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Microsoft Excel 2007

Working with PivotTables

When your Excel Table or data range accumulates large amounts of mixed data, you need a way to identify the key trends and anomalies that exist deep within the data. For this, Excel 2007 offers the PivotTable report, a powerful tool designed to perform this very task. A PivotTable report provides a dynamic summary of an existing Table or data range that can be quickly expanded, collapsed, and rearranged to give you several different perspectives on your data.

NOTE: This document provides a brief overview of creating a PivotTable from existing data, and then using the PivotTable Field List to create different views of the data. There are many advanced features related to PivotTables (e.g., PivotCharts and the PivotTable Options and Design tabs) which are beyond the scope of this document.

return to topNotes on Working with PivotTables

return to topCreating a PivotTable

Creating a PivotTable report from an existing Table or data range is easy. For information on Tables, refer to Tables Overview and Creating Tables.

  1. Select a cell within the Table or range for which you are creating a PivotTable

  2. From the Insert command tab, in the Tables group, click INSERT PIVOTTABLEInsert PivotTable button
    The Create PivotTable dialog box appears
    Create PivotTable dialog box

  3. In the Choose the data that you want to analyze section, select Select a table or range

  4. In the Table/Range text box, type the cell range (or range name) for which you want to create a PivotTable report

  5. To place the PivotTable in a new worksheet, in the Choose where you want the PivotTable report to be placed section, select New Worksheet
    To place the PivotTable in the active worksheet,
    1. In the Choose where you want the PivotTable report to be placed section, select Existing Worksheet
    2. In the Location text box, type cell or range where you want the PivotTable placed

  6. Click OK
    An empty PivotTable appears in the specified location.
    The PivotTable Field List appears.
    Empty PivotTable and PivotTable Field List

return to topCreating a PivotTable Report

The PivotTable Field List lets you select which fields appear in your PivotTable report, and also where and how they are displayed. You can easily display or hide fields, and change how field data are viewed, sorted, or filtered.

When you select a field in the PivotTable Field List, Excel analyzes the data it contains and automatically assigns it to one of four categories: Report Filter, Column Labels, Row Labels, or Values. If, for example, a field contains numerical data, Excel likely will add it to the Values category; if it contains text, it will probably be displayed in either the Row Labels or Column Labels category. However, the strength (and the purpose) of PivotTables lies in the ease with which you can maneuver fields between these various categories.

  1. From the PivotTable Field List, in the Choose fields to add to report section, select the check box next to the field you want to display
    Excel displays the selected field in a default area of the PivotTable Field List and its field data in the corresponding area of the PivotTable report.

  2. Repeat step 1 for all desired fields

Customizing a PivotTable Report

By moving fields among different Field List categories, the corresponding PivotTable report changes accordingly. For a visual example, refer to The PivotTable Field List Illustrated.

  1. In the PivotTable Field List category currently displaying the field, position the mouse over the field label
    The pointer becomes a four-headed arrowFour-headed arrow.

  2. Click and drag the field label into the new category

  3. Release the mouse button
    The field is added to the new category of the PivotTable Field List.
    The PivotTable report changes accordingly.
    NOTE: If a PivotTable Field List category contains multiple fields, the lower fields are displayed in the PivotTable report as cascading sub-entries of the top field.

return to topThe PivotTable Field List Illustrated

The graphics below illustrate how fields selected in a PivotTable Field List are displayed in the PivotTable report.

PivotTable Schema

return to topPivotTable Tools

Once a PivotTable Report has been created, the Options and Design tabs appear on the Ribbon, under the PivotTable Tools heading. From these tabs you can sort, filter, format, and move your PivotTable report.

NOTE: For the PivotTable Tools (i.e., the Options and Design tabs) to be visible, the PivotTable report must be active (i.e., selected).

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