Learn how to take advantage of one of Excel most powerful tools, PivotTables. I'll take you through the steps on how to create dynamic reports by using the PivotTable simple drag and drop interface.

1. Kyle Pew
Instructor
Create Dynamic Reports with Excel
PivotTables

2. Agenda
• Understanding Excel PivotTables
• Creating and Excel PivotTable
• Creating Excel PivotTable Calculations
• Creating Excel PivotCharts

3. Understanding Excel PivotTables
Excel PivotTables allow the user to take a large set of Excel data, list or table, and summarize the data, converting
it into spreadsheet format.
Excel Table/List (Sales List) Excel PivotTable (Total Sales by Month and Region)
Imagine taking a sales list, detailed records on
all the sales over the past year, and
summarizing that detailed list so you could
report on sales by Month and Region.

4. Excel PivotTable Structure
At their surface Excel PivotTables are not overly complex, time consuming or difficult to create. Once you
understand the basic structure of a PivotTable they are relatively easy to create, edit and maintain. Building a
PivotTable is really just a drag and drop process.
Let’s start by first understanding the structure of a PivotTable. A PivotTable has four components or areas that we
can drop our lists columns headers (Fields) into to create the summarized data.
1. ROW: Create row headers (ex. Months)
2. COLUMN: Create column headers (ex. Regions)
3. VALUE: The cross-section of your PivotTables row and column
headers. (ex. Sales)
4. Report Filters: This area allows you to filter (ex. Filter by Products)

5. Creating and Excel PivotTable –
Step 1Now that we have an understanding of what a PivotTable is and the structure of a PivotTable, let’s next take a
look at how easy and quickly we can summarize a large set of Excel data using a PivotTable.
Step 1: Select your Excel Data (List/Table)
Before you can create the PivotTable you need to
select your data so that Excel knows what data to
use within the PivotTable. You don’t need to
select all of the list, just click into the list
somewhere, anywhere in the list.

6. Creating and Excel PivotTable –
Step 2Step 2: Insert --> PivotTable
1. After you have clicked into your Excel list click on the “Insert” Tab and select “PivotTable”
This will open the “Create PivotTable” window asking where your data is and where would you like to create the
PivotTable. Your data is already selected and the default location for your new PivotTable will be a brand new
worksheet.
2. Click OK in the “Create PivotTable” window and your new worksheet will be created.

7. Creating and Excel PivotTable –
Step 3The new worksheet will contain both your empty PivotTable and the “PivotTable Field List”
1. In the “PivotTable Field List”, on the right side of your
screen, you can now drag a field to one of the four areas
below (Row Labels, Column Labels, Values or Report Filter)

8. Creating PivotTable Calculations
Excel PivotTables are all about summarizing data, but what type of summary are you looking for? Maybe you’re
looking to summarize sales data and you’d like to SUM up the total monthly sales. No problem! Excel SUMs numeric
data by default. But what if a SUM of sales isn’t what you’re looking for? Maybe you’d like to AVERAGE the monthly
sales or find the MAX sale within each month or your boss just asked for a month to month look at the total sales.
Well no need to fear. With a little bit of tweaking in the VALUE section of your PivotTable we can accomplish all of
this, and more.

9. Creating PivotTable Calculations -
Step 1Step 1: Drag a Field into the Value Section
By default when you drag a filed, that contains numeric data, into the VALUE area of a PivotTable the field will
be calculated with the SUM function.

10. Creating PivotTable Calculations -
Step 2Step 2: Value Field Settings
In order to change the VALUE calculation from SUM to another function the field settings must be edited.
1. Left-click on the field in the VALUE area of the PivotTable
Field List
2. Choose “Value Field Settings”
3. You can then choose from your choice of available
functions to summarize your numeric data (COUNT,
AVERAGE, MAX, MIN, etc...)

11. Creating Excel PivotCharts
Once an Excel list/table has been summarized using a PivotTable
it can now be easily and quickly transformed into something more
graphical, a chart. But not just any chart. Charts created based on
the results of a PivotTable are called PivotCharts.
They differing from the standard type of charts in that the
PivotChart is connected to the PivotTable and manipulation to the
PivotTable will change the PivotChart and the opposite is true as
well.

12. Creating Excel PivotCharts – Step 1
Step 1: Creating the Chart
1. This is a simple step. Simply click into the PivotTable,
doesn’t matter where, just as long as you are in the
PivotTable some where
2. On the Analyze Tab choose PivotChart
3. Choose your type of chart to best display your PivotTables
data (Column, Bar, Pie, etc…)

13. Congratulations
You now know how to work with Excel PivotTables. One of the most powerful
tools in Excel.
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14. A Microsoft Certified Trainer (MCT) and a Microsoft Office Master Instructor (MSOMI) with 10+
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By combining my relaxed, yet professional approach to training and my love of gaming I will lead
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Instructor Biography