n a m e s :
1 . C h a n g e c e l l ‘A3’ t o QUANTITY2 . C h a n g e c e l l ‘A4’ to REGIONS3 . C h a n g e c e l l ‘B3’ t o CATEGORY4. C h a n g e c e l l ‘A9’ t o TOTAL (this will also change cell ‘G 9’)
We’ll add the bar chart in the last part of this chapter.
Pivot Table #2 Top 10 parts sold, combined quantity and percent of total
1. Return to the ‘D ata’ tab and highlight columns A:F2. From the Ribbon select INSERT : PivotTable3. When you receive the Create PivotTable prompt, select the ‘Existing W orksheet’
radio button4. Place your cursor inside the ‘Location: ’ box
Create P ivotTable
Choose the data th a t you w a n t to analyze
® Select a tab le or range
lab le /R ange: Data!SA:SF
X
■ ■ Use an external data source
Choose Connection...
Connection name:
Use th is w o rkbook 's Data M odel
Choose w here you w a n t the PivotTable repo rt to be placed
■ New W orksheet
® Existing W orksheet
Location:
Choose w h e th e ry o u w a n t to analyze m ultip le tables
П Add th is data to the Data M odel
OK Cancel1
5. With your cursor still inside the ‘Location:’ box click the ‘Dashboard’ tab and then cell ‘A11’
1 ,4 1 -
A11i г! Э QUANTITY| a REGIONS! * central| & East| 7 w « t' а (blank)1 9 TOTAL! Юlit; и!«14
'IS116117!is|l9120[211221 Э.
REGIOU
CATEGORY -K J tl POWER STRUCTURAL WING (blank)
Create Р м лТ іЫ і
C lin01» MlF M l M ilt you МАГЛ (« l i u l | ; t
•' jflHt * tabK Of rrnet Т*Ыг Kinjr
О У » f Ипл»і d m ш ик*
£4ie&« vrfitr* >eu w*nt (гч Р*оіГіь і* upcrt ie be
О w oikihH t* £ ii : tm g W s r t ih f f t
otltion- 0*Illb№d! ASlT|£4i do i t w t i r t t i d you M n t to іп л іу зс пціПнрІе t ib lc t
О Add data to tin t О іг » M o dd
OK
Djsi’ tsord Data
TOlrti- M
ЦM
Сдпсей
6. Click the ‘OK’ button Your screen should look similar to the following:
•ivotlabfe Fields
q u a w t t tv
REGIONS ■
cwiraiEastwestI b l a n k ]
TOT At
CATEGOer 'F U Q P O W E i S T fW T T U W W IN G ( № L ) H H H
2.622 Ш 690 1 Д И 5 .0 Ч2,541 IW 696 MSI L«42 .Ж L B 7 336 LM 5 1.712
rr«l MW Ш Mil
To buiild я r* p o n th e e i# I le id i h o m s
Р тѵ р ІІіЬ І* FM kl Ui1
L*>*j l*-!ih i#
T F.tTcn
0«I I-
Dashboard
7. In the ‘PivotTable Fields’ pane select the following fields:1. PART (Rows section)2. CATEGORY (Rows section)3. QTY two times (Values section) Please note: when adding the QTY fields,
it will default to ‘Count o f Q TY’, change to ‘Sum ’
A e с СM1L Row L ib e ls T SumofCTTY Sum ofClTY 212 AC G e n e ra to r-A lte rn a to r « И 6 IE13 POWER «14 61В14 AjC In v e rte r P h a se A d ap te r **s] ь в іIS POWER « 3 6651* AC R egu la to r 714 ж17 POWER 714 7J4IS A lte rn a to r /G e n e ra to r D rive S y ite m 757 75719 POWER 757 7572» Auni 1 liary S tru c tu re ■71 *71
21 WING 371 67121 BltfmJWI W in jltf t 7412 742
23 WING "4? 74224 - R nosl P u m p i 7ЛЧ 7W
25 FUEl 7S9 7Е9» S B u lk h e jtf* _____ M 73427 WING 734 734
23 - C en te r W irif Bon Я / 71725 WING 717 7J7» D igital F u e i F low S ystem _____ и > 7Б111 FUEL и з 7EJD Engine lu b r ic a t io n S ystem 782 « * г т а11 FUEL ТАІ №2
qirt и :
14 t njjir’.e M o u n ts Ш 669
.IS. __ Ѵ Л № ............................... ........ 4ИЯ.....
PivotTable Fields
С hsase Fields, to acid "a report
SiJirch□ R E G I0 I4
□ NAMlи ГАТТ GORYE; pwtiП еом с а п
M a r e t a b l e s . . .
QTy*
Drug frddt brtwten йгёіі bele^
T Fitters Л Columns
E Viluts \Wd'ii dtfau It to \
o f o v r . \
d b t t h a r - g i t o S * w \flaws 3C Values ^
""""pART - Sum erf Q T Y
C A TEG O R Y » Sum of Q TY Z
Why are the ‘2 Values’ fields defaulting to Count instead of Sum?
When Pivot Table source data contains blank rows,
in this case because we’re selecting columns (Data!$A:$F) instead of a specific cell rage (Data!$A$1:$F$3889) our source data contains blank rows. For some reason when this occurs Microsoft® has decided to default fields going into the Values’ section to count. In order to prepare our Dashboard to receive new data, the best practice is to use columns instead of a specific cell range.
If you search the web, users have applied work arounds such as changing the blank rows to contain values of zero. For data quality and troubleshooting purposes, I do not modify source data unless required for ETL (Extract Transform Load) processes.
8. Click the drop-down arrow of ‘Row Labels’ (cell ‘A11’)9. From the menu select ‘Value Filters’ then ‘Top 10’
11 Row LabelsSelect field:
PART
z | JortAtoZ
ІІ SartZtoAMore Sort Options...
" >TJear fitte r From P.£
Label F ilte r
Value Filtejs
Search P
\± (Selert All) Лv AC Generator-Alternator|< AC !n r Pha s« idsp t« r* AC Regulator
Alternator/Generator Drive System/ AiorilBary StructureИ Blended W insleti< EcDit Pumps
. Й Bultheads
с >
ok Cancel
Sum o f QTY Sum of QTY263* 6 IB533 63S
6flS 6*56S5 635
7І4 734734 734757 757757 757
Equals...
Does Not tqual...
Greater Than,..
Greater Than Of Equal To..
Less Thin,..
Less T h in Or Eguel T n „.
B etw een...
Net Between...
J a p 10..
_-LJ__£ .732 782
10. The following prompt will appear, click the ‘OK’ button
Next, w e’ll change the display so the ‘Category’ field appears as a column11. With your cursor in cell ‘A11’ from the PivotTable Tools Ribbon select the tab
DESIGN12. Click the drop-down box ‘Report Layout’ then ‘Show in Tabular Form’
We also need to hide the 'PART’ subtotals13. With your cursor in cell ‘A11’ from the PivotTable Tools Ribbon select the tab
DESIGN14. Click the drop-down box ‘Subtotals’ then ‘Do Not Show Subtotals
15. Click the second ‘Sum of QTY’ drop-down box and select ‘Value Field Settings...’ The following dialogue box should appear:
16. In the field ‘CustomName:’ change to %17. From the 'Show values as’ drop-down list select ‘% of Grand Total’18. Click the ‘OK’ button
\ 1 part .t CATEGORY Sum of Qrv %
au к II1 iary structuce WING 871 10.60%13 BOObt PllltS fj". FUEL 7S9 9,61%
Digil.il FUfI flow SystHTii FUEL 783 ЪЫ%FrtglflP L Jbrit ril i f j r i Sy^ttm FUEL 782 952*FllgiriP SthLK WING 825 10.544
: 7 fire Pi election POWER ЭД7 11.77*i s Fof 1 Dump f lj e1 Нои FUEL 822 10. OIK
Keel Beam STRUCTURAL 812 9.89%20 - Spars, WTNG 772 9.40*21 - Wing Webs WING 791 9.63*.. Grand Total 8214 ЮОЛО%
19. Change the label names:1. Change cell ‘A11’ to TOP 10 PARTS SOLD2. Change cell ‘C11’ to QTY SOLD3. Change cell ‘A22’ to TOTAL
A В С D1011 TOP 10 PARTS SOLD Д CATEGORY ' QTY SOLO %12 Auxi 11 ia ry Structure ^ ^ /IN G ? 871 10.6%13 - Boost Pumps 9.6%14 - Digital Fuel Flow System FUEL. 783 9.5%15 Engine Lubrication System F U E L / 782 9,5%16 - Engine Struts WtrfG 825 10.0%17 Fire Protection s ' POWER 967 11.8%18 Fuel Dump Fuel Hose FUEL 822 10.0%19 Keel Beam STRUCTURAL 812 9.9%20 Spars / WING 77221 Wing Webs WING 791 9.6%
22 TOTAL 8,214 100-0%
20. Change the number format for the ‘QTY SOLD’ to include a comma (zero decimal places)
Pivot Table #3Quantity of parts sold by region and month
1. Return to the ‘D ata’ tab and highlight columns A:F2. From the Ribbon select INSERT : PivotTable3. When you receive the Create PivotTable prompt, select the ‘Existing W orksheet’
radio button4. Place your cursor inside the ‘Location: ’ box5. With your cursor still inside the ‘Location:’ box click the ‘Dashboard’ tab and then
cell ‘A26’The ‘Location:’ box should now have Dashboard!$A$26 entered
113л5
57а9
чоііщиз! иЩ1 - Г,
I■»і UI о]аі122|23124 іі |5
;'27і|23 1 .
