How to Use Excel Pivot Table

Excel Pivot Tables are powerful tools for organizing and analyzing large amounts of data. With Pivot Tables, you can easily sort, filter, and summarize data to get valuable insights. We’ll cover everything you need to know about how to use Excel Pivot Tables.

Before we dive into the specifics of how to use Pivot Tables, let’s start with a brief introduction. A Pivot Table is a tool that allows you to summarize and analyze large amounts of data quickly and easily. It allows you to manipulate data in various ways, such as sorting, filtering, and grouping, to get a clearer picture of your data.

Creating a Pivot Table

The first step in using a Pivot Table is to create one. Here’s how you can create a Pivot Table in Excel:

1. Select the data you want to analyze. This can be a range of cells or an entire table.
2. Go to the “Insert” tab in the Excel ribbon.
3. Click on “Pivot Table” in the “Tables” section.
4. In the “Create PivotTable” dialog box, select the range of cells that contain your data.
5. Choose where you want to place your Pivot Table. You can either create a new worksheet or place it in an existing one.
6. Click “OK” to create your Pivot Table.

Using Pivot Table Fields

Once you’ve created your Pivot Table, you’ll need to use Pivot Table fields to analyze your data. Pivot Table fields are the columns and rows of your data that you want to summarize and analyze. Here’s how you can use Pivot Table fields:

Row Fields

Row fields are the fields that you want to group your data by. For example, if you have a sales table, you might want to group your data by product, region, or salesperson. To use row fields:

1. Drag the field you want to use as a row field to the “Rows” section of your Pivot Table.
2. Excel will automatically group your data based on the field you selected.

Column Fields

Column fields are similar to row fields, but they are displayed horizontally instead of vertically. For example, if you have a sales table, you might want to group your data by quarter or year. To use column fields:

1. Drag the field you want to use as a column field to the “Columns” section of your Pivot Table.
2. Excel will automatically group your data based on the field you selected.

Value Fields

Value fields are the fields that you want to summarize or analyze. For example, if you have a sales table, you might want to sum the total sales for each product or region. To use value fields:

1. Drag the field you want to summarize or analyze to the “Values” section of your Pivot Table.
2. Excel will automatically calculate the summary or analysis based on the field you selected.

Filter Fields

Filter fields are the fields that you want to use to filter your data. For example, if you have a sales table, you might want to filter your data by a specific region or date range. To use filter fields:

1. Drag the field you want to use as a filter to the “Filters” section of your Pivot Table.
2. Excel will display a filter dropdown for the field you selected.

Manipulating Pivot Table Data

Once you’ve created your Pivot Table and added your fields, you can start manipulating your data. Here are a few ways you can manipulate Pivot Table data:

Sorting (Continued)

2. Go to the “Data” tab in the Excel ribbon.
3. Click on “Sort A to Z” or “Sort Z to A” to sort your data in ascending or descending order.

Filtering

Filtering your Pivot Table data allows you to view specific data that meets certain criteria. To filter your data:

1. Click on the filter dropdown for the field you want to filter.
2. Select the criteria you want to filter by.
3. Excel will automatically update your Pivot Table to display only the filtered data.

Grouping

Grouping your Pivot Table data allows you to combine data into categories. For example, you might want to group your sales data by month or quarter. To group your data:

1. Right-click on the column or row that you want to group.
2. Select “Group” from the dropdown menu.
3. Choose the grouping options you want, such as grouping by month or quarter.

Calculating

Calculating your Pivot Table data allows you to perform calculations on your data. For example, you might want to calculate the average sales per region. To calculate your data:

1. Drag the field you want to calculate to the “Values” section of your Pivot Table.
2. Click on the dropdown arrow for the field you want to calculate.
3. Select “Value Field Settings” from the dropdown menu.
4. Choose the calculation you want to perform, such as sum or average.

Tips for Using Pivot Tables

Here are a few tips to help you get the most out of your Pivot Tables:

1. Use clear and concise field names to make your Pivot Table easy to understand.
2. Keep your Pivot Table organized by using row and column fields to group your data.
3. Use filter fields to focus on specific data.
4. Experiment with different Pivot Table layouts to find the one that works best for your data.
5. Refresh your Pivot Table regularly to update your data.

Conclusion

Pivot Tables are powerful tools for organizing and analyzing large amounts of data. By following the steps outlined in this article, you can create and manipulate Pivot Tables to get valuable insights from your data. Remember to keep your Pivot Table organized, use clear field names, and experiment with different layouts to find the one that works best for your data.

FAQs

• Can I create a Pivot Table from multiple sheets?
• Yes, you can create a Pivot Table from multiple sheets by selecting the data from multiple sheets when creating your Pivot Table.
• How do I update my Pivot Table with new data?
• You can update your Pivot Table with new data by selecting the Pivot Table and clicking “Refresh” in the “Data” tab in the Excel ribbon.
• Can I format my Pivot Table?
• Yes, you can format your Pivot Table by using the formatting options in the “Design” tab in the Excel ribbon.
• How do I remove a field from my Pivot Table?
• You can remove a field from your Pivot Table by clicking on the field and dragging it out of the Pivot Table.
• Can I create a Pivot Chart from my Pivot Table?
• Yes, you can create a Pivot Chart from your Pivot Table by selecting the Pivot Table and clicking “PivotChart” in the “Insert” tab in the Excel ribbon.