Information Sheet no.
Insert a PivotTable and PivotChart
PivotTable
A pivot table is a program tool that allows you to reorganize and summarize selected columns and rows of data in a
spreadsheet or database table to obtain a desired report. A pivot table doesn't actually change the spreadsheet or
database itself.
Our data set consists of 214 rows and 6 fields. Order ID, Product, Category, Amount, Date and Country.
Insert a PivotTable
To insert a pivot table, execute the following steps.
1. Click any single cell inside the data set.
2. On the Insert tab, click PivotTable.
The following dialog box appears. Excel automatically selects the data for you. The default location for a new pivot
table is New Worksheet.
3. Click OK.
Drag fields
The PivotTable field list appears. To get the total amount exported of each product, drag the following fields to the
different areas.
1. Product Field to the Row Labels area.
2. Amount Field to the Values area.
3. Country Field to the Report Filter area.
Below you can find the pivot table. Bananas are our main export product. That's how easy pivot tables can be!
Sort
To get Banana at the top of the list, sort the pivot table.
1. Click any cell inside the Total column.
2. The PivotTable Tools contextual tab activates. On the Options tab, click the Sort Largest to Smallest button (ZA).
Result
Filter
Because we added the Country field to the Report Filter area, we can filter this pivot table by Country. For example,
which products do we export the most to France?
1. Click the filter drop-down and select France.
Result. Apples are our main export product to France.
Note: you can use the standard filter (triangle next to Product) to only show the totals of specific products.
Change Summary Calculation
By default, Excel summarizes your data by either summing or counting the items. To change the type of calculation
that you want to use, execute the following steps.
1. Click any cell inside the Total column.
2. Right click and click on Value Field Settings...
3. Choose the type of calculation you want to use. For example, click Count.
4. Click OK.
Result. 16 out of the 28 orders to France were 'Apple' orders.
Two-dimensional Pivot Table
If you drag a field to the Row Labels area and Column Labels area, you can create a two-dimensional pivot table. For
example, to get the total amount exported to each country, of each product, drag the following fields to the different
areas.
1. Country Field to the Row Labels area.
2. Product Field to the Column Labels area.
3. Amount Field to the Values area.
4. Category Field to the Report Filter area.
Below you can find the two-dimensional pivot table.
PivotChart
A pivot chart is the visual representation of a pivot table in Excel. Pivot charts and pivot tables are connected with
each other.
Insert Pivot Chart
To insert a pivot chart, simply insert a chart.
1. Click any cell inside the pivot table.
2. On the Insert tab, click Column and select one of the subtypes. For example, Clustered Column.
Below you can find the pivot chart. This pivot chart will amaze and impress your boss.
Note: any changes you make to the pivot chart are immediately reflected in the pivot table and vice versa.
Filter Pivot Chart
To filter this pivot chart, execute the following steps.
1a. Use the standard filters (triangles next to Product and Country). For example, use the Country filter to only show
the total amount of each product exported to the United States.
1b. Because we added the Category field to the Report Filter area, we can filter this pivot chart (and pivot table) by
Category. For example, use the Category filter to only show the vegetables exported to each country.
Change Pivot Chart Type
You can change to a different type of pivot chart at any time.
1. Select the chart.
2. The PivotChart tools contextual tab activates. On the Design tab, click Change Chart Type.
3. Choose Pie.
4. Click OK.
Note: pie charts always use one data series (in this case, Apple). To get a pivot chart of a country, swap the data
over the axis. Select the chart. The PivotChart tools contextual tab activates. On the Design tab, click Switch
Row/Column.