QUANTITY
Ш CilONS
Central East W est
[b tin k j_________________тоіді
T O P 10 ПARTi « H D .1 A u il l l l i r y Structure
&ОЯѴІ rtJINfK D l j lh l h i d I lo w l y i t n n
1 Enflru* lu b i l r j l lo n S y M rm f
Engine Struts VFhe Protection P
Fu(‘l D um p Fuel H ose F
Keel SeamS p n *WinjjWehs
TOTAI
CATFGOfiY -
(Utl2.5222.541
CATEGORY ■
POW 1K K lk ItJRi W hNIj (Ы.лііс]
2.693 АЭС 3,065
2,700 6 % 3,051
1,617 036 2,915
t.OB 1,111 9,011Q T Y H H D Ч
TOTAL
3,070в,эва0,752
26,MO
С'ЫI t РъѵПіЫ * T X
M u №( dim tnjt )Фч »*nl I e '*1 j(4<* • 01 * иці
IlW rlU rt** pttl<U V TО in fdin4i diii
ChaoK л+m f jou m m Hit Prrotfiol* i tp g i t t t b t pla<td
О tt*« WaiistiHi• im ln g W w llh l l
:h-jii.it йтцтги* j , .лит и a r j- ,:* murtiplc tables
□ Add this дли to Uh DaLi MmM
I <* I
In the ‘PivotTable Fields’ pane select the following fields:1. REGION (Rows section)2. EOM_DATE (Columns section)3. QTYtwo times (Values section) Please note: when adding the QTY fields,
it will default to ‘Count o f Q TY’
6. Click the ‘Count of QTY* drop-down box and select ‘Value Field Settings...’I-------------------------------I Drag fields between anas Ь е к ж
1 T FILTERS I В COLUMNS
EOM.DATE *I Values 3
■ ROWS >- VAiUES
REGION v Ccunc of QTY r
1 Count Of QTY2 T
7. In the box ‘Summarize value field by’ select ‘Sum’8. In the field ‘Custom Name: ’ change to TTL9. Change the number format for ‘TTL’ columns to include a comma (zero decimal
places)
10. Click the ‘Count of QTY2’ drop-down box and select ‘Value Field Settings...’11. In the box ‘Summarize value field by’ select ‘Sum’12. In the field ‘Custom Name:’ change to +/-
Value Field SettingsCh<?лSource Name: QTY / tC ustom Nam e: р л |
f s u mni_arize_Valие5_Ёл_І Show Va Lues As
Summarize value field by
Ch oose th e type o f ca lcu la tion th a t you w a n t to use to summarize data f ro m tfte selected f ie ld
iSum “Т ЯCount -4AverageMaxMinProduct
C h a n g e to : $uyvi
V
Number Fotmat. OK Cancel
13. Select the tab ‘Show Values A s ’
14. From the 'Show values as’ drop-down list select ‘% Difference From’15. Select Base field: EOM_DATE & Base item: (previous)16. Optionally, change the number format percent to one decimal place17. Click the ‘OK’ button18. Change the label names:
1. Change cell ‘A28’ to REGIONS2. Change cell ‘B26’ to MONTH-YR3. Change cell ‘B28’ to TTL4. Change cell ‘A33’ to TOTAL
(Ы й п к ) Witt a p p e a r a tt h e ev \d o n t h e m o n th s c o fu m n
for Excel® 2 0 1 3 -> usersA e С D E f G
25 1 ■ I “ ТСКдпде label26 I MONTH ■ YR ’
Щ i (blank) > 31-Jan 28 Feb28 REGIONS ' TTl *h TTL +/- TTL +/-29 Central 1,015 695 -31.5%30 East 1,048 720 -31.3%31 West 1,037 715 -31.1%32 (blank) / #NULL! HNUU!33 TOTAL * ЗД00 2,UO -31.3%
Formatting The DashboardWe’ve added 3 of the 4 Pivot Tables for this Dashboard, before going further, let’s format the tables to improve readability.
Due to page size limitations, the image of the entire Dashboard is not displayed:
_ A A В С D E F G Hi
2
3 QUANTITY CATEGORY -
4 REGIONS t FUEL POWER TtUCTUR, WING | blank} TOTAL
5 C entra l 2 ,622 2 ,693 690 3 ,065 9 ,070
6 East 2 ,541 2 .700 696 3 .051 8,988
7 W est 2 ,394 2 ,637 836 2 ,915 8,782
8 (b lank)
9 TOTAL 7,557 8,030 2,222 9,031 26,840
10
11 >P 10 PARTS Л CATEGORY - QTY SOLO *
12 ■ A u x ilia ry S tri W ng £71 1 0 .6 *
13 ■ Bcwit Pump* FUEL 769 9 6 4
14 digita l Fuel FI FUEL 783 9 5%
15 Engine Lub rk FUEL 782 9 5 *
16 Engine S tru tt WING 82 5 10 0 *
17 Я ге P ro te ttk POWER 967 11 8%
13 - Fuel Dump Ft FUEL 822 1 0 .0 *
1? - Keel Beam STRUCTURAL 812 9 9%
20 - Spar* WING 772 9 4 *
21 W ing W eb* W NG 791 9 -6 *
22 TOTAL 8,214 100.0%23
24
25
26 MONTH - YR v
27 (blank) 31-Jan 28-Feb 31-Mar
23 REGIONS ~ ^] TTt m */- TTL * h TTL
29 C entra l 1,015 695 -31.5% 991 4
30 East 1 ,048 720 -31.3% 945 3
31 W est 1 ,037 715 -31 .1 % 945 3
32 (b lank) ■NULL! #NULL!
33 TOTAL 3,100 2 ,130 -31.3% 2,881 3
1. To change the display of formula error messages (such as #NULL!, #DIV/0!), select cell ‘E32’
2. From the PivotTable Tools Ribbon select the tab Analyze3. Select the PivotTable drop-down box, then the ‘Options’ drop-down box, then 'Options’
File H om e Insert Draw Page Layout
PivotTable
A c tive Field; ф T 3Drill - = U p - “
-*Ц -
DrillDown
GroupField Settings
Active Field
P ivotTable Name;
P ivotTable^fx #NULL!
С D
O ptions
1|[П Sh о w Rep o rt F i Iter £a g es
j. G enerateG etP ivotDataPOWER RUCTURj
2 .6 9 3 6 9 0
4. Under the ‘Layout & Format’ tab, check the box ‘For error values show:’5. Click the ‘OK’ button
6. To filter out the (blank) columns and rows, select cell ‘B3’ click the drop-down arrow and uncheck the (blank) field
7. Click the ‘OK’ button8. Repeat steps #6 & #7 for cell ‘B11’ (DO NOT REPEAT FOR CELL ‘B26’)9. Select cell ‘X27’ (Total TTL), right-click and select 'Remove Grand Total’
10. From the Ribbon select the ‘VIEW’ tab and uncheck the ‘Gridlines’ box
В Ъ i t It О я г
file К о т е Inset than# Page Layout F o im jta Data Review
Я Fwniuli &aiPage E ie ik Page Cuslom
Preview Layout VievnrtoiK&oot Viewi
и 0Щ10016 Zoom to
Selection
11. Click cell ‘A3’, and then from the PivotTable Tools Ribbon select the tab DESIGN : PivotTable Styles
12. From the PivotTable Styles drop-down, select a format style you like13. Repeat steps #11 & #12 for PivotTables in cells ‘A11’ & 'A26’14. In cell ‘A1’ enter the text ‘Monthly Dashboard’15. In cell ‘B1’ enter the text ‘Airplane Parts by Region’16. Increase the font size of ‘A1’ & ‘B1’ to 18 and bold, optionally you may change the font
type to ‘Consolas ’ and color o f your choice17. Right-click on cell 'A3’ and from the pop-up menu select ‘PivotTable Options’
2345
6 7
S
3 10
11121314
1516
17
13
15
20 21
PO\ STRUC Wlf Grand1 1 Format Cells...
Number Format...
[~0 i Refresh
$ort
^ Remove "Sum of QTY"
Summarize Values By
I Show Values As
I Co Value FWd Settings.,,
Pi votTable Options.,.
І tffl 69p № j+ № 7 0 .
!й# 6Э6І m 39SSij OS S36{ m 37S2
“7777 m 26 8 4 0
Sun%A. rh,
Hide Field List
P Fuel Dump F FUEL
н Keel Beam STRUCTURAL 6 Spare W INGa w in g W ebs W ING Grand Total
І Г wm*t№ .61%tm 1.53%ff# 1.52%m t ; ftttftti
m *m -m І.ВЭКm i .40%m 1.63%
°*u
! S S
18. Under the ‘Layout & Format’ tab, uncheck the box ‘Autofit column widths on update’19. Click the ‘OK’ button20. Repeat steps #17 - #19 for cells ‘A11’ & ‘A26’21. Then expand columns widths, so no # symbols display
To change the sort order for the ‘TO P 10 PARTS SO L D ’ to descending
22. Click the drop-down box for cell ‘A11’ and then ‘More Sort Options...’
23. Select the ‘Descending (Z to A) by:’ radio button24. Click the drop-down box and the ‘%’ option25. Click the ‘OK’ button
Sort (TOP 10 PARTS SOLD] ? X
Sort op tions
G m anual (you can drag items to rearrange them]
( ) Ascending (A to Z) by:
| TOP 10 PARTS SOLD h
® descend ing (Z to A] by:
SummarySort TOP 1C1 PARTS SOLD by% in descending order
More Options... OK Cancel
We’re almost done! However, one of the trickiest (and most frustrating) aspects about formatting Pivot Tables is keeping the desired format when new data is added, especially when working with date values, in this case when new months are included. You’ll learn more about adding data in chapter 9.
