Pivot Table In Excel

What is a PivotTable in Excel used for?

– A PivotTable is an interactive way to quickly summarize large amounts of data. You can use a PivotTable to analyze numerical data in detail, and answer unanticipated questions about your data. A PivotTable is especially designed for:

Querying large amounts of data in many user-friendly ways. Subtotaling and aggregating numeric data, summarizing data by categories and subcategories, and creating custom calculations and formulas. Expanding and collapsing levels of data to focus your results, and drilling down to details from the summary data for areas of interest to you. Moving rows to columns or columns to rows (or “pivoting”) to see different summaries of the source data. Filtering, sorting, grouping, and conditionally formatting the most useful and interesting subset of data enabling you to focus on just the information you want. Presenting concise, attractive, and annotated online or printed reports.

For example, here’s a simple list of household expenses on the left, and a PivotTable based on the list to the right:

Sales data Corresponding PivotTable
Pivot Table In Excel

For more information, see Create a PivotTable to analyze worksheet data,

Why Pivot Table is better than Excel?

Benefits of a Pivot Table – If you’re not currently using pivot tables, you’ll find there’s a world of benefits that you’re not taking advantage of. First, pivot tables are easy to use and understand. Though pivot tables are a level above absolute beginner Microsoft Excel skills, they are easy to learn.

Once you’ve figured them out, they can be even easier to understand than the spreadsheet itself. People can also apply those same skills in Excel on a Google Sheet. Pivot tables are also fast, allowing you to analyze data instantaneously instead of taking the time to count or calculate something manually.

One of the other main benefits of pivot tables is making a large amount of data manageable and less intimidating. They’ll reduce tens of thousands of cells into just a small table, allowing you to analyze a lot of information easily. It’s also interactive, making it more engaging than just working with a big, unwieldy spreadsheet.

What is the difference between a table and a Pivot Table in Excel?

Some of the key difference are: Straight tables allow interactive sorting, sorting is fixed by the sort order property in pivot tables. Pivot tables allow you to have dimensions displayed on both rows and columns. It used to be the case that straight tables only had a grand total, whereas pivot tables could have sub-totals by using the partial sum option.

How do I generate data from a PivotTable?

On the Excel Ribbon, click the PivotTable Analyze tab. Click the drop-down arrow on the PivotTable command. Next, click the drop-down arrow for Options. In the list of options, click the Generate GetPivotData command, to toggle that feature off or on.

What are the basics of pivottables?

What is the use of a Pivot Table? – A Pivot Table is used to summarise, sort, reorganise, group, count, total or average data stored in a table. It allows us to transform columns into rows and rows into columns. It allows grouping by any field (column), and using advanced calculations on them.

What is VLOOKUP used for?

Want more? – VLOOKUP function Quick reference card: VLOOKUP refresher Quick reference card: VLOOKUP troubleshooting tips When you need to find information in a large spreadsheet, or you are always looking for the same kind of information, use the VLOOKUP function.

  • VLOOKUP works a lot like a phone book, where you start with the piece of data you know, like someone’s name, in order to find out what you don’t know, like their phone number.
  • So, as an example, I’ll enter part numbers, the thing I know, and find out Prices, the thing I don’t know.
  • To do that, I’ll click the cell where I want to see the Prices, I’ll enter an = sign, VLOOKUP, and parentheses.

These parentheses will contain a set of arguments, and an argument is just a piece of data that the function needs in order to run. I’ll enter H2 as the first argument, because that is where I’ll type the part numbers. Follow that with a comma, and then, I’ll enter the range of cells that contains the data I want to search.

That’s this block of data here. The part numbers start in cell B3, and if I scroll down, you can see the status values end at cell E52. So, I’ll enter B3, a colon, and E52, then I’ll type another comma. And you need to do that because the functions won’t work without the colons and commas. Next, I’ll type the number 3.

This tells VLOOKUP that the values I want to see are in the third column from the left in the range of cells I want to search. In other words, it’s the third column over from the part numbers, the data I know. Another comma, and I enter FALSE, because that gives me an exact match between part number and price.

  1. And don’t worry, I’ll explain how that works later.
  2. When I press Enter to tell Excel I am done, you can see I get an error message because I haven’t entered a value in cell H2.
  3. But, when I enter a part number, I get a price.
  4. So what just happened? I told Excel, “Here is a value in the left-hand column of my data.
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Now look through this range of cells, and in the third column to the right, find the value on the same row.” A lot like a phone book. So up next, I’ll explain each of the arguments – the values inside the parentheses – along with rules for using VLOOKUP,

What’s a VLOOKUP in Excel?

