e-TRAINING on MS-EXCEL (on selected topics)

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Basics of Pivot Table

Note: We have used MS-OFFICE 2003 Version to create this content. If you have
other versions installed in your system, the screenshots shown in this content
may be slightly different from what you could see in your system. However, you
can learn to use PIVOT TABLE using this content, irrespective of the version.

To understand about PIVOT TABLES, we need a little bit of hands-on experience.

If you are of the opinion that creating pivot reports is difficult, here is good news.
Its rather simple, once you understand a few key elements in the layout of a
pivot table.

Lets see a simple example. Consider the following data (which is provided as an
excel file also, in your mail). M/s XYZ COMPUTERS sells 3 different products
(Computer, UPS & Printer). They have 5 branches and about 18 sales persons.
This database contains sales figures of all the 18 sales persons in all the 5
branches for the month of May and June.

SALES REPORT OF XYZ COMPUTERS

REGD OFFICE: TRICHY. BRANCHES: SALEM, TANJORE, VILUPURAM,
CHENNAI.

SALES
MONTH YEAR PRODUCT SALESMAN UNITS AMOUNT BRANCH
MAY 2008 COMPUTER RAJA 5 250000 TRICHY
MAY 2008 PRINTER BALU 5 60000 TRICHY
MAY 2008 UPS RAVI 5 20000 TRICHY
MAY 2008 COMPUTER ARAVINDH 3 120000 CHENNAI
MAY 2008 PRINTER ANANDH 2 26000 TRICHY
MAY 2008 UPS MURUGAN 3 120000 TRICHY
MAY 2008 COMPUTER KINGSLY 7 350000 CHENNAI
MAY 2008 PRINTER DAVID 12 96000 CHENNAI
MAY 2008 UPS KUMAR 10 40000 CHENNAI
JUNE 2008 COMPUTER SELVAM 3 75000 TANJORE
JUNE 2008 PRINTER JOSEPH 1 10000 TANJORE
JUNE 2008 UPS ISMAIL 2 8000 TANJORE
JUNE 2008 COMPUTER DURAI 6 300000 TRICHY
JUNE 2008 PRINTER PANDIAN 2 26000 VILUPURAM
JUNE 2008 UPS VENI 3 120000 VILUPURAM
JUNE 2008 COMPUTER REVATHI 6 300000 SALEM
JUNE 2008 PRINTER USMAN 12 96000 SALEM
JUNE 2008 UPS SHYAM 10 40000 SALEM

TOTAL 2057000

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This data appears to be quite simple. If you are required to create different types
of reports for this data, how many types of reports you can create? To name a
few, we can create reports on the following:
1. Branchwise sales figures
2. Monthwise sales figures
3. Sales by individual sales person
4. Productwise sales figures
5. Branchwise, monthwise, productwise sales classifications (5 branches x 2
months x 3 products)
6. Specific criteria based reports (Which branch has sold more than 10 printers
for the given period, who is the topmost seller among sales persons etc.,)
You can create all these reports manually just by looking into the database, since
the data is limited. If the number of products being sold is around 50, can we
create reports manually? Or if there are 20 branches, can we create reports
manually? The power of Pivot Table comes in handy for scenarios of this kind.
Lets give a try. Download the PIVOT.XLS from your mail to your system and
open this file. You can see a worksheet named DATA which contains the
information shown in this material. Select the data in the range A8:G26 (shaded
in yellow in the excel file for your convenience). This range contains information,
which needs to be converted into various reports using PIVOT TABLE.
Now click DATA > PIVOT TABLE. You can see the range address of the data
already selected by us. Now choose the option to create the report in a new
worksheet and then click FINISH.

Once you click FINISH button, you can see a new worksheet created
automatically in your workbook. It will look like this and is awaiting for you to
work on this.

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You need to do the following in this work sheet.

1. Look at the Pivot Table Field List. (Its a kind of combo box with inbuilt
options). You must see your column headings such as Month, Year etc., here.
Ensure that the option Row Area is selected in Add to dialogue
box.
2. Now double click on BRANCH and see what happens.
3. Then double click on MONTH and see what happens.
4. At this stage, you can see a TOTAL or SUB-TOTAL option behind each branch,
as shown in the following figure.

