What is a Pivot Table?
A Pivot Table is a table that we can use for analyzing, summarizing, and calculating data that enables us to visualize trends, comparisons, and patterns in our data in a condensed manner. A Pivot Table is useful for organizing a large amount of data in Microsoft Excel.
Figure 1- Created Pivot Table
Components of a Pivot Table
A Pivot Table is made of:
- Rows
- Columns
- Data fields
- Pages
We can move these components around and it helps us to isolate, sum, expand, and place data into groups in real time.
Employing the Pivot Table
When we have a particular data (the Data must be labeled with headings) that has been labeled, the Pivot Table converts each header of the data into a data option that can be manipulated by us. We have the liberty to remove or add columns containing data.
Benefits of Using the Pivot Table
- Ease of Use – Pivot tables are easy to understand. We can easily summarize our data by dragging the columns to our chosen section of the table.
- Easy Data Analysis – We can analyze a “super-bulky” data with Pivot Tables in one fell swoop. Pivot Tables enables us to filter data we do not want from a large data.
- Quick and Easy Summary of Data – Pivot Tables helps us to reduce a bulky data that is difficult to understand into a comprehensible piece. We can quickly make an informed summary of our data with Pivot Tables.
- Forecasting – With Pivot Tables, we can see trends or patterns in our data. With this, we can make an accurate forecast.
- External Source Link Integration – Apart from creating reports quickly and saving time, Pivot Tables allows us to make use of links from external sources.
How to Create a Pivot Table in Excel
The steps below will walk through the process of Inserting a Pivot Table in Excel.
Setting up the Data
- We will create a Pivot Table with the Data in figure 2.
Figure 2 – Setting up the Data
Creating the Pivot Table
- We will select the range (B3:C13) of the table
- We will click on the Insert tab and click on Pivot Table
Figure 3- Clicking on Pivot Table
Figure 4- Creating the Pivot Table
- We will click on OK to create the Pivot Table in a New Worksheet
- We will select the fields we want to add to the Pivot Table
Figure 5- Created Pivot Table
- We can also add a little change to the Pivot Table by dragging the Sales ($) in the Choose fields to add to report to the COLUMNS beside FILTERS
Figure 6- Pivot Table
Alternative
- We can click on anywhere on the table, click on the Insert tab, and click on Table as shown in figure 3.
Figure 7- Alternative method of Creating a Pivot Table
- We will click on OK
Figure 8- Alternative method of Creating a Pivot Table
- Once we have this table (this is not the Pivot Table), we can either follow the process of figure 3 to insert the Pivot Table or Click on “Summarize with PivotTable” below Insert as shown in figure 8. We will arrive at figure 4 and can proceed as already discussed.
Note
- Under “Choose where you want the PivotTable report to be placed”, we can specify the location where we want the worksheet to be placed. Assuming we select “Existing Worksheet”, a valid location will be an unoccupied cell in the existing worksheet, e.g. Sheet1!$D$3
- No cell within the range of the table should be completely left blank
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