What is VLOOKUP in Excel? – VLOOKUP stands for Vertical Lookup. As the name specifies, VLOOKUP is a built-in Excel function that helps you look for a specified value by searching for it vertically across the sheet. VLOOKUP in Excel may sound complicated, but you will find out that it is a very easy and useful tool once you try it. In the next section, you will understand how to use the VLOOKUP function.

Are pivot tables necessary?

What is a Pivot table? – This introductory lesson from our course The Excel PivotTables Guide explains what a pivot table is, and its’ areas of use. 1.1 NEW from Learnesy on Vimeo Playing in picture-in-picture Play 00:00 02:17 Settings Quality Auto Speed Normal GoogleCast Fullscreen This opens in a new window. const fullscreenSupported=”exitFullscreen”in document||”webkitExitFullscreen”in document||”webkitCancelFullScreen”in document||”mozCancelFullScreen”in document||”msExitFullscreen”in document||”webkitEnterFullScreen”in document.createElement(“video”);var isIE=checkIE(window.navigator.userAgent),incompatibleBrowser=!fullscreenSupported||isIE;window.noModuleLoading=!1,window.dynamicImportSupported=!1,window.isInIFrame=function() catch(e) }(),!window.isInIFrame&&/twitter/i.test(navigator.userAgent)&&window.playerConfig.video.url&&(window.location=window.playerConfig.video.url),window.playerConfig.request.lang&&document.documentElement.setAttribute(“lang”,window.playerConfig.request.lang),window.loadScript=function(e),window.loadVUID=function() },window.loadCSS=function(e,n) ;return i.link.rel=”stylesheet”,i.link.href=n,e.getElementsByTagName(“head”).appendChild(i.link),i.link.onload=function(),i},window.loadLegacyJS=function(e,n) /fallback`;window.playerConfig.request.referrer&&(o+=`?referrer=$ `),n.innerHTML=` `}else ))},window.loadVUID()}};function checkIE(e) var i=n(“msie”)?parseFloat(e.replace(/^.*msie (\d+).*$/,”$1″)):!1,t=n(“trident”)?parseFloat(e.replace(/^.*trident\/(\d+)\.(\d+).*$/,”$1.$2″))+4:!1;return i||t} One of the main advantages of Excel’s PivotTables is the ability to quickly and easily summarize large sets of data.

Instead of manually sifting through data and calculating totals, averages, and other metrics, pivot tables allow users to do all of this with just a few clicks. For example, imagine you have a data set that contains information about customer orders, including the customer’s name, order date, product name, quantity, and price.

By creating a pivot table, you can quickly summarize this data to show total sales by customer, product, or date, as well as calculate average order size, profit margins, and other key metrics. This image shows a Pivot table with total sums of quantity and price total with the company names as categories and the products as sub-categories. Excel’s PivotTables are incredibly flexible when it comes to data analysis. Users can easily change how data is displayed, sorted, and filtered, allowing them to explore different aspects of the data and identify trends and patterns that may not be apparent at first glance. In this image, the pivot table is using a date-filter in which you can choose a specific day. Excel’s PivotTables are a great tool for creating interactive dashboards that allow users to explore data in a more engaging and dynamic way. By combining pivot tables with charts, slicers, and other interactive elements, users can create dashboards that allow others to easily navigate and analyze data. This image shows an Excel PivotChart for which our pivot table is the source to this visualization. One of the main advantages of pivot tables is their ability to automatically update when new data is added or existing data is changed. This means that users can create a pivot table and time and then continue to use as new data becomes available, without having to manually update the pivot table each time. This image shows where we can force the pivot table to refresh. Another benefit of pivot tables is that they can help improve data accuracy. By using pivot tables to summarize data, users can quickly find any inconsistencies or errors in the data set. For example, if a pivot table shows that the total sales for a particular product are much higher than expected, it may indicate that there is an error in the data set that needs to be corrected.

  • Excel’s PivotTables are an efficient way to generate reports that summarize data in a clear and concise manner.
  • Instead of manually creating reports, use pivot tables to generate reports quickly and easily, saving time and reducing the risk of errors.
  • For example, imagine that you need to create a monthly sales report that summarizes sales by product and region.

By creating a pivot table, you can quickly generate the report and then make the necessary adjustments or adjustments as needed. In conclusion, Excel’s PivotTables are an essential tool for anyone working with data. They provide a flexible and efficient way to analyze and present large sets of data, making it easy to identify trends and patterns that might otherwise go unnoticed.

Why not to use pivot tables?