Meanwhile, in order to prepare our Dashboard to keep the formatting for all new data. Sometimes, we have to perform redundant and non-intuitive steps. Our preferred formatting for the monthly Pivot Table is as follows:
• Date displayed as M M M -YYYY (i.e. Jan-2017)
• The month and year centered over the columns ‘TTL’ and ‘+ /-’
• Hide the (blank) rows and columns
date Сок**»* {фгыліъндд а д * * 1 * * * * * *
MON IH-YK | 3 j
Jan-2017 Feb-2017REGION* TTL TTL
Central 1015 - 3 1 5 *
fa st 1048 -31.3%
w e t t t0 3 7 -31.154
Qrdrtd Total 3100 2130
I
rtrt-ths udde-d
L ____________________________________________________________________________________________________________________________________________________________
26. Right-click cell ‘B26’27. From the pop-up menu, select ‘PivotTable Options’
28. Under the ‘Layout & Format’ tab, check the box ‘Merge and center cells with labels’29. Click the ‘O K ’ button
PivotTable O p tions ?
Pi votTa bl e N a m e Pi votTa bl e3|
Layout Bi Format Totals & Fitters Display Punting Data Alt Text
Layout
0 Merge and center cells w ith labels
W h e n i n £0 m p a rt f о rm iл d e nt r ow la b e li: 1 ! character^)
X
fiisplay fields in report filter area- Down, Then Over
Report filter fields per column: 0 tFormat
0 For ir ro r values show:
0 For empty cells *how:
1 I A u to fit co lum n w id th s o n u p d a te
0 Preserve cell fo rm a ttin g on u p d a te
OK Cancel
To apply the date format we need to ungroup the field
30. Right-click cell ‘B27’, from the pop-up menu, select ‘Ungroup’
X89
10 11 1213
14
1516
17
18
19
го31
23 33
242526 27
W est
TOTAL
TOP 10 PARTS SOLd E CATEGORY Й 1
о Fire Protection POWERа Ли кгііи г у St ructu re WING ‘
о Engine S tru t* w in g ;
в Fuel Dump Fuel H<rw f u e i ;
■ Keel beam STRUCTURAL
■ W ine W eb* WING ^*& сю И Pump* FUEt ;
■ Digital Fu d Flew 4 *1 * m f UEi ,в Engine Lubrication Syite FUELeSpars WING
TOTAL
REGIONS
MONTH-YR E ?
________(blank)
m
0=1 £°РУ[Іг| Format Cells...
[31 Refresh
Sort Filter
v S u b to ta l "EOMLDATE"
£*pa n d /C ol I a p *e
a@] £roup»»
jjngroup...
M ove
x Remove "EOM_DATE"
L q Field Settings...
PivotTable Opti on s...
Hide Field List
You’ll notice when we did this our ‘+/- percent’ column reverted back to the sum of quantity (in
. I assume Excel® did this because we ungrouped the field. Yet, it is still perplexing as to why it did not keep our 'Show values as’ commands. Therefore, we must reapply steps #13 - #17 from above to apply the ‘+/- percent’ column.
I deliberated about structuring this lesson differently to avoid having to perform these redundant steps. However, I considered this to be a good example of some of the challenges you may experience when building Dashboards. Formatting glitches occur frequently. Don’t be surprised if you find yourself spending a sizable amount of time addressing them.
Excel® 2016 only)
MONTH-YR
REGIONS
(blank)
1/31/2017
After changing the ‘+/- percent’ column back to display the ‘% Difference From’ the previous month
31. Highlight cells ‘B27:W27’ and right-click cell ‘W27’, from the pop-up menu, select ‘Format Cells...’
H i g h l i g h t Ы І £ J8 2 7 . W 2 7 * , f i g h t -
t f r c J ? s & i e c t ' F o n w i t f t C z t t e . - . '
A , & С D £ t G w .
2 2 T O T A L й*2 И x
2 3 4 12 4
2 5 Vо т , и ѵ - т - л '
______ ^ I ж Ѵ і . д -2 6 M O N T H Y R H ■ 1 \
1 1 1 / І І / 2 0 1 ? 2 / Z S / l O l ? i p I f £ 0 1 / 1
2 8 R H jJ fW jS Щ m * / - H I * / - * /■ 1 *
2 9 C e n t r a l 1 ,0 1 5 1 Е9 5 І - 3 1 . 5 * i Г Г | f a r m r t C d k . .
3 0 1 .С-3 9 І ? 2 q | - s i . a % 9 4 5 ! 3 1 .3 %
32. Under the ‘Number’ tab select ‘Custom’33. In the 'Type:’ field enter ‘mmm-yyyy’34. Click the 'O K ’ button
Type th e num ber form at code, u sin g o n e o f th e e a s t in g c o d e j as a starting parnt.
OK Cancel
35. To filter out the (blank) columns and rows, select cell ‘A28’ click the drop-down arrow and uncheck the (blank) field
36. Click the 'O K ’ buttonI know these formatting steps may have seemed onerous at times, but they have prepared our Dashboard to receive to new data and keep our existing formatting.Due to page size limitations, some columns have been hidden:
Г Monthly Dashboard I Airplane Parts by Region
QUANTITY c f l H u v E |
RFGIONS D UNI POWFK flK U C T IW U W R K ТОТДІ
C m tra l w 3.06* Я!7TQ
E H t Ш Ш ЁВ Е Щ Z_70Q i m i * J W
W W t Щ Т Ш І Й 2.S15 І . 7 КTOTAL ? J 5 7 « д а о U J l t ^ n
U№ tU H A K lS M 3 !! 'B J с :л U l t t m b %в i 11 г I 'po l retinn- T 7 1 3 1 1 %*Л н .*А »гу I t r u r iu f B ѴНШі д д 30 G 4
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Adding Charts To The DashboardPie chart with the percent of total sales by regionTo add our first chart we’ll need to add another Pivot Table, however the customer has requested only the pie chart and not the table displaying the percent o f sales by region. Therefore, w e’ll
create the Pivot Table on a separate tab to save space and place only the pie chart on the Dashboard.
1. Return to the ‘D ata’ tab and highlight columns A:F2. From the Ribbon select INSERT : PivotTable3. Select the 'New W orksheet’ radio button4. Click the 'O K ’ button
A new tab will be created and the ‘PivotTable Fields’ pane should appear on the left side of your screen.
5. Rename the tab from ‘Sheet2’ (you may be a different sheet#) to ‘PieChart’6. In the ‘PivotTable Fields’ pane select the following fields:
1. REGION (Rows section)2. QTY (Values section) Please note: when adding the QTY fields, it will
default to ‘Count o f Q TY’, change to ‘Sum ’7. Rename PivotTable to ‘Pie Chart’
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8. From the PivotTable Tools Ribbon select the tab Analyze : PivotChart
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9. The following prompt should be displayed, select the ‘Pie’ option10. Click the ‘OK’ button
11. Click on the Pie chart and from the PivotChart Tools Ribbon select the tab Design12. Click the drop-down for ‘Quick Layout’ and then ‘Layout 1’
Optional steps: hide the Field buttons, right-click over any Field button and select the appropriate hide option. Remove the legend, by selecting the legend and pressing the delete key on your keyboard.
You may also change the color scheme, in this example I have chosen the first blue Monochromatic option
13. Change the chart title from ‘Total* to (% of Sales by R eg io n ’T ----- 7
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We’ll now move the Pie chart to the Dashboard, by simply cutting and pasting.14. Click on the Pie chart and press (CTRL+X) on your keyboard or:
о From the Ribbon select the ‘HOME* tab
о Click the ‘Scissors’ icon15. Click the ‘Dashboard’ tab16. Place your cursor in cell ‘G3’ and press (CTRL+V) on your keyboard or:
о From the Ribbon select the ‘HOM E’ tabо Click the ‘Paste’ button
A В С D E F
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Monthly Dashboard Airplane Parts by Region
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Lastly, w e’ll add the bar chart for 'quantity of parts sold by region and category’:
17. On the ‘Dashboard’ tab, click cell ‘A3’
18. From the PivotTable Tools Ribbon select the tab Analyze : PivotChart
19. The following prompt should be displayed, select the ‘Bar’ option20. Click the ‘OK’ button
21. Drag the chart near cell ‘L3’
22. Rename Chart Name to ‘BarChart’ (see step #7 above)
23. Click on the Bar chart and from the PivotChart Tools Ribbon select the tab Design24. Click the drop-down for ‘Quick Layout’ and then ‘Layout 3’ (see step #12 above)
Optional steps: hide the Field buttons, right-click over any Field button and select the appropriate hide option
You may also change the color scheme, in this example I have chosen the black Monochromatic option
25. Change the chart title from ‘Chart Title’ to ‘Category Sales by Region’
26. Save your Dashboard, you may keep the same filename or name to something different
We’ve now fulfilled the customer requirements for delivering the Dashboard. To add additional functionality with slicers & performance symbols, please continue to chapter 8.
To learn about refreshing Pivot Table data see chapter 9 and to protect your Dashboard, please see chapter 10.
CHAPTER 8Adding Slicers and Performance Symbols To Your Dashboard
In this chapter we explore two ways to enhance your Dashboard by using slicers and performance symbols. Building on the Dashboard we created in chapter 7 we will add:
1. A Timeline slicer2. A Region slicer
3. Performance symbols (up / down arrows) to the sales by month Pivot Table ^
These enhancements will provide users with electronic or online access to the Dashboard the ability to examine the data by different time segments and regions. In addition to this, by adding symbols to indicate if sales were above or below the previous month, customers can quickly glance at the data and know how performance is trending, without the need to study the detail of the Pivot Table report.