5. Keep the cursor in the TOTAL OPTION, and click your right mouse button.
Select HIDE from the options that are displayed.
6. Now double click on PRODUCT and similary HIDE the TOTAL ROW.
7. Now double click UNITS and HIDE the total row.
8. Repeat the same for SALES AMOUNT.
9. Now, change the option to PAGE AREA, in the Add to dialogue box and
double click on SALESMAN.
10. You need to be careful in this 10th step. You need use DRAG & DROP
method now, instead of double click. Using your mouse DRAG Sales
Amount from the Pivot Table Field List and place it on DROP DATA
ITEMS HERE.

You will be able to see a report similar to what is shown in this picture:

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Probably you can now do some

experiments to view data from this
table. If you have any doubts at this
stage, please mail your doubts to
geta.erode@gmail.com

FIND IT FOR YOURSELF:

1. 10 computers were sold in

Chennai Branch during May for
which a breakup of 3 + 7 is
shown. How to find who sold 3
computers and who sold 7
computers?
2. While you are getting answers
for this, observe what happen in
the PAGE AREA.
3. Keep the cursor in TRICHY and
double click. See what happens.
4. Double click again on the same spot and find out what happens.

Extracting Data from calculated field in a pivot table:

By using pivot tables, you can extract data from calculated fields just by following
a few simple steps. You can see dropdown menu arrows (in the downward
direction) near headings such as branch, month, product etc.,
Now click the downward arrow in PRODUCT and tick only on UPS. (If other
products are already selected, untick them). Now you will get monthwise sales of
UPS per branch along with the NET (total) SALES AMOUNT for UPS.
Look at your workbook now carefully. How many worksheets are there?
Now, keep your cursor in the TOTAL SALES AMOUNT OF UPS and double click.
Find what happens. Now check the number of worksheet in your workbook.
Could you see a new worksheet? Click on it, to find what it contains.
You can see that data related to UPS sales is extracted and is stored as a new
worksheet. If you are required to create a separate report like this manually or
using any other method in Excel, how long it will take? And how fast is PIVOT
TABLE to extract this data for you?

While this is just an introduction about PIVOT TABLES, there are many
more things to learn about it. Try a little bit and you can learn a lot on
your own. All the best.

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Your Feedback:
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Further information about our e-training:
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S.No Topic S.No Topic

1 Date Functions in Excel 26 Using Lookup function
2 Using Index & Match functions 27 Goal Seek
3 Automatic List numbering 28 Count If and Counta functions
4 Avoid printing specific rows 29 Conditional Formating
5 Calculating Ratios 30 Data Forms
6 Sum values in Multiple worksheets 31 Printing options in Excel - Tricks & Tips
7 Alternate row shading 32 Hiding a part of a sheet
8 Calculating compound interest 33 Insert - various options
9 conditional average 34 Naming a Range and uses of this
10 Different uses of PASTE SPECIAL 35 Cell References and its uses
11 Deleting Cell values - not formulas 36 One / Two input data tables
12 How to hide your formulas? 37 Scneraio Manager
13 Display results in autoshapes 38 Using SOLVER in Excel
14 Exact copy of range of formulas 39 Sorting - simple and advanced
15 Avoding duplicate entires 40 Text to speech
16 Hiding a worksheet with VB 41 Learning about tool bars
17 Restric Data Entry 42 Using word art
18 Split a 10 digit number 43 Automating a proforma invoice
19 What day is today? (and other date 44 Merging data from different
related usages) worksheets
20 Random Selection 45 Convering numbers to words
21 Hyperlinks - basics 46 IRR & NPV Samples
22 Hyperlinks - intermediate 47 Excel for banks (few samples)
23 Filters - basics 48 Convering text file into an excel file
24 Filters - intermediate 49 Protecting worksheets
25 Freezing panes 50 Creating your own tool bars

THANK YOU

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