Contents at a Glance Introduction 1 Pivot Table Fundamentals 2 Creating a Basic Pivot Table 3 Customizing a Pivot Table 4 Grouping, Sorting, and Filtering Pivot Data MrExcel 5 Performing Calculations Within Pivot Tables LIBRARY 6 Using Pivot Charts and Other Visualizations 7 Analyzing Disparate Data Sources with Pivot Tables Pivot Table 8 Sharing Pivot Tables with Others 9 Working with and Analyzing OLAP Data Data Crunching 10 Mashing Up Data with PowerPivot 11 Enhancing Pivot Table Reports with Macros ® ® Microsoft Excel 2010 12 Using VBA to Create Pivot Tables 13 Advanced Pivot Table Tips and Techniques 14 Dr. Jekyll and Mr. GetPivotData A Finding Pivot Table Commands on the Ribbon Index Bill Jelen Michael Alexander 800 East 96th Street, Indianapolis, Indiana 46240 USA Pivot Table Data Crunching Executive Editor Greg Wiegand Copyright © 2011 by Pearson Education, Inc. Acquistions Editor All rights reserved. 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For more information, please contact U.S. Corporate and Government Sales 1-800-382-3419 [email protected] For sales outside of the United States, please contact International Sales 1-317-428-3341 [email protected] Contents Introduction ............................................................................................. 1 1 Pivot Table Fundamentals ........................................................................11 What Is a Pivot Table?................................................................................................................... 11 Why Should You Use a Pivot Table? ..............................................................................................12 When Should You Use a Pivot Table? ............................................................................................ 13 Anatomy of a Pivot Table .............................................................................................................. 14 Values Area ............................................................................................................................. 14 Row Area ................................................................................................................................ 15 Column Area ........................................................................................................................... 15 Report Filter Area ................................................................................................................... 16 Pivot Tables Behind the Scenes .................................................................................................... 16 Limitations of Pivot Table Reports ................................................................................................ 17 A Word About Compatibility ...................................................................................................18 Next Steps..................................................................................................................................... 19 2 Creating a Basic Pivot Table .....................................................................21 Preparing Data for Pivot Table Reporting ..................................................................................... 21 Ensure Data Is in a Tabular Layout ..........................................................................................22 Avoid Storing Data in Section Headings ................................................................................. 22 Avoid Repeating Groups as Columns ...................................................................................... 23 Eliminate Gaps and Blank Cells in the Data Source ................................................................. 24 Apply Appropriate Type Formatting to Fields ......................................................................... 24 Summary of Good Data Source Design ................................................................................... 24 Creating a Basic Pivot Table .......................................................................................................... 26 Adding Fields to the Report ....................................................................................................29 Adding Layers to a Pivot Table ............................................................................................... 32 Rearranging a Pivot Table ......................................................................................................32 Creating a Report Filter........................................................................................................... 34 Introducing Slicers ........................................................................................................................ 35 Keeping Up with Changes in the Data Source .........................................................................39 Changes Have Been Made to Existing Data Sources ................................................................40 Data Source’s Range Has Expanded ........................................................................................ 40 Sharing the Pivot Cache ................................................................................................................ 40 Side Effects of Sharing a Pivot Cache ...................................................................................... 41 Saving Time with New Pivot Table Tools ...................................................................................... 42 Deferring Layout Updates .......................................................................................................42 Starting Over with One Click ...................................................................................................43 Relocating a Pivot Table ......................................................................................................... 43 Next Steps..................................................................................................................................... 44 iv Pivot Table Data Crunching: Microsoft Excel 2010 3 Customizing a Pivot Table ........................................................................45 Making Common Cosmetic Changes .............................................................................................46 Applying a Table Style to Restore Gridlines ............................................................................ 47 Changing the Number Format to Add Thousands Separators .................................................48 Replacing Blanks with Zeros ................................................................................................... 49 Changing a Field Name ........................................................................................................... 50 Making Layout Changes................................................................................................................ 51 Using the New Compact Layout.............................................................................................. 52 Using the Outline Form Layout ...............................................................................................53 Using the Traditional Tabular Layout ......................................................................................54 Controlling Blank Lines, Grand Totals, Subtotals, and Other Settings .....................................57 Customizing the Pivot Table Appearance with Styles and Themes ............................................... 58 Customizing a Style ................................................................................................................ 60 Choosing a Default Style for Future Pivot Tables .................................................................... 61 Modifying Styles with Document Themes .............................................................................. 62 Changing Summary Calculations