Disadvantages of Using Pivot Tables –

Mastering pivot tables takes time – Sure, creating a pivot table requires a few clicks inside Excel but truly mastering the tool takes time. First-time users of pivot tables might see it as confusing and overwhelming. Only when you have “tamed the beast” can you properly use it for data analysis. Can be time-consuming to use – Depending on how you would like to use your data within the pivot table, using it can actually take some time. This is because the tool itself does not include a robust collection of calculation options. This means the user is required to manually calculate the data or to manually input equations which can take some time. There are no automatic updates – Unless you regularly update your pivot table with new data, you are relying on old data for your metrics and analytics. This means it will be hard to rely on pivot tables for real-time analytics. Older computers might not be able to handle large data sets – When you are working with a couple of thousand lines of data then any computer will do just fine. But once you hit the tens of thousands mark, old computers might struggle to produce the data that you need. It’s also not rare to see computers crash just because they can’t handle the amount of data they are processing.

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So what do you think? Are pivot tables for you? Note that a lot of the disadvantages can easily be addressed with a couple of tweaks or upgrades. Once you cover the disadvantages, you will have an indispensable tool in your arsenal that can help you defeat the competition.

While they can’t really help teach your employees how to make pivot tables, the team behind 360 Smart Networks can certainly help you with other IT-related concerns. With over 19 years of experience serving businesses in Atlanta and Charlotte, 360 Smart Networks specializes in creating custom IT solutions for businesses with more than 20 users.

Call us today and ask us how you can get your business pivot table ready. Pivot Table In Excel

What is the difference between VLOOKUP and pivot table?

Vlookup – Function used to find out a value in a range of data in the same worksheet or an external worksheet. Pivot Table: Used to represent bulk data in a more user friendly manner. Information can be portrayed in more vividly with the help of charts, s

Are pivot tables easy in Excel?

Using Recommended PivotTables – As you have just seen, creating a Pivot Table in Excel is easy. However, the modern versions of Excel take even a step further and make it possible to automatically make a report most suited for your source data. All you have to do is 4 mouse clicks:

  1. Click any cell in your source range of cells or table.
  2. On the Insert tab, click Recommended PivotTables, Microsoft Excel will immediately display a few layouts, based on your data.
  3. In the Recommended PivotTables dialog box, click a layout to see its preview.
  4. If you are happy with the preview, click the OK button, and get a Pivot Table added to a new worksheet. Pivot Table In Excel

As you see in the screenshot above, Excel was able to suggest just a couple of basic layouts for my source data, which are far inferior to the Pivot Tables we created manually a moment ago. Of course, this is only my opinion and I am biased, you know : ) Overall, using the Recommended PivotTable is a quick way to get started, especially when you have a lot of data and are not sure where to start.

Are pivot tables better than formulas?

Pivot Table vs Formulas for Sales Report That mostly depends on which version of Excel you’re using which you haven’t specified in your profile. If you don’t have a version of Excel that supports spilled arrays, stick to Pivot Tables, or at the very least use Excel Tables, not unstructured data.

  1. If you have Microsoft 365 (or Excel 2021), you can build complete reports using a single spilled array formula which update instantly when the source data changes.
  2. Downside is that kind of formula gets a bit complex, although you can use much simpler formulas with one formula in each column which can even reference results in another spilled array column.

Note that Excel Tables do NOT support spilled arrays, so these would be straight unstructured data with only the spilled operator (#) to reference – or a named range of that reference. Pivot tables are more reliable and very easy to create. If you get down and dirty with Measures or the Data Model where you can use DAX, you can create some very fast data analysis formulas.

  1. The down side is that they typically need to be refreshed when the data changes, especially if they feed charts.
  2. Also, getting information like YTD or % Change into the table typically requires either a measure or DAX.
  3. They cannot display text without special tricks (many videos on YouTube for that!).

One deciding factor can easily be the amount of data. Worksheets have a limit of 1,048,576 rows and 16,384 columns (17,179,869,184 cells), but using the Data Model much more than that can be pulled into Excel and then analyzed with a Pivot Table or Pivot Chart.

What is the difference between a pivot table and a bar chart?

3 Answer(s) – Pivot tables are numerical analysis/representation of data whereas charts are graphical representation of data. A pivot chart adds value and category series by dragging the field name onto axes instead of choosing the chart wizard. Apr 10 2014 08:22 PM Jan 17 2018 08:18 AM A ‘normal’ chart is usually based on a list of data in cells.

  1. To apply filters, sorts, and calculations over these types of charts requires changing the source data cell formulas or entries.
  2. Changes to the chart do not flow back to the data.
  3. A Pivot Chart is linked to a PivotTable bidirectionally.
  4. Filters, sorts, and data rearrangements applied to Pivot Charts are also applied to their associated PivotTable and vice versa.

Slicers can also be applied to PivotCharts and a single slicer can be applied to multiple PivotTables/PIvot Charts if the PivotTables/Pivot Charts are based on the same data providing us multiple view points over a single data set. Sep 30 2018 12:20 AM : What is the difference between the pivot chart and the normal chart?

What are the 4 areas of a pivot table?

