MS EXCEL
Objective:
Microsoft Excel, & learning Pivot Tables & Pivot Charts
Prepared and Presented By: Engr. HAMZA
▪ Objectives/Outcomes
▪ Understand the purpose/ advantage of using
Microsoft Excel. Understand how to create and
manipulate Pivot Tables. Understand how to create
and manipulate Pivot Charts
▪ Understand the purpose/ advantage of using
Microsoft Excel
▪ Understand how to create and manipulate Pivot
Tables
▪ Understand how to create and manipulate Pivot
Charts
▪ Introduction to Microsoft Excel
▪ Microsoft Excel is a powerful spreadsheet software.
▪ It uses a grid of cells to organize data and perform various operations.
▪ Excel offers functions for statistics, engineering, finance, and data
visualization.
▪ Pivot Tables in Excel
▪ Pivot tables are a key feature in Excel for data analysis.
▪ They help extract meaningful insights from large datasets.
▪ Pivot tables organize data for better understanding and decision-making.
▪ Creating a Pivot Table
▪ Step 1: Select any cell within your dataset.
▪ Step 2: Go to the Insert tab and click PivotTable.
▪ Step 3: Excel automatically selects data and opens the PivotTable field list.
Building a Pivot Table
▪ Drag Fields:
▪ Place the "Product" field in Row Labels.
▪ Place the "Amount" field in Values.
▪ Place the "Country" field in Report Filter.
Table Results
▪ Displayed pivot table shows total amounts exported by product.
▪ Bananas are the primary export product in this example.
in Pivot Tables
▪ To sort the pivot table, click any cell in the Total column.
▪ Use the Sort Largest to Smallest button for desired sorting.
Filtering in Pivot Tables
▪ By adding the "Country" field to Report Filter, we can filter by country.
▪ Example: Show products exported most to France.
Changing Summary Calculation
▪ Excel can summarize data using various calculations (e.g., Count, Sum).
▪ Right-click the Total column, choose Value Field Settings, and select the
calculation type.
Two-Dimensional Pivot Tables
▪ You can create two-dimensional pivot tables.
▪ Drag fields to Row Labels, Column Labels, and Values to explore data from
different angles.
Pivot Charts in Excel
▪ Pivot charts visually represent pivot table data.
▪ They are closely connected to pivot tables, making data visualization easier.
Inserting a Pivot Chart
▪ To insert a pivot chart, select any cell in the pivot table.
▪ Go to the Insert tab, choose a chart subtype, like Clustered Column.
Filtering in Pivot Charts
▪ Use standard filters (triangles) to filter pivot charts.
▪ Filters help focus on specific data subsets, e.g., exports to the United States.
▪ Changing Pivot Chart Type
▪ Excel allows you to change the pivot chart type.
▪ Select the chart, go to Design, and click Change Chart Type to
make adjustments.
▪ Advantages of Pivot Charts:
▪ Visual Clarity: Pivot charts offer a visual representation of data, making it easier to understand
complex information and identify trends, patterns, and outliers.
▪ Dynamic Interaction: Users can interact with pivot charts by filtering, sorting, and drilling down
into data, allowing for flexible data exploration.
▪ Ease of Creation: Creating pivot charts in software like Microsoft Excel is relatively simple,
requiring no advanced programming or coding skills.
▪ Real-Time Updates: Pivot charts automatically update when underlying data changes, ensuring
that visualizations remain current.
▪ Aggregation and Summarization: Pivot charts provide built-in aggregation and summarization
options, allowing users to view data at various levels of granularity.
▪ Cross-Tabulation: They enable cross-tabulation, allowing users to analyze data from multiple
dimensions simultaneously.
▪ Integration: Pivot charts are often integrated with pivot tables, offering both tabular and
graphical views of data in a single interface.
▪ Disadvantages of Pivot Charts:
▪ Limited Customization: Pivot charts may have limited customization options compared to dedicated
charting tools, restricting the ability to fine-tune visual elements.
▪ Complex Data: When dealing with very complex datasets, pivot charts may become cluttered and
challenging to interpret.
▪ Dependency on Source Data: Errors or inconsistencies in the source data can lead to inaccurate pivot
chart representations.
▪ Performance Issues: For exceptionally large datasets, pivot charts may experience performance
issues, slowing down data retrieval and rendering.
▪ Limited Chart Types: Pivot chart options are typically limited to basic chart types like bar, column,
line, and pie charts, limiting the choice of visualizations.
▪ Steep Learning Curve: Advanced features of pivot charts may require a learning curve, especially for
users new to data analysis tools.
▪ Lack of Advanced Analytics: While pivot charts are excellent for data exploration and visualization,
they may lack advanced analytical capabilities found in dedicated data analytics software.
▪ Summarize Data:
▪ Select the range of data you want to summarize.
▪ Go to the "Formulas" tab.
