Excel Pivot Table

Sheet Index: description

readme - outline & notes outline & notes including cautions & workarounds

preparatory - customize toolbar make buttons easier to use

wizard steps 1-3 pivot table wizard

drag & drop on layout pivot table wizard layout - 2 dimensional
pivot table w drag & drop interactive drag & drop
1 click sort descending 1 click descending sort of pm2.5 & rog emissions
% of column new field showing % of column
show pages show pages - 3 dimensional
drilldown drilldown to raw data detail

2nd pivot table pivot table of ncfoursum2003 & ncfoursum2004 data

field list - add nox pm another method to change layout using field list
calculated item w 1 row field advanced feature
2nd calculated item advanced feature
format & desc pm & drilldown drilldown of row total to get raw data detail for 2 years

ASAP utilities very useful add-in

help resources list of online & offline resources for pivot table help

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sheet = Sheet Index
Excel Pivot Table - a Powerful Analytical Tool

When & why would I use a pivot table? "Use a PivotTable report when you want to make large, complex sets of data more comprehensible and easier to understand
at a glance. PivotTable reports are especially useful when you have a large amount of data to sum and you want to compare
several facts about each figure. Because PivotTable reports enable you to drag fields into different positions in the layout, you
can change the view of the data to see more detail or calculate different summaries."

Pivot Table Advantages Help

powerful Microsoft help
summary statistics at a glance google pivot table
easy manipulation with drag & drop encourage practice & experimentation "One cannot learn anything so well as by experiencing it oneself." (Albert Einstein)
zero formula writing on basic pivot table undo available

Preparatory Exercise - Customize Toolbar show pivot table toolbar & add icons (sort ascending, sort descending, auto filter)

Start with Raw Data in a List

header row - each field has a name
contiguous - no blank rows or columns within list
no subtotals or grand totals

1st Example
Basic Pivot Table select * from ncems2004 where dis='NSI' and facid>0

pivot table icon active cell should be within data (ie in list)
pivot table wizard
step 1 - select data & report
step 2 - select range automatic if data is surrounded by blank rows & columns
step 3 - select location. Layout button & options button
layout - drag & drop fields into page, column, row, & data area row & column fields limited by available memory. Workaround - concatenate
double click fields in data area change name. summarize by sum, count… options: show data as normal, % of column…
double click fields in row & column areas subtotal options
options - column & row grand totals
dynamic rearrangement of fields in pivot table

works only with 1 row item (eg facid only, not dis ab co facid)
1 click descending or ascending sort
workaround - click descending sort icon each time row item changes

% of column
show pages
drilldown

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sheet = readme - outline & notes
Excel Pivot Table - a Powerful Analytical Tool

2nd Example
select * from ncfoursum2004 where dis='FR'
Advanced Pivot Table Across 2 Years select * from ncfoursum2003 where dis='FR'
with Calculated Items combine results & add column preceding data with manual input of database year
better than QA tool because spreadsheet format (vs pdf) & includes all sources (vs inner join),
but still be aware of inconsistent fname or facid between years

works only with 1 row item (eg fname only, not dis ab co facid fname)
workaround - concatenate
calculated item cannot have tog, %tog, & calculated item
workaround - copy & paste values, then create own formulas
do not drag page field down to row area if using calculated item (will expand rows)

Very Useful Add In

see my favorites. Www.asap-utilities.com for free download.
ASAP utilities
No undo. Great for concatenation. New version every 8 months

Other Pivot Table Features, Time Permitting (no screenshots)

rearrange column order
suppress subtotals
group - hide detail - show detail - ungroup
external data source from .csv or .xls or .mdb
reverse pivot useful when need to create vertical list
?? Format, top 10, pivot chart

Using Filters on Pivot Table Data (no screenshots) manual workaround

copy, paste values, paste format to the right of the pivot table (for easier drill down) or on another sheet
fill with previous nonblank ASAP utilities is best
auto filter icon
create extra columns for more calculations or flags

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sheet = readme - outline & notes
Show pivot table toolbar Expand pivot table toolbar
click view click arrow at end of toolbar
toolbars add or remove buttons
click pivot table pivot table
click to show all except reset

Customize toolbar
click tools
click customize
in command tab, click data
drag sort ascending , sort descending, & auto filter to pivot table toolbar
click close

Resulting toolbar

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sheet = preparatory - customize toolbar
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sheet = preparatory - customize toolbar
in sheetname=1 - nsi ncems2004
with active cell in list, click pivot table icon
click next

click next

click layout

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sheet = wizard steps 1-3
drag & drop field names on pivot table template - page, column, row, data

click ok when done

click finish

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sheet = drag & drop on layout
Dynamic end product
format data fields (2 decimals in ems ) & shorten column width