Slicers1. Open the Dashboard spreadsheet you created in chapter 7 and select rows 3:62. Right-click and from the pop-up menu select ‘Insert’ (4 blank rows, should now be
added between the title and first Pivot Table)3. Click on cell ‘A7’ and from the PivotTable Tools Ribbon select the tab Analyze :
Insert Timeline (for detailed instructions on how to insert a Timeline slicer please see chapter 6)
4. When prompted click the ‘EOM_DATE’ checkbox5. Click the ‘OK’ button6. A Timeline slicer should now appear, drag to the area near cell ‘D1’7. Right-click on the newly added Timeline slicer and from the pop-up menu select
‘Report Connections...’
8. When prompted, select all checkboxes
Report Connections (EOM_DATE) ? X
Select PivotTable and PivotChart reports to connect to th is f ilte r
Name Sheet
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9. Click the ‘OK’ button10. From the Timeline Tools Ribbon under ‘Options’ go to ‘Caption’ and enter the new
name of ‘Time Frame’ (for detailed instructions on how to change captions please see chapter 6)
11. Click on cell ‘A7’ and from the PivotTable Tools Ribbon select the tab Analyze : Insert Slicer
12. At the prompt click the ‘REGION’ checkbox13. Click the ‘OK’ button14. A new slicer should now appear, drag next to the Timeline slicer15. Right-click on the newly added REGION slicer and from the pop-up menu select
‘Slicer Settings...’
16. When prompted, check the box ‘Hide items with no data’17. Click the ‘OK’ button
Slicer Settings
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18. Right-click on the newly added region slicer and from the pop-up menu select ‘Report C o n n ec tio n s.’
19. When prompted, select all checkboxes
20. Click the ‘OK’ button
Test the slicers by clicking on different combinations, you should see the Pivot Tables and charts expand and contract as you click.
PLEASE NOTE!Slicers are filters, when the 'Clear filter’ button is
T lselected * any previous filters used, including those we applied to hide (blank) columns & rows will be displayed.
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Performance Symbols (up/down arrows and other indicators)1. Open the Dashboard spreadsheet you created in chapter 7 and select all +/- columns
in the ‘Quantity o f parts sold by region and month’ Pivot Table.An easy way to accomplish this is by hovering your cursor near the line 'C32’, wait for the black down arrow to appear and click so all +/- columns are now selected. (See image below)
2. With all +/- columns selected, from the Ribbon select HOME : ConditionalFormatting drop-down box
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4. The following prompt will appear, select the radio button ‘All cells showing "+/-” values’
5. Click the drop-down box for Format Style: and select ‘Icon Sets’6. Click the drop-down box for Icon Style: and scroll-up to select the up/down arrows
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7. Click the drop-down box for Type and select ‘Number’
8. For the 'Values’ section enter:1. 0.000001 for 'when value is’2. 0 for 'when < 0.000001 and’
9. Click the 'OK’ buttonEdit fie Rule Description:
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10. Save your Dashboard file We now have performance symbols added to our Dashboard
Due to page size limitations, the image of the entire Dashboard is not displayed:
We’ve now enhanced our Dashboard by using slicers and performance symbols.
To learn about refreshing Pivot Table data see chapter 9 and to protect your Dashboard, please see chapter 10.
CHAPTER 9Refreshing Pivot Table and Dashboard Data
Once you have created a Pivot Table or Dashboard where the layout and format is to your liking and you receive new data, this new information may be added to your existing Pivot Table(s) by using the Refresh feature. By refreshing your data, you may keep your current formatting and calculations. Just remember in your initial design to allow for additional rows and columns that may be created when you’re incorporating new data. Let’s walk through an example.
1. Open the Dashboard spreadsheet you created in chapter 72. Click on any cell inside your first Pivot Table3. From the PivotTable Tools Ribbon select the tab Analyze4. Under ‘PivotTable Name’ click the ‘Options’ drop-down box and select ‘Options’
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5. The following dialogue box will appear, select the ‘Layout & Format’ tab6. Verify the check box 'Preserve cell formatting on update’ is selected7. Click the 'OK’ button
Optionally, yo u may also click the check box ‘Autofit column widths on update’. I chose not to, I manually adjusted the columns to be the same width for each month. This is simply a design preference to g ive the D ashboard a more uniform look.
8. Repeat steps #4 - #7 for each Pivot Table you’ve created Verify your data source is correct
9. Select a cell in each PivotTable, from the PivotTable Tools Ribbon select the tab Analyze
10. Click the drop-down box ‘Change Data Source’ and select ‘Change Data S o u r c e .’
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11. The following dialogue box will appear, verify the Table/Range is correct. In this case, since we’ll be appending the data, selecting entire column is appropriate.
Note: you will not receive an error message if the Range is incorrect, however, the new data WILL NOT APPEAR in your Pivot Table / Dashboard.
12. Click the ‘OK’ button
Next, we will add new data to the Dashboard13. Click the ‘D ata’ tab14. Select and copy cells ‘H2:M649’ by pressing (CTRL+C) on your keyboard or:
о From the Ribbon select the ‘HOM E’ tabClick the ‘Copy’ icon_______________________________________
15. Place your cursor in cell ‘A3242’ and press (CTRL+V) on your keyboard or: о From the Ribbon select the ‘HOM E’ tab о Click the ‘Paste’ button
16. Return to the ‘Dashboard’ tab and click on any cell inside your first Pivot Table17. From the PivotTable Tools Ribbon select the tab Analyze
18. Click the drop-down box ‘Refresh’ and select ‘Refresh All’
Refresh vs. Refresh AllSelecting the ‘Refresh’ option would only update the active Pivot Table, by selecting ‘Refresh All’ w e’re updating all of the Pivot Tables in the Dashboard.We now have new data added to the Dashboard
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19. To address the (blank) column in our display, click on the drop-down box for ‘MONTH- YR’ and select ‘More Sort Options...
20. The following prompt will be displayed, select the ‘Ascending (A to Z) by:’ radio button. From the drop-down box select ‘EOM_DATE’
21. Click the 'OK’ button
O u r c o m p l e t e d D a s h b o a r d :
Due to page size limitations, the image of the entire Dashboard is not displayed:
CHAPTER 10Protecting Your Dashboard
Depending on your audience, you may want to consider protecting your Dashboard to prevent unauthorized users from modifying it. As well as, hide any data source tabs, allowing your customers to see only the Dashboard itself.
PLEASE NOTE!Protecting disables the use of slicers and prevents users from manually refreshing the data.
Hiding Your Pivot Table Source Data1. Open the Dashboard spreadsheet you created in chapter 72. To hide the ‘PieChart’ & ‘D ata’ tabs, right click over the tabs and select ‘Hide’ from
the pop-up menu3. To unhide right click over any tab and select ‘Unhide’ (the unhide option will become
active once a tab is hidden)A 6 D £ F
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4. From the Ribbon select Review : Protect WorkbookClick, to p ro tec t o r ш
5 . O p t io n a l ly , e n te r a Password o r l e a v e b la n k
6 . C l i c k th e ‘OK ’ b u t to n
Protecting The Dashboard Or Any Other Worksheet1 . F r o m th e R i b b o n s e l e c t Review : Protect Sheet
T h e f o l l o w i n g d i a l o g u e b o x w i l l a p p e a r :
2 . Y o u m a y e n te r a p a s s w o r d o r l e a v e b la n k
3 . A g o o d b e s t p r a c t i c e i s t o l e a v e th e f i r s t t w o c h e c k b o x e s s e l e c t e d (these will allow your customers to click on cells and scroll, but not change any content):
1 . S e l e c t l o c k e d c e l l s
2 . S e l e c t u n l o c k e d c e l l s
4 . C l i c k th e ‘OK’ b u t to n
If a user tries to modify the sheet, they will receive the following message:
5 . T o unprotect, th e s h e e t f r o m th e R i b b o n s e l e c t Review : Unprotect Sheet
CHAPTER 11Grouping Pivot Table Data
In chapters 3 & 4 we reviewed different summary level types of analysis you can complete with Pivot Tables, however when you have a lot of detailed individual records such as customer demographics, sales, or location data. Sometimes more insight can be gained when you can cluster this data into categories or ranges. The ‘Grouping’ feature allows you to complete this type of segmented analysis.
For example, let’s say you received a large amount of detailed customer records and needto:
1. Group the number of customers by how much they spent2. Include their groups percentage to the overall sales total for each segment
WEB ADDRESS & FILE NAME FOR EXERCISE:http: //bentonexcelbooks.my-free.website/excel-2016 CustomerSales.xlsx
Sample data for this chapter, due to space limitations the entire data set is not displayed.ft
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Grouping RecordsCreate a basic Pivot Table report, to see screenshot illustrations of steps #1 - #4, please see chapter 3 'Summarizing Numbers’:
1. Open the CustomerSales.xlsx spreadsheet and highlight cells A1:B3l|(select cells
2. From the Ribbon select INSERT : PivotTable3. Verify the 'New W orksheet’ radio button is selected4. Click the 'O K ’ button
A new tab will be created and the ‘PivotTable Fields’ pane should appear on the left side of your screen.
