How to Make a Pivot Table in Excel
Microsoft Excel could be described as one of the most effective tools to work with data. Nevertheless, features are many and fundamental to anyone who operates with data frequently; the pivot table is surely the most pivotal one. Knowing how to make a pivot table in Excel can change the way one approaches summarizing and analyzing data, not to mention the interpretation of the same.
We shall expound on the following: The general information on pivot tables, the importance of pivot tables, a guide on how to make a pivot table in Excel We will also discuss pointers that readers can use effectively in this feature and answers to questions that commonly come up.
What is a pivot table?
A pivot table is an enhanced feature of Excel that allows summarizing certain amounts of data interactively. Pivot tables are used for analyzing, filtering, and viewing your data in different aspects, which greatly reduces the time needed to sort the data rather than doing it manually. Additionally, they come in handy whenever there is a need to make decisions, sort out data, prepare reports, or summarize data using variables that define your data set.
Why Use Pivot Tables?
- Pivot tables simplify the process of analyzing data by allowing users to:
- Offer a way to make quick summaries of big data.
- Examine generative and useful behaviors of pattern, trend, and insight in data.
- Sort and classify data, but without changing the data in the record.
- Design interactive reports enabling the preparation of key decisions.
Step-by-Step Guide on How to Make a Pivot Table in Excel
Below is how to begin with the creation of a pivot table. Let’s dissect each of those to make it simple.
Step 1: Organize Your Data
However, to create the best pivot table, make sure that your data is neatly arranged. Every column must be named, and there should not be any row or column with all empty cells in the dataset. For example, if you are inputting sales data, you might have headers that include Date, Product, Salesperson, Region, and Amount.
Step 2: Select Your Data
For one, to generate a pivot table of your preferred data, choose the data range you desire for analysis. If your data is in a table, Excel automatically picks the data by selecting any blank cell within the table in case of a table.
Step 3: Insert the pivot table
- With your data selected, follow these steps:
- Click on the Insert tab on the Excel toolbar.
- Click on PivotTable.
The next operation of pivot table creation is initializing by Excel; this application will indicate that the data range is not chosen (if it was not chosen by the user at the previous step) and where the new table should be located. If you wish to start a new tab for your work, click New Worksheet, or if you want to put it in the existing tab, click Existing Worksheet.
Once the configuration is set, it is recommended to click OK to create the pivot table immediately.
Well, congratulations! You have just begun to learn how to make a pivot table in Excel!
Step 4: As you will recall from our previous tutorial, selections are the first step in setting up your pivot table fields.
When your pivot table is created, you will find the pivot table field list on the screen’s right side. Here you can move and drop the field (headers) in different areas depending on the kind of analysis you want. These areas include:
Rows: The areas that are located here turn into the rows of the resulting pivot table.
Columns: These signify the columns by placing the fields here.
Values: This area works with numbers; for example, it might be the sum or other arithmetic means.
Filters: Including fields here enables users to perform dynamic filtration on data within the system.
Step 5: Modifying fields in the Pivot Table divisive flawless choice clientele in Autism and PDA that contain centers to rearrange the data in the Pivot Table.
Knowing how to make a pivot table in Excel does not stop with introducing the one. This realized fact indicates that people and data need to be adapted or customized in order to make the analytical process efficient. Here are some common adjustments:
Change Summary Calculations:
However, by default, Excel employs the “Sum” calculation for values. For an average, count, or some other calculation, then click on value in the values area, then click on value field settings and select the required calculation type.
Sorting Data:
Pivot tables come already ordered, but you have the ability to order either rows or columns as ascetically or descended as you like. This feature comes in handy when searching for high or low values in all your data.
Filtering Data:
In the Filters area, you can use only certain data in the created pivot table. For instance, if you wish to see only the sales of a particular region, you just drag the “Region” field to the Filters and then choose your desired region.
Step 6: Formatting the Pivot Table
Having a well-formatted pivot table makes it easier to read and interpret. To format your pivot table, use the following options:
PivotTable Styles:
When you open the Create tab, there are so many styles you can apply for a change on the appearance of the tables.
Conditional Formatting:
Option 3: Use conditional formatting for graphic indicators like color codes or symbols, color scales, or icon sets.
Number Formatting:
To keep your data in check, highlight the values and alter the units from the format unit option in the Excel toolbar, or right-click the highlighted data, click on number format, and select the type you wish for your data, i.e., currency or percentage.
Step 7: Refreshing Your Data
If your original data source is amended in any way, the pivot table used will also need to be recalculated. To do this, right-click any blank area of the pivot table and select Refresh.
How to Use Pivot Tables Most Effectively
Knowing how to make a pivot table in Excel is incredibly valuable, but these tips can take your skills to the next level:
Use Slicers for Quick Filtering:
Filters are one of the techniques of displaying pivot tables, and slicers are one of the filters. You will come across them on the tab called Insert.
Experiment with Calculated Fields:
Every field in a pivot table is computed, and you can enter new fields that you would wish to calculate within our pivot table.
Combine Multiple Data Sources:
This can be useful if you use a number of sheets or tables. In Excel, Data Model can connect the sheets or tables together, and then pivot tables can extract data from the connection.
Conclusion
Another thing that mastering how to make a pivot table in Excel can do is improve your means of analyzing data. A pivot table helps you manage your data and get data that you may not easily see under normal circumstances. Therefore, following these steps and all the given tips, the user can maximize the opportunities that Excel’s pivot table provides to optimize the further workflow with data.
FAQs
Is it possible to build a pivot table with non-numerical values?
Yes, yes, pivot tables may contain number and non-number fields. Text-based data can be easily accumulated in the rows or/and columns areas and, therefore, can be sorted, categorized, or analyzed. However, the Values area is normally used for numerical data since it computes figures.
What are the advantages of learning how to make a pivot table in Excel?
Learning how to make a pivot table in Excel enables one to undertake comprehensive analysis of big data, obtain significantly important relations from them, and use the results for decision-making. This table helps you organize your data dynamically, and this is important for reporting and analysis.