Experiment with drag & drop

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sheet = pivot table w drag & drop
with active cell in data area of pollutant 88101 (pm2.5), click sort descending icon

with active cell in data area of pollutant 16113 (rog), click sort descending icon

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sheet = 1 click sort descending
click pivot table icon
click layout
drag ems field to data area
double click sum of ems2
change name to %
click options (Aside: note summarize by options including count)
click show data as % of column
click ok
click ok
click finish

drag data under pol

resulting pivot table

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sheet = % of column
with active cell in data, click show pages icon
click co
click ok

notice 3 new sheets created labeled with county id

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sheet = show pages
in sheetname=29
with active cell in data area of pollutant 11101 (pm), click sort descending icon
double click cell B10 (value=17.03) to drilldown to raw data detail

notice 1 new sheet created containing detail from ncems2004 can see dev, proid, & ems
check ems total

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sheet = drilldown
in sheetname= 2 - fr ncfoursum2004
with active cell in list, click pivot table icon
click next
click next
click layout
drag & drop field names on pivot table template - page, column, row, data

click ok
click finish

resulting pivot table

format columns B, C, & D with 2 decimals

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sheet = 2nd pivot table
with active cell in data area, click show field list icon
scroll down pop-up
click noxt
click data area under drop-down menu
click add to
click pmt
click add to
close field list screen

Click & hold data. Drag data under dbyr. Release

1 click ascending or descending sorts available

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sheet = field list - add nox pm
with active cell C8, click down arrrow next to pivot table on left side of toolbar
formulas
click calculated item

type diff in name box

clear zero in formula box
click ncfoursum2004 in items box
click insert item
type minus sign in formula box
click ncfoursum2003 in items box
click insert item
click ok

resulting table

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sheet = calculated item w 1 row field
with active cell D8, click down arrrow next to pivot table on left side of toolbar
formulas
click calculated item

type diff/ 2003 ems in name box

clear zero in formula box
click diff in items box
click insert item
type divide sign in formula box
click ncfoursum2003 in items box
click insert item
click ok

resulting table

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sheet = 2nd calculated item
move the cursor so that it turns into a down arrow in upper part of cell E8
click to highlight
right click
click format cells
click percentage
click ok

with active cell in data area of rogt diff, click sort descending icon
sutter power plant has largest rog difference between years

scroll right to see nox

with active cell in data area of noxt diff, click sort descending icon
yuba city cogeneration has largest nox difference between years

scroll right to see pm

with active cell in data area of pmt diff, click sort descending icon
western aggs. inc has largest pm difference between years

scroll right & make P9 the active cell

double click cell P9 (value=69.84) to drilldown to detail of both years

scroll right to see pmt ems by device and proid

(actual sum is 48.64. 69.84 is sum of 2003, 2004, diff, & diff/2003)
useful for comparison (missing/deleted device or proid, diff process rate, diff ems)

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sheet = format & desc pm & drilldown
ASAP Utilities

www.asap-utilities.com

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sheet = ASAP utilities
Microsoft Office Online
PivotTable reports 101
Assistance > Office XP > Excel 2002 > PivotTable Reports and Charts http://office.microsoft.com/en-us/assistance/HA010346321033.aspx

Training > Excel > PivotTable I: What's so great about PivotTable reports? http://office.microsoft.com/training/training.aspx?AssetID=RC010136191033
reference card for above http://office.microsoft.com/training/Training.aspx?AssetID=RP010140321033&CTT=6&Origin=RC010136191033

Training > Excel > PivotTable II: Swing into action with PivotTable reports http://office.microsoft.com/training/training.aspx?AssetID=RC010286901033
reference card for above http://office.microsoft.com/training/Training.aspx?AssetID=RP010287081033&CTT=6&Origin=RC010286901033

Training > Excel > PivotTable III: Show off your PivotTable skills http://office.microsoft.com/training/training.aspx?AssetID=RC010381561033
reference card for above http://office.microsoft.com/training/Training.aspx?AssetID=RP010381551033&CTT=6&Origin=RC010381561033

Excel Offline Help More Online Information

http://www.microsoft.com/smallbusiness/resources/technology/business_software/how_to_use_pivottables_exc
els_data_tool_du_jour.mspx
http://www.mrexcel.com/archive/Pivot/
http://www.exceltip.com/exceltips.php?view=category&ID=32
http://www.contextures.com/tiptech.html

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