5. Click the following fields:1. AMOUNT PURCHASE (Rows section)2. CUSTOMER ID twice (Values section)
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6. Click cell ‘A4’7. From the PivotTable Tools Ribbon select the tab Analyze : Group Field
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The following dialogue box will appear:
8. Verify both the ‘Starting a t:’ and ‘Ending a t:’ check boxes are selectedо ‘Starting a t:’ will default to 100 (this is the lowest value in the dataset)о ‘Ending a t:’ will default to 1500 (this is the highest value in the dataset)
9. Enter 100 in the By:’ field (this is the amount between group segments)10. Click the ‘OK’ button
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1 1 . In th e P i v o t T a b l e F i e l d s l i s t , i n th e ‘VALUES’ s e c t i o n , c l i c k th e d r o p - d o w n b o x fo r
‘Sum of CUSTOMER ID’1 2 . S e l e c t th e ‘Value Field Settings...’o p t i o n
Count FunctionT h e f o l l o w i n g d i a l o g u e b o x w i l l a p p e a r :
13. In the ‘Summarize value field by’ list box select ‘C ount’
14. In the ‘C ustom N am e:’ field change to ‘N U M B E R OF C U ST O M E R S’
1 5 . Click the ‘O K ’ button
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16. In the PivotTable F ields list, in the ‘VALUES’ section, click the drop-down box ‘Sum of C U ST O M E R ID 2 ’
17. Select the ‘Value F ield Settings . . . ’option
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18. In the ‘Summarize value field by’ list select ‘C ount’
19. In the ‘C u stom N am e:’ field change to ‘% OF C U ST O M E R S’
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20. Click the ‘Show Values A s ’ tab
21. Click the ‘Show values a s ’ drop-down box and select ‘% of Grand T otal’
2 2 . C l i c k th e ‘OK’ b u t to n
2 3 . C h a n g e th e t e x t i n c e l l 'A3’ f o r m “ R o w L a b e l s ” t o 'AMOUNT PURCHASED ’
W e n o w h a v e a r e p o r t th a t g r o u p s th e n u m b e r o f c u s t o m e r s b y h o w m u c h t h e y s p e n t a n d th e
s e g m e n t ’s p e r c e n t a g e t o th e o v e r a l l s a l e s t o t a l .
As demonstrated in previous chapters, Pivot Tables have many powerful analysis features already built-in, however the type of work you perform may require more complex or technical types of calculations than those included in the standard set of Pivot Table 'Value Field Settings.’ This is when the ability to insert your own ‘Calculated Fields’ is particularly helpful.
For example, let’s say you’re responsible for analyzing your company’s sales location plan vs. actual. In addition to this you also determine if a store is eligible for a bonus and if_they earned a bonus what the bonus amount is to be paid.
You perform this type of analysis on a regular basis and it is the type of business, where some stores may close and others open from month-to-month. You need to report:
1. The monthly sales dollar variance -/+ plan vs. actual by location2. The monthly percent variance -/+ plan vs. actual by location3. If the store is eligible for a bonus, based on actual sales greater than 1.5% over planned
sales4. If the store earned a bonus, the dollar amount owed to each location, which is 2% of that
store’s actual sales
WEB ADDRESS & FILE NAME FOR EXERCISE:http: //bentonexcelbooks.my-free.website/excel-2016 StoresSales.xlsx
Sample data for this chapter:Jl2г4
56 7 В 9
110111
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44 115
lie
e оLocation M o n th P a n n e d sjIos Actual SalesДДЛ Jan 406 414RHB Jan 332 32$
c c c Jan 496 526ODD Jan 152 136EEE Jan 178 171AAA Feb 415 « 7
Feb M6 143I c c c Feb Ы?1 W 5DDD Feb 175 184
IEEE Feb 173 ШЗДЛЛ Mar 424 4X6BHB Mar 360 363
| c c c Mar 612 648DDD Mar 202 207EEE Mar 163 Ш
ДЛЛ A p r 432 4501
s e a A p r 33S 329
c c c A p r 509 52fiDOD A p r 155 150t f f A p r 191 170GGG A p r І31 I 701
Adding A Basic Calculated FieldCreate a basic Pivot Table report, to see screenshot illustrations of steps #1 - #4, please see
11J PLN SLS , ( W * * * ) ! j f is ia s in a lat& r s t e p ! { ACTSLS )
Total PIN SLS $1,24S $1,038 $t,6S9 $S29 $519 $4,940 Total ACTSLS $1,257 $1,034 $1,769 $S47 $S19 $S,126
T o a d d o u r f i r s t c a l c u l a t e d f i e l d s h o w i n g th e s a l e s d o l l a r v a r i a n c e - / + p l a n v s . a c t u a l .
1 0 . F r o m th e PivotTable Tools R i b b o n s e l e c t th e ta b Analyze1 1 . C l i c k th e ‘Fields, Items & Sets’ d r o p - d o w n b o x
1 2 . S e l e c t ‘Calculated Field...’
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The following dialogue box will appear:___________________________Insert Calculated field ? X
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Eleldi;flo tation H
MonthPlanned S iltia dual Sifei
in e r t Field
O n G o le
13. In the N am e: field enter ‘Dollars -/+ plan vs actual’
14. In the Formula: field delete the zero ‘0 ’, but leave the equal ‘= ’ sign
15. Select 'Actual Sales' from the ‘F ie ld s’ list and click the ‘In sert F ie ld ’ button
16. Add the minus ‘- ’ symbol in the Formula: field after 'Actual S a les’
17. Select 'Planned Sales' from the ‘F ie ld s’ list and click the ‘In sert F ie ld ’ button
The following formula should now be in the ‘Form ula:’ field= 'A C TU A L SALES' - PL A N SALES'
1 8 . C l i c k th e ‘ O K ’ b u t to n
T h e f o l l o w i n g f i e l d w a s a d d e d to o u r P i v o t T a b l e r e s u l t s :
N e x t , w e ’ l l a d d th e c a l c u l a t e d f i e l d f o r th e p e r c e n t v a r i a n c e - / + p l a n v s . a c t u a l
1 9 . R e p e a t s t e p s # 1 0 - 1 2 f r o m a b o v e
T h e f o l l o w i n g d i a l o g u e b o x w i l l a p p e a r :1
Insert Calculated Fitld ? X
Name; F*ddi[ 1 ^ 1 i* ic i
Formula: * 0
Fields; *
fie ld
■ ' * « * *
OK Close
Ell Location
M o n th
Planned S iK s i
f iC s t I 1 _ -[D o lla rs - - p lan « actual J
Im e r i Field
2 0 . In th e Name: f i e l d e n te r ‘Percent -/+ plan vs actual’
2 1 . In th e Formula: f i e l d d e l e t e th e z e r o 'O ’ , b u t l e a v e th e e q u a l ' = ’ s i g n
2 2 . A d d th e b e l o w f o r m u la to th e Formula: f i e l d
=('Actual Sales'-'Planned Sales')/ 'Planned Sales'2 3 . C l i c k th e ‘OK’ b u t to n
T h e f o l l o w i n g f i e l d w a s a d d e d to o u r P i v o t T a b l e r e s u l t s :
L e t ’s n o w f o r m a t o u r r e p o r t to i m p r o v e r e a d a b i l i t y
1 . In th e P i v o t T a b l e F i e l d s l i s t , i n th e ‘VALUES’ s e c t i o n , c l i c k th e d r o p - d o w n b o x fo r
‘Sum of Dollars -/+ plan vs actual’2 . S e l e c t th e ‘Value Field S e ttin g s . ’
3 . C h a n g e th e ‘Custom Name:’ t o ‘$ -/+ PLN vs. ACT’4 . C l i c k th e ‘OK’ b u t to n
5 . In th e P i v o t T a b l e F i e l d s l i s t , i n th e ‘VALUES’ s e c t i o n , c l i c k th e d r o p - d o w n b o x fo r
‘Sum of Percent -/+ plan vs actual’6 . S e l e c t th e ‘Value Field S e ttin g s . ’7 . C h a n g e th e ‘Custom Name:’ to ‘% -/+ PLN vs. ACT’8 . C l i c k th e ‘Number Format’ to c h a n g e th e fo r m a t to a p e r c e n t a g e w i t h 1 d e c i m a l
p l a c e
9 . C l i c k th e ‘OK’ b u t t o n f o r e a c h d i a l o g u e b o x
1 0 . C l i c k th e d r o p - d o w n b o x f o r ‘MONTH’ a n d s e l e c t ‘Label Filters’ t h e n ‘Does Not E q u a l . ’
1 1 . W h e n p r o m p t e d e n te r (blank), this method will ensure when we refresh the data, the blank rows & columns will not appear, but our new locations will.
12. From the PivotTable Tools Ribbon select the tab Design13. Select ‘PivotTable Style’ of your choice14. Click the checkbox ‘Banded Columns’
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5 KtltfJ г Я і% /+ pijan и aciuil 1_9Ч 0L*V 1 A 2Jfc 1 Л Е_ГЧ
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Now let’s examine how our results change when we add or remove locations.1. Return to the ‘StoreSales’ tab2. Copy cells ‘F2:I7’ and paste into in cell ‘A17’
1A B С D E F G H I
1 Location Month Ptanoed Sales Actual Sales !2 АЛА Jan 406 414 [AAA Apr 432 450'34
8 вВ Jan 332 329 ■BBS Apr 338 3291ccc Jan 496 526 Jccc Apr 509 52ЙІ
5 DDD Jan 152 156 Iddd Apr 155 150!
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EEC Jan 178 173 Ifff Apr 191 170!AAA Feb 415 427 [GGG Apr 131 170[
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BBB Feb 346 342 1
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EEE Feb 173 1ЁЗAAA маг 424 416BBB Mar 360 363
14
15 16 17IS
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CCC Mar 612 643DDD Mar 202 207ЕЁЕ Mar 168 .............- is 3AAA*— - л р г-— r------ 432 450В BE A p r 338 329CCC Apr 509 526DDD Apr 155 150
! 21 i 22
FFF Apr 191 170GGG Apr 131 170
3 . R e tu r n t o th e Pivot Tables ta b , f r o m th e PivotTable Tools R i b b o n s e l e c t th e ta b Analyze4 . C l i c k ‘Refresh : Refresh All’
Changing The Display Of Formula Error Messages A r e p o r t s i m i l a r t o th e f o l l o w i n g s h o u ld n o w a p p e a r :
5 . T o r e m o v e th e # D I V / 0 ! d i s p l a y , s e l e c t th e ‘Options’ d r o p - d o w n b o x , t h e n ‘Options’H o m e Insert
PivotTable N am e Active Field:
PivotTablel
О Field Settings
6 . U n d e r th e ‘Layout & Format’ ta b , c h e c k th e b o x ‘For error values show:’7 . C l i c k th e ‘OK’ b u t to n
P rvotTa Ые Optio ns ?