Create by PivotTables Button – If you are more familiar with pivot tables, or simply wish to create one from the ground up, this button allows you select and reorganize the data however you want to see the data interpreted. Follow these steps to create a PivotTable from scratch.

  1. Open an Excel worksheet containing data for the PivotTable tool and select a cell anywhere in the data set.
  2. Click the Insert tab, and the PivotTable button on the ribbon. Excel will automatically select the data it identifies as the information for this table. Pivot Table In Excel
    1. If the selected area missed data, start again by clicking on the beginning data table cell, drag the cursor over all the desired data to select. Once the area is selected, click the PivotTable button under the Insert tab, Tables Group.
    2. Another option to select the correct table data: Click on the PivotTable button and open the Create PivotTable dialog box, In the box under the “Choose the data you want to analyze” area, type in the table/range area for the table; for example ‘Sales Orders’!$A$1:$G$4, or drag the cursor over the data area for the table and the range will be added to the Table/Range field.
  3. After making sure the data selected is correct, select New Worksheet option, and click the OK,
  4. A new worksheet is created. On the right side of the worksheet, a PivotTable Fields task pane is open. In it are four areas (Filters, Columns, Rows, and Values) where various field names can be placed to create a PivotTable. The task pane also includes a checklist area of the fields from which to choose from the data.
  5. Drag one field name into different areas to create a PivotTable. Alternatively, you can check the boxes for fields to be added to the table. Each of the areas operate in the following manner in a PivotTable:
    1. Columns: The filed used to measure and compare data.
    2. Rows: The field for data you want to analyze.
    3. Values: The field containing the values a table uses for comparisons.
    4. Filter (optional): A field used to sort table data. It is displayed in the upper left corner of a table and is an optional field for tables. Pivot Table In Excel
  6. The PivotTable in the screenshot above is created based on the sales data of these fields added to these areas:
    1. Columns: Region
    2. Rows: Item
    3. Values: Sum of Unit Sales
  7. Rearrange fields in a variety of ways by dragging them into a new area or clicking the option in the list of fields above the areas. Each action will affect the PivotTable. Move fields around into new areas until you have created a table giving you the best insight into your data. Congratulations! You have created a PivotTable from scratch.
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What are the three types of pivot tables?

6. Report Layouts – Pivot Tables have three different layouts that you can choose from: Compact, Outline, and Tabular Form. You can choose from each layout by clicking in the Table and going to PivotTable Tools > Design > Report Layouts They each have their advantages and disadvantages and I will show you what each one of them provide below:

Is it easy to create a PivotTable?

What is a Pivot Table and Why Should You Care? – A Pivot Table is a tool in Microsoft Excel that allows you to quickly summarize huge datasets (with a few clicks). Even if you’re absolutely new to the world of Excel, you can easily use a Pivot Table. It’s as easy as dragging and dropping rows/columns headers to create reports. Suppose you have a dataset as shown below: Pivot Table In Excel

  1. This is sales data that consists of ~1000 rows.
  2. It has the sales data by region, retailer type, and customer.
  3. Now your boss may want to know a few things from this data:
  • What were the total sales in the South region in 2016?
  • What are the top five retailers by sales?
  • How did The Home Depot’s performance compare against other retailers in the South?
  • You can go ahead and use to give you the answers to these questions, but what if suddenly your boss comes up with a list of five more questions.
  • You’ll have to go back to the data and create new formulas every time there is a change.
  • This is where Excel Pivot Tables comes in really handy.
  • Within seconds, a Pivot Table will answer all these questions (as you’ll learn below).
  • But the real benefit is that it can accommodate your finicky data-driven boss by answering his questions immediately.
  • It’s so simple, you may as well take a few minutes and show your boss how to do it himself.

Hopefully, now you have an idea of why Pivot Tables are so awesome. Let’s go ahead and create a Pivot Table using the data set (shown above).

How do I create a PivotTable with multiple columns?

1. Pivot Tables with Multiple Columns – Pivot tables with multiple columns allow you to compare multiple values for example, if you want to see total ad spend vs. return on ad spend. There are two ways to do this:

  • Using Polymer Search
  • Using Google Sheets

Here’s how to do it on Polymer: 1. Go to the insights tab -> New Block -> Pivot Table: Pivot Table In Excel 2. Click Add Value -> Choose the second value you want to display: Pivot Table In Excel Here we choose “amount spentd” and “purchases.” 3. Set up the rest of the pivot table as normal, choosing the appropriate rows and columns. The benefits of doing this on Polymer is the data is interactive and presentable. You can also do something similar on Google Sheets using the pivot table editor. Pivot Table In Excel Go to the pivot table editor, and click the Add button next to Rows. Then locate the row you want to show and click on them. Repeat the same process to insert a Column to start seeing your pivot table take shape. You can also select the right Filters and Values to display multiple columns according to your needs.