Ultimate PivotTables Tutorial in Excel 365

Introduction

This tutorial will guide you through the process of creating and analyzing PivotTables in Excel 365, based on an extensive tutorial provided by Simon Sez IT. PivotTables are powerful tools for summarizing and analyzing large datasets, making them essential for efficient data management and reporting in Excel.

Chapter 1: Understanding PivotTables

• What is a PivotTable?

  • A PivotTable is a dynamic table that allows for flexible data analysis and summarization.
  • Unlike standard Excel tables, PivotTables enable you to manipulate data easily without complex formulas.

• Why Use PivotTables?

  • Quickly summarize large datasets (e.g., sales data).
  • Easily visualize data with PivotCharts.
  • Create interactive reports using slicers and filters.

• Prepare Your Data

  • Before creating a PivotTable, convert your dataset into an Excel table by selecting your data and pressing Ctrl + T.
  • Give your table a meaningful name (e.g., "Sales Data").

Chapter 2: Creating a PivotTable from Scratch

• Insert a PivotTable

  • Go to the Insert tab on the ribbon.
  • Click on the PivotTable button or use the Summarize with PivotTable option on the table design ribbon.
  • Choose the data source (your named table) and select whether to place the PivotTable in a new or existing worksheet.

• Setting Up the PivotTable

  • The PivotTable Fields pane will appear. This contains all your column headings from the dataset.
  • Drag fields into the appropriate areas:
    • Rows: Drag fields you want to categorize by (e.g., Region).
    • Columns: Drag fields to break down data further (e.g., Product).
    • Values: Drag the field you want to summarize (e.g., Gross Sales).

Chapter 3: Pivoting the Fields

• Change Analysis Focus Quickly

  • You can easily switch fields in the Rows, Columns, and Values areas to analyze different aspects of your data, such as:
    • Switching Gross Sales for Cost of Goods Sold (COGS) in the Values area.
    • Rearranging to see totals by product and region.

• Utilize Filters

  • To focus on specific data, drag a field (e.g., Product) into the Filters area for dropdown filtering.

Chapter 4: Applying Number Formatting and Totals

• Format Values Correctly

  • Right-click on the values in the PivotTable and select Number Format to apply desired formatting (e.g., currency, accounting).

• Modify Labels

  • Double-click on any labels to rename them for clarity (e.g., changing "Sum of Profit" to "Total Profit").

• Manage Totals

  • Use the Design tab to turn Grand Totals and Subtotals on or off and position them as desired.

Chapter 5: Show Values As and Summarize By

• Show Values As

  • Right-click a value and select Show Values As to display percentages or running totals instead of raw numbers.

• Summarize Values By

  • Change the default summary calculation (sum) to count, average, or other options by right-clicking the value and selecting Summarize Values By.

Chapter 6: Grouping PivotTable Fields

• Automatic Grouping

  • Dragging date fields will automatically group data by year, quarter, and month.
  • Use the Group Field option to customize these groupings.

• Manual Grouping

  • Select items manually (e.g., products) and right-click to choose Group Selection to create custom groups.

Chapter 7: Formatting Error Values and Empty Cells

• Handling Errors and Blanks
  • Access PivotTable Options to specify what to display for empty cells (e.g., zero or a dash).
  • Format error values to show blanks or specific messages.

Chapter 8: Choosing a Report Layout

• Adjust Report Layout
  • Choose between Compact, Outline, or Tabular report layouts for better readability.
  • Enable or disable item labels and blank rows for clarity.

Chapter 9: Applying and Modifying PivotTable Styles

• Customize PivotTable Appearance

  • Apply predefined styles from the Design tab or create a custom style according to your preferences.
  • Use the Themes dropdown in the Page Layout tab to change the overall theme, affecting PivotTable styles.

• Creating Custom Styles

  • Duplicate existing styles or create a new one from scratch, allowing for extensive customization of colors and formats.

Conclusion

In this tutorial, you learned how to effectively create and manipulate PivotTables in Excel 365, including how to format data, group fields, and apply custom styles. As you practice these skills, you will become proficient in analyzing and presenting data clearly and efficiently. For further learning, consider exploring more advanced Excel features or practicing with real-world datasets.