PivotTab le йэгп-е: PtvotTab lei
Layout & Forn-.at Totals & Filters Display Printing Data AttTejd
Itroult e n i t i tens w ith и ь е іг
When In tom pact fOmHndent ro w ta tx l} 1 Z (tiaracter(s)
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Removing Or Changing Calculated Fields T o r e m o v e o r c h a n g e a c a l c u l a t e d f i e l d :
1 . F r o m th e PivotTable Tools R i b b o n s e l e c t th e ta b Analyze2 . C l i c k th e ‘Fields, Items & Sets’ d r o p - d o w n b o x
3 . S e l e c t ‘Calculated F i e ld . ’T h e f o l l o w i n g d i a l o g u e b o x w i l l a p p e a r :
4 . In th e ‘Name:’ d r o p - d o w n b o x s e l e c t th e c a l c u l a t e d f i e l d y o u w o u l d l i k e t o c h a n g e o r
r e m o v e
5 . C l i c k a p p r o p r ia t e b u t to n , e i t h e r ‘Modify’ o r ‘Delete’
Inserting Logic Fields (if...then)We’ll need to add two additional calculated fields, in order to answer the following questions:
• Is the store eligible for a bonus based on actual sales greater than 1.5% over planned sales?
• If the store earned a bonus, what is the dollar amount owed to that location? This is calculated as 2% of that store’s actual sales.
The two calculated fields needed:
1. Location Eligibility Amount to calculate what is 1.5% over the planned sales for each location?
2. Bonus Award the dollar amount owed, if they earned the bonus, what is 2% of actual sales for that location?
Location_EHgibility_Amt formula:
='Planned Saies'+('PIanned Sales'*0.015)_____
Bonus_Award formula:
=IF('ActuaI Sales '>Location_Eligibility_A m t,('A ctuaI Sales '*0 .02),0)
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CHAPTER 13Creating Pivot Tables From Imported Files - using the Data Model
Like with many tasks in Excel®, file importing and parsing can be accomplished in multiple ways. The following example describes how to read and parse a.CSV (comma separated value) file using Excel’s® Data Model technique. Then applying the parsed data to create a Pivot Table report.
The Excel® Data Model is a feature in which different data sources can be brought together into a single workbook. Once this information is in the workbook, you’re able to create more robust Pivot Tables, Pivot Charts, or Power View reports.
This type of reporting can also be achieved by using macros (Visual Basic for Applications) or Power Pivot. Deciding which method to use depends a on variety of factors, such as:
• The amount of data your analyzing• The complexity and time it takes to complete your analysis• Your audience’s requirements• Your experience with Excel®
In the following example, the reporting is straightforward, w e’ll be reporting on less than 100 records. Our Excel® Data Model will contain only one data source.
In this example, you’re a Business Analyst and a request has been made to change a monthly employee sales report. Management would now like to see:
1. A regional summary2. Employee sales grouped and subtotaled by region
Employee sales are captured in a legacy system. This older system produces a monthly .CSV file and saves it to a company server location. To save time formatting the same report each month you create Pivot Tables to parse the .CSV file and format the data into a Excel® report.
WEB ADDRESS & FILE NAMES FOR EXERCISE:http: //bentonexcelbooks.my-free.website/excel-2016 EmployeeSales.csv
ADDITIONAL STEP FOR THIS CHAPTER
Save the EmployeeSales.csv file to a location on your computer you can easily access such as a temporary folder or your desktop.
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, -it , . . [§fCeli Slytes * . ]
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A В С 0 E : ■;1 REGION SALES.PEE SALES PER SALES.PEf MONTH SALES |
2 West Jack Smith 105 March 4 Ш 13 West Jo* Tanner 119 March 45204 West Peter Graham 130 March 4456 !
В West Abbey W illiams 179 March 3174 !
6 Last Sarah Taytar 183 March 3757 !7 Edit John W ilson 136 March 3079 !e East M ary Nelson 106 March 3117 |
9 East John Dower 135 March 3871 |10 South Jeanne Campbell 114 March 47B5 ;
11 South Sheldon Bates 137 March 3834 ;12 South Carson Lewis 109 March 4805 !_ •
E m ploy r tS i le s 4 | |
To:
А & С О Е F
Employee & Region Sales Report
EMPLOYEE & REGION MONTH REGION MONTHSALES M in t) SALES ' March
Ctntral 19,054 Central 19,054Becker 4,647 EasT 13,769John»n 4,3W South ?P,979M orton 3.425 West 16,ЭЙ/Smith 1.3710 TOTAL 70,699Taylor W b
C u t 11,769Dower 3fi71
N dton 3,117Taylor 3.752W ilw n 3,039
South 20,979Bate» 3,834Slatehford 4,350Camptx-ll 4,2B5Lewb 4,aosTansae 3,705
West i6 ,as?Graham 4,456Smith 4,7&7Tanner 4.520Williams 3,124
TOTAL 70,W 9
1 . C r e a t e a n e w b l a n k E x c e l ® s p r e a d s h e e t (CTRL + N)
2 . R e n a m e ‘S heetl’ to ‘Monthly Sales Report’3 . S e l e c t c e l l ‘A l’ a n d e n te r th e t e x t ‘Employee & Region Sales Report’4 . S e l e c t c e l l ‘A3’5 . F r o m th e R i b b o n s e l e c t INSERT : PivotTable
T h e f o l l o w i n g d i a l o g u e b o x w i l l a p p e a r :
6 . S e l e c t th e ‘Use an external data source’ r a d i o b u t to n
7 . C l i c k th e ‘Add this data to the Data Model’ c h e c k b o x
Create PivotTable
Chooie the d*t j that you warn to analyze
О Select a table Df range
Table/Range:
Uft wi erttmai дміннян Chgcse Connection...
Connection nameutt thn worKtiook'i oatj Model
Choose where you want the PrvotTable report to be placed
О W ortiih te t
® putting Worksheet^o c iti о it Month ry Salei Rep ort S^S 3
X
Choose whether you want to analyze multiple tables
0 Add th l i data to the Date Model
OK Cancel_A
8 . C l i c k th e ‘Choose C o n n ec tio n .’ b u t to n
Choose the data that you want to analyze
С ) Select a table or range
TaOle.Harge
Use an external daia source
Choose Connection..