▪ Choose a function like SUM, AVERAGE, or COUNT.
▪ Visualize Trends:
▪ Select your data.
▪ Insert a chart from the "Insert" tab.
▪ Choose the type of chart that suits your data (line chart, bar chart, etc.).
▪ Filter Data:
▪ Select your data.
▪ Go to the "Data" tab.
▪ Click on "Filter" to enable filter options for each column.
▪ Sort Data:
▪ Select the column you want to sort by.
▪ Go to the "Data" tab.
▪ Click on "Sort Ascending" or "Sort Descending."
▪ Drill Down:
▪ If you have a pivot table, click on a cell with detailed data.
▪ If using a chart, click on a data point to see more details.
▪ Drill Up:
▪ If you've drilled down, use the "Back" button or undo action to return to the higher-level view.
▪ Change Chart Types:
▪ Click on your chart.
▪ Go to the "Chart Design" tab.
▪ Choose a new chart type from the "Change Chart Type" option.
▪ Add Labels and Titles:
▪ Click on your chart or data.
▪ Go to the "Chart Design" or "Layout" tab.
▪ Add titles, axis labels, and data labels as needed.
▪ Color Formatting:
▪ Click on the element you want to format (cell, chart section, etc.).
▪ Go to the "Home" or "Chart Design" tab.
▪ Use options like "Fill Color" or "Font Color."
▪ Refresh Data:
▪ If using external data sources, go to the "Data" tab.
▪ Click "Refresh" to update data from the source.
▪ Remove Duplicates:
▪ Select the range where you want to remove duplicates.
▪ Go to the "Data" tab.
▪ Click on "Remove Duplicates" and choose relevant columns.
▪ Export and Share:
▪ Go to the "File" tab.
▪ Choose "Save As" to save in a different format.
▪ Use "Share" options for collaboration.
▪ Navigation and Selection: • Cell Editing:
• F2: Edit the active cell.
▪ Ctrl + Arrow Keys: Navigate to the edge of data regions.
• Ctrl + C: Copy selected cells.
▪ Ctrl + Space: Select the entire column of the active cell. • Ctrl + X: Cut selected cells.
▪ Shift + Space: Select the entire row of the active cell. • Ctrl + V: Paste copied/cut cells.
▪ Ctrl + A: Select all cells in the current worksheet. • Ctrl + Z: Undo the last action.
• Ctrl + Y: Redo the last action.
▪ Ctrl + Shift + L: Turn on/off filters for the selected range.
• Ctrl + Enter: Fill the selected cells with the
▪ Ctrl + Backspace: Navigate to the active cell. same data.
• Formatting:
• Ctrl + B: Apply bold formatting.
• Working with Rows and Columns:
• Ctrl + I: Apply italic formatting.
• Ctrl + + (Plus): Insert new rows/columns.
• Ctrl + U: Apply underline formatting.
• Ctrl + - (Minus): Delete rows/columns.
• Ctrl + 1: Format cells dialog.
• Ctrl + Space, Shift + Space: Select the entire column or
• Ctrl + 5: Apply strikethrough formatting.
row.
• Ctrl + Shift + $: Apply currency formatting.
• Ctrl + Shift + "+/-": Group/ungroup rows or columns.
• Ctrl + Shift + %: Apply percentage formatting.
▪ View and Workbook Management: • Data Management:
▪ Alt + Enter: Start a new line within a cell.
• Ctrl + L: Create a table from selected data.
• Ctrl + Shift + K: Insert a new worksheet.
▪ Ctrl + F: Open the Find dialog.
• Alt + D, S: Sort data.
▪ Ctrl + H: Open the Replace dialog. • Alt + D, P: PivotTable and PivotChart Wizard.
▪ Ctrl + Page Up/Page Down: Navigate between worksheets.
▪ Ctrl + Tab: Switch between open workbooks.
▪ Alt + F4: Close Excel.
▪ Formula and Function:
▪ F4: Repeat the last action.
▪ Alt + =: AutoSum selected cells.
▪ Ctrl + ` (backtick): Toggle display of formulas.
▪ Ctrl + Shift + Enter: Enter an array formula.
▪ F9: Recalculate all formulas in the worksheet.
▪ Alt + Shift + F1: Insert a new worksheet.
▪ MICROSOFT EXCEL
Link to learn : https://youtu.be/E8A_iNAie_E
Task 1: Create an Excel Sheet having Columns ( OrderId, Product, Category, Amount, Date, Country)
Task 2: Excel sheet was provided to students for performing the task for this lab and apply all the
features of pivot charts on excel sheet.
1. Summarize Data
2. Visualize Trends
3. Filter Data
4. Sort Data
5. Drill Down
6. Drill Up
7. Change Chart Types
8. Add Labels and Titles
9. Color Formatting
10. Refresh Data
11. Remove Duplicates
12. Apply sum, count, average, max, min and so on