Connection nameUse this w orkbook % D i i j Model
Choose where you w in * the PurotTible report to be placed
O JJew Wo rtshe el(•) £*itim& worksheet
Location: Monthly Sales Report \AS;
Choose whether you want to analyze multipie tables
И Add this data to toe Data Model
ok
I
Cancel
A prompt similar to the following should appear:
Existing Connections 7 X
Select • Connection or Table omnecSions rabies
S h o w : f f t j j C g n n e r t i o m ______________ _ J v
Connections in this Workbook< N o с о л п к і к т found ►
Connection files on the Network-No сеппесіімн round*
Connection fifes on this computer- N o c o n n - rc t ic m * f o u n d 31
Bifrw se Tat Mfir*... Q p " C a n c e l
9 . C l i c k th e ‘Browse for M ore. . b u t to n
1 0 . W h e n p r o m p t e d s e l e c t th e f i l e p a t h w h e r e th e f i l e 'EmployeeSales.csv’ i s l o c a t e d
1 1 . C l i c k th e ‘Open’ b u t to n
T h e f o l l o w i n g Text Import W izard w i l l b e d i s p l a y e d :
I ?B(t 'n 'p o r t Wizard - b ttp 1 o l iI' T * f Т>яІ A l u f d h ± i d f l r - n -1 - . t : ■ ■ ■ ■ . i± r ± i. C - ' - : * ■
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1 2 . S e l e c t th e ‘Delimited’ r a d i o b u t t o n a n d ‘My data has headers’ c h e c k b o x
1 3 . C l i c k th e ‘Next>’ b u t to n
S t e p 2 o f th e Text Import W izard w i l l b e d i s p l a y e d :
1 4 . F o r th e D e l i m i t e r s , s e l e c t th e ‘Comma’ c h e c k b o x
1 5 . C l i c k th e ‘Finish’ b u t to n
T h e f o l l o w i n g p r o m p t w i l l a p p e a r :
Create PivotTable ? X
Choose the data that you wart to analyze
С Select a table or range
Table/Range: ' ±
(•; Use an external data source
Choose Connection,.,
Connection name; EmployeeSalesUse this wOfkbOOk'5 Data Model
Choose where you want the PkotTabie report to be placid
С New WorksheetExisting Worksheet
Location; 'Monthly Sales Report'lSA£3 ±
Choose whether you want to anafyze multiple tables
0 Add this data to the Data Model
OK Cancel
16. Click the ‘OK’ button A prompt similar to the following should appear (it may take moment to load) :
17. In the ‘PivotTable Fields’ pane select the following fields:о REGION & SALES PERSON LAST NAM E (Rows section)
° MONTH (Columns section) о SALES (Values section)
T2
Employee & R egion Sales R epoi
3 Sun I uf SALES Lulurnn Lj(M:h -* Raw E abiL - МлісЬ jGrai>J T Dfel 1s - Centiel ISW ISft*с Bec*»r itJ7 Щ77 ІЖ i;«I Merten 14» 14»5 $mdh jjid 3JTuto “tuylot згл JZ№t1 [«t ія н 11ГЙ■■■ Down №1 №1■ N*lum JUT HITN ТцНоі- jtu JTW1i w iw 3d» 30»If! Sftflh m »If Bm i ЭД4 )SM'i, QiiliMon) i.ISO Ш1 <3 Cimpbell m i20 LtM t№ 4№Л Tutu 1W4? Wm 1WF і и ;: Onhvn «56 « »2.1 Smith *7fl7 Ш72І Таяпи *S20 *52024 Willixnt 3124 312*?J (*inn<L 1 ptnl JOHB ГОЙ»а24L™
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18. Place your cursor in cell ‘E3’
19. Repeat steps 5 - 8 from aboveA prompt similar to the following should appear:
20. Select ‘EmployeeSales’ and click the ‘Open’ button
21. Click the ‘OK’ button
Creat* PivotTable ? X
Choose th e data th a t you w ant to analyze
О Select a table- o r range
labfe/Range; ±
(•) yse an external data іоике
Choose £onn«1ion.,C o n n e c t io n nam e E m ployees* le t
О Use this w o r k b o o k i £ a t a M odel
Chooie where you wan! the PivotTable report to be placed
О Worksheet
@ |* i sting Worksheet
Location; M onth ly Sale? Report 5ES3 £
C hoose w hether you v. an t to analyze muttip^e tab les
Add this data to th e Data M sdel
OK Cancel
22. In the ‘PivotTable Fields’ pane select the following fields:о REGION (Rows section)
о MONTH (Columns section) о SALES (Values section)
23. Right-click over both ‘Grand Total’ fields and select ‘Remove Grand Total’
i Employee S Region Sales Report c*n,.i . :i ■ & ' * . %
45ut* о* SALES
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M ЬчЙІІ 11*0 № w 4 І я г і Ш Н10 1 аИі-н 1M * Ш *11 t i l l n m n mW Dtm iii M in **7 |11 Nd ioa 1117 n i f]4 Тв|1си >H J }JWlb Wiban 30M 3 0 »j+:. South 7097* ■WWl17 Bj Cl'Si 5fiSi 5S34
24. Re-label and format column headings, change currency to your preference, E m p lo y e e & R e g io n S a l e s R e p o r t :
I EMPLOYEE & REGION MONTtt REGION MONTI 'I SALES I h r i i S U E S M ir t h j
[ c * n n ,l S 1»,M J Crnlral $ 19,054 'I В *ч*гг $ i f i n Г..-.Г $ 11,769 I; Johnson i « ,!№ beufh 5 » ,9 ? 9 iI M orton ^ J .^ 5 І 16,037 j' 5n«h 5 1 J70 TOTAL $ 70,689 II Taybi J U J h I1 кай i 13 .7ft !
Dewct S ЗЯ 71№ lien $ 1.1 IfГцуіш i.njWlho* s 1Л7Ч
Sourh I H .»7SB ntrt i и лIJIart hiurd 1 4 ,3 »Campbell s o k
IfWil I ■a, 405Тапы^ $ 3,345
W ill s I f S3 7Graham 5 M S 65n*th $ *,787Tanner $ i . i nWilliams S 3rU4
Sometimes the data w e’re analyzing is not in a format conducive for Pivot Tables. Cell values may contain extra spaces between and after words. This can cause Pivot Table reports to display incorrect results, below are two examples of this issue and how to resolve them.
WEB ADDRESS & FILE NAME FOR EXERCISE:http: //bentonexcelbooks.my-free.website/excel-2016 FormulasLenAndTrim.xlsx
Example:You’ve been given an report that was created by a Data Base Administrator (DBA). The DBA created the file by running a query in a database, exporting the results into a .CSV file, and then opened and re-saved the report as an Excel® file.
As the Business Analyst, you’re attempting to reconcile the data using a Pivot Table. In your analysis, you’ve discovered cell values that “look” to be the same, but are being returned as two separate records in your results.
You decide to use the LEN function to troubleshoot why you’re getting two separate records in your results for what appear to be the same value.
Below is an illustration of the Pivot Table report showing the incorrect values.. л в !
Row Labet* Sum o ff Hull W E SA Apples 1005 Apples S00
6 Kiwi 6007 Granges 600В G rand T o ta l 1800
9
Formula - LENDefinition: The LEN formula counts the number characters in a cell
1 . O p e n th e F o r m u la s L e n A n d T r im .x l s x s p r e a d s h e e t
2 . S e l e c t th e ta b n a m e d ‘Len’
3 . S o r t in g th e r e s u l t s b y ‘Fruit Name’ i n Ascending order
Г ................T
t A В
FRUIT NAME FRUIT SALES
A pples 100Xtwi 100□ ran ges looA pples 200KtWl 200Oranges 200A pples 300Kiwi 300Oranges 300
11
4 . S e l e c t c e l l ' C 1 ’ a n d l a b e l i t “ L E N F U N C T I O N ”
5 . C l i c k c e l l ' C 2 ’! '' '11 A В С111 FRUIT NAMF FRUIT SALfS LFN FUNCTION
111j
\2 Apples 100 1|' Apples 200 11
! Apples 300 І1
! Kiwi 100 11
! r Kiwi 200 11Kiwi 300 1
І|e Oranges 100 !1! Oranges 200 1
1Oranges 300 1
11___ 1
6 . F r o m th e R i b b o n s e l e c t Formulas : Text : LEN
Hom e tnieft Draw Page Layout Formulas
fx x id m [в и i IInsert Auto Sum Recently Financial Logical
Function - Used ■ * *
FyflctlOl
C2 " И I > v' ЛА в
1FRUIT NAME FRUIT SALES LEN FL
2 Apples 100г Apples 200A Apples 3005 Kiwi 1006 Kiwi 2007 Kiwi 3008 Oranges 1009 Oranges 20010 Oranges 300
T«(t Date b . Lookup 6. Ma - T im s ' Reference- Ti
8AHTTEXT
CHAR
CLEAN
CODE
CONCAT
DOLLAR
EXACT
FIND
FIXED
LEFT
LEN
LOWER
MID
The following dialogue box will appear:
7. Click on cell ' A2' or enter ' A2’ in the Text field8. Click the 'O K ’ button
9. Copy the LEN formula down to cells 'C 3’ thru 'C10’There appears to be an extra space in cells 'A3’ & 'A4’ after the fruit name ‘Apple’
1 0 .
1 1 .
1 2 .
R e m o v e th e e x t r a s p a c e i n c e l l s ‘A3 & A4’ f o r th e fr u it n a m e ' A p p l e ’
S a v e y o u r c h a n g e s
Y o u w o u l d n o w b e a b l e to r e - r u n y o u r P i v o t T a b l e r e p o r t a n d r e s u l t s s h o u ld a p p e a r
c o r r e c t l y
Example:Y o u ’v e b e e n g i v e n a E x c e l ® r e p o r t g e n e r a t e d b y a n o th e r a p p l i c a t i o n . U p o n r e v i e w y o u s e e th e
c o n t e n t i n th e c e l l s c o n t a in s e x t r a s p a c e s b e t w e e n a n d a f t e r th e w o r d s . In o r d e r t o m a k e th e r e p o r t
u s a b l e fo r a n a l y s i s a n d p r e s e n t a t i o n y o u n e e d to r e m o v e th e e x t r a n e o u s s p a c e s . Y o u d e c i d e to u s e
th e TRIM function to r e m o v e th e s p a c e s .
B e l o w i s a n e x a m p l e o f th e r e p o r t s h o w i n g th a t m u s t b e c o r r e c t e d i n o r d e r to c r e a t e a P i v o t
T a b l e r e p o r t .
Formula - TRIMDefinition: R e m o v e s a l l e x t r a n e o u s s p a c e s f r o m a c e l l , e x c e p t f o r s i n g l e s p a c e s b e t w e e n w o r d s .
Formula Syntax:TRIM(text) te x t is required
1 . O p e n th e F o r m u l a s L e n A n d T r i m x l s x s p r e a d s h e e t
4 . F r o m th e R i b b o n s e l e c t Formulas : Text : TRIM
PageUysut Formui»
1I ■
1 ЩDate & Lockup Time - Reference
. ■ I* Ti
I
I
til!rie:
в д н т х т *
с и м
CLEAN
CONOT
DOLLAR
EXACT
FIND
FlitO
Ш Т
L£N
LOWER
M D
WJM8TRVALUE
PROPER
RfPuCE
ft£PT
И6НТ
SEARCH
ЯЮТПѴТЕ
TEXT
TEXTJOIN
TRIM
u n .cha*
UNICOM
UPPER -
fx Insert fun rtM n-
'4
I
T h e f o l l o w i n g d i a l o g u e b o x w i l l a p p e a r :
5 . C l i c k c e l l ' A2' o r e n te r ' A2’ i n th e Text f i e l d
6 . C l i c k th e ' OK ’ b u t to n
a____________4______ г o e f e ^I
iЦдрЕИ**. Вй г м п к , М *л |с н я-имсм» 1A p p le * , Ій п л гч ъ , M angos
? x \k iw i , O f in g t t ,
K iw i, О гйп| н , І і г іи г ін ч т і іч П ы
B k ltb ir fN ir i, f t j f tp to it r r lt i. O L tc fc tw m ti T o t м t * *н № і. В іП іП іІ. МкПЦОІВ Іие Ь ит іел . R is p fe e rn n , B l ic k t W T lt l
n » f t r « «Я i j w r i h f l* * t * * r tn iif l t i i « l (И і и р ip M « U ft» ffn магЩ
f n t ■ i №< i t i f tram wFikT! уйчл w it* ip tH lre ffito e d .
fc-raua m u t ь Ддоіез Ь і т ш Ыдлде s
pn Отд tunaJaogi OK | Счпсй
LTN C O U NT O f ТКГМf RU IT N A M E c f U M O V O N
7 . C o p y th e TRIM f o r m u la d o w n c e l l s ' C3’ th r u ' C7’
8 . T h e e x t r a s p a c e s h a v e b e e n r e m o v e d
Next we’ll copy and paste as values the contents o f column C and remove the columns (B & C) used for troubleshooting.
9 . S e l e c t c e l l s ' C2’ th r u ‘C7’1 0 . C l i c k th e ' Copy’ b u t t o n o r p r e s s CTRL+C f r o m y o u r k e y b o a r d
1 1 . S e l e c t c e l l ‘A2’1 2 . Right-click a n d s e l e c t ‘Paste S p e c ia l .’1 3 . S e l e c t th e ‘Values’ r a d i o b u t to n
1 4 . C l i c k th e ‘OK’ b u t to n
345 ь 7 Я9
10 1 11 и13141516
17 131920
Л 22
231
24
FRUIT NAMf(JEN COUNT Of
CHARACTERSTRIM FUNCTION
Apples, B anan«, M ingos Щ"a j p '^s Bananas, M angos \Apples, Bananas, M argos •k Apple?, 0aлапа?, Mangos
! Kiwi, Oranges, straw b *m *f \ 3 Kiwi, Orange*. StrawberriesKtwi, oranges. Stra wb#rr >es ' V 1 Kiwi , O ran g«, StrawberriesBlueberries, Raspberries, B<ac*bernes 3 1 L 1flluetfernes, Raspberries, Black berries jBlueberries, Rasp ter n es. Я о і ч т щ Blueberries. Raspberries, B lack b a lled
Р»И* ір«о*І
Р»і1«О А"О І*1*ІІІ*1
* j [ j l u ? ‘-
О FOfm iО £фІИПІ(Л|і
OptjiUdfi
t<JJTIC
О ІиЫііЛ
С] {tip Jjlanii
О All U iing S<4Ji<f iQ fB f
О ** *|«ЧИ 64fWt О цШ№И1О f *FhS ityiibtt Pg-rmtfhО VUjuts иЩ n u № Г om uls
* ij ( т Н м п і і і ф і і к і і і
С'ЬМ'Р'ГО
["j Trmipoif
I О* cwti
■sfers.'ar >nto “ft
1 5 . S e l e c t c o lu m n s ‘B’ & ‘C’1 6 . Right-click a n d s e l e c t ‘Delete’, th e t r o u b l e s h o o t i n g c o lu m n s ‘B’ & ‘C’ s h o u l d n o w
b e r e m o v e d
W e h a v e s u c c e s s f u l l y r e m o v e d a l l e x t r a n e o u s s p a c e s f r o m th e r e c o r d s c o n t a in e d i n column ‘A’.
F u r th e r a n a l y s i s a n d r e p o r t in g c a n b e c o m p l e t e d w i t h o u t e r r o r .
FRUIT NAME
2 Apples, Bananas, Mangos3 Apples, Bananas, Mangos4 Kiw i, Oranges, S traw berries5 Kiw i, Oranges, Strawberries6 B lueberries, Raspberries, Blackberries.7 B lueberries, Raspberries, Blackberries
CHAPTER 15Troubleshooting: How To Resolve Common Pivot Table Errors
B e l o w a r e th e t w o m o s t c o m m o n P i v o t T a b l e e r r o r m e s s a g e s w i t h in s t r u c t io n s o n h o w to r e s o l v e
th e m .
Please Note: The following is not a comprehensive list o f all Pivot Table error messages, just a few of the more common ones.
Error
'D a t a s o u r c e r e f e r e n c e i s n o t v a l i d . ’
T y p i c a l l y a p p e a r s w h e n y o u a t t e m p t to c r e a t e a P i v o t T a b le , w i t h a blank header row .
&ЛІ.ІЛ №1 H%ON ЫШРСЛЭОЧ LAST Г*АМЕ
T o r e s o l v e , d e l e t e th e b l a n k r o w ( i n t h is c a s e r o w 1 ) o r m a k e s u r e y o u s e l e c t th e c o r r e c t h e a d e r
r o w s a n d s u p p o r t in g d a ta b e f o r e c l i c k i n g Insert : Pivot Table f r o m th e R ib b o n .
Error message:
'W e c a n ’ t m a k e t h is c h a n g e f o r th e s e l e c t e d c e l l s b e c a u s e i t w i l l a f f e c t a P i v o t T a b l e . U s e th e
f i e l d l i s t t o c h a n g e th e r e p o r t . I f y o u a r e t r y in g to in s e r t o r d e l e t e c e l l s , m o v e th e P i v o t T a b l e a n d
t r y a g a i n . ’
T h i s m e s s a g e w i l l a p p e a r w h e n y o u a t t e m p t t o c h a n g e th e c o lu m n o r d e r , b y c u t t in g & p a s t in g . F o r
e x a m p l e , y o u w a n t t o m o v e th e 'Total’ c o lu m n t o b e l a s t th e l a s t .
I-111
A t t e w p t T w to ѵлоѵі& CohtM K by C u ttin g
1111
11 t A
Sr r a s t w gС D
1E :
1I 1 111 2
Sum or MANGOS jI 3 Row Labels * 'Sum of TOTAL'. Sum of APPLES Sum of ORANGES| 4 Central €138,571 ! С 43,481 € 53,278 €41,812 !! 5 £ast € 145,5SS I €50,626 €47,117 €47,845 |! 6 West € 196,787 j €69,750 €65,259 €61,778 i1 7 1
Grand Totat €480 ,946 'V ■ € 163, as 7 € 165,6S5 € 1S1,435 i1
T o c h a n g e th e c o lu m n o r d e r i n a P i v o t T a b le , c h a n g e th e o r d e r i n th e P i v o t T a b l e s F i e l d s p a n e :Г
t4
( Sum of APPLES■ ■ ■'. -
| Sum of MANGOS w
^ Sum of TOTAL
I Row Ы Й 6 0 Sum o f APPLES Sum of” ORANGES” Sum” o f MANGOS "Sum o f TOTAL
Central €43,4S1 €53,2 7E €41,81Z €133,571East € 50,626 £47,117 £47,845 £145,588
West____________ €69,750_________ €65,255________ €61,778 €196,767j Grand Total € 161,857 €165,655 (151 .-13: €480,946
T h is m e s s a g e w i l l a l s o a p p e a r w h e n y o u a t t e m p t t o d e l e t e a c a l c u l a t e d f i e l d , r o w , o r c o lu m n . F o r
e x a m p l e , y o u n o l o n g e r w a n t to s e e th e r o w ‘Grand Total’, u n fo r tu n a te ly , y o u c a n ’ t s i m p l y d e l e t e
t h is r o w , y o u ’ l l r e c e i v e th e a b o v e e r r o r m e s s a g e .
f l9 100 $ 10,339 $ 2,585 16 !| 20 Grand Total $ 480,946 * 7,515
1Ii
T o r e m o v e ‘Grand Total’ r o w s a n d c o lu m n s w e n e e d t o c h a n g e th e P i v o t T a b l e d e s i g n .
1 . C l i c k th e c e l l y o u w o u l d l i k e to r e m o v e a n d t h e n f r o m th e t o o l b a r s e l e c t PIVOTTABLE TOOLS a n d th e ta b DESIGN
2 .
\W И ■ г* ■ " £ ■*■ ■HrWt ГЫЯЯТ «GtUWOUl
1 1 im ряд [ ---------- -----
««и Idtfi&j*n u i
№ійП**1 1tK5№h |
І1111
I'.mIJmI.I. І.ІЙІ..І >lr,. jI i l i . l l1 ■ TrtAh * LlfOd 1 1
C l i c k th e d r o p - d o w n b o x fo r ‘Grand Totals’ a n d s e l e c t y o u r p r e f e r r e d o p t io n :
1 . O f f f o r R o w s a n d C o lu m n s
2 . O n f o r R o w s a n d C o lu m n s
3 . O n f o r R o w s O n l y
4 . O n f o r C o lu m n s O n l y
F o r t h is e x a m p l e , w e w i l l s e l e c t ‘Off for Rows and Columns’
O g R o w tnd C o lu m n
PAGl LAYOUT FORMULAS
Rcw h+e*<)rn -
, ■ ■ ■ i - . ■ ■ EUi Irt
J lv o t lib lr 'i t )H Opt>ar
jnd Tattl
С О
О* It* On>T
O n I v
T h e ‘Grand Total’ r o w h a s n o w b e e n r e m o v e d .Г19 100 $ 10,339 f 2,5 S5 16i 20 L L
A Me s s a g e Fr o m Th e Au t h o r
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Other Books Available By This Author:1. Microsoft® Excel® Start Here The Beginners Guide
2. The Step-By-Step Guide To The 25 Most Common Microsoft® Excel® Formulas & Features
3. The Step-By-Step Guide To Pivot Tables & Introduction To Dashboards (version 2013)
4. The Step-By-Step Guide To The VLOOKUP formula in Microsoft® Excel®
5. The Microsoft® Excel® Step-By-Step Training Guide Book Bundle
6. Excel® Macros & VBA For Business Users - A Beginners Guide
7. Microsoft® Word® Mail Merge The Step-By-Step Guide
