Microsoft Office

Excel 2016 for Windows

PivotTables & PivotCharts

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Learning Technologies, Training & Audiovisual Outreach

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University Information Technology Services

Microsoft Office: Excel 2016 for Windows
PivotTables & PivotCharts
Table of Contents
Introduction ................................................................................................................................................ 4
Learning Objectives..................................................................................................................................... 4
PivotTables .................................................................................................................................................. 5
Creating PivotTables ............................................................................................................................... 5
Analyzing Data with PivotTables ............................................................................................................. 8
Filtering the PivotTable ........................................................................................................................... 9
PivotCharts ................................................................................................................................................ 11
Creating PivotCharts ............................................................................................................................. 11
Filtering the PivotChart ......................................................................................................................... 15
Using Slicers to Filter Data ........................................................................................................................ 17
Inserting Slicers into your PivotTable or PivotChart ............................................................................. 17
Additional Slicer Options ...................................................................................................................... 19
Additional Help ......................................................................................................................................... 19

Introduction
This booklet is the companion document to the Excel 2016: PivotTables and Pivot Charts workshop.
The booklet will explain PivotTables and Pivot Charts, how to create them, and how to use them to
quickly analyze large quantities of data.

Learning Objectives
After completing the instructions in this booklet, you will be able to:
Define PivotTables and Pivot Charts
Insert PivotTables
Insert Pivot Charts
Filter information in your PivotTable and Pivot Chart
Use Slicers

Revised: 6/28/2016

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PivotTables
PivotTables are a powerful tool in Excel that will allow you to quickly summarize, sort, filter, and
analyze data. They can handle large amounts of data in lists and tables by organizing data, on the fly,
by different rows and columns. This is faster, and more flexible for analyzing your data, as you dont
need to rely on formulas.
For example, you could have a spreadsheet that contains information on salespeople, products sold,
regions, items sold, etc. Using a PivotTable, you can quickly organize the data so different relationships
are visible (e.g. Who is the top salesperson? What product has sold the most?).

Figure 1 - Sample Sales Spreadsheet

Note: When working with PivotTables, the data should contain your titles in a single row, and the table
should not contain any empty cells.

Creating PivotTables
The following will show you how to create a PivotTable using the sample sales spreadsheet as an
example:
1. In the Ribbon, Click the Insert tab.

Figure 2 - Insert Tab

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2. Under the Tables grouping, Click PivotTable.

Figure 3 - PivotTable

3. The Create PivotTable window will appear. Excel will automatically select the data it thinks you
want to use to create your PivotTable.

Figure 4 - Create PivotTable Window

Note: To select a different range from what Excel has suggested, Click the cell selection box and use
the mouse to select a new range.
4. Under Choose where you want the PivotTable report to be placed, select New Worksheet.

Figure 5 - Create PivotTable on a New Worksheet

5. Click OK.

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6. The PivotTable will be created in a new worksheet.

Figure 6 - New PivotTable Worksheet

7. The PivotTable Fields will appear on the right side of the screen.

Figure 7 - PivotTable Fields

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Analyzing Data with PivotTables

After creating your PivotTable, the PivotTable Fields list will display the data ranges that you selected,
and four areas that will make up your PivotTable (Filters, Columns, Rows, and Values). You can quickly
move fields in and out of these areas to view your data in different ways.
For example, we want to use the PivotTable to analyze the data and determine how many sales a
salesperson has made of each product.
1. Drag-and-drop your fields into the filter, column, rows, and values boxes.
a. Filters area fields are shown as top-level report filters above the PivotTable (See Error! R
eference source not found.).
b. Columns area fields are shown as Column Labels at the top of the PivotTable (See Error! R
eference source not found.).
c. Rows area fields are shown as Row Labels on the left side of the PivotTable (See Error! R
eference source not found.).
d. Values area fields are shown as summarized numeric values in the PivotTable (See Error! R
eference source not found.).

Figure 8 - Select PivotTable Fields

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2. The PivotTable will change to show the fields in their respective locations, showing total sales
for each sales person by product.

Figure 9 - PivotTable Results

Filtering the PivotTable

The following shows how to filter information within a PivotTable:
1. Next to a Field Header, click the drop-down arrow.

Figure 10 - Drop-Down Button

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2. A Drop-down menu will appear with values for the field listed below.

Figure 11 - Filter Values

3. Click the checkboxes to select/deselect values that you want to filter for.
4. Click OK to apply your filter.
5. A filter icon will appear next to the drop-down arrow to indicate a filter has been applied to the
field.

Figure 12 - Filter Applied

6. To remove the filter, click the drop-down arrow.

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7. The drop-down menu will appear. Click Clear Filter From to remove the filter.

Figure 13 - Clear Filter From

PivotCharts
Similar to PivotTables, PivotCharts can be used to quickly summarize, sort, filter, and analyze large
amounts of data, and display that data as a visual representation. After creating your PivotTable, you
can create a PivotChart using a variety of available charts (e.g. Pie, Line, Bar) that uses the same field
settings.

Creating PivotCharts
The following will show you how to create a PivotChart from an existing PivotTable:
1. Highlight the data you want to use for your PivotChart.
2. In the Ribbon, Click the Insert tab.

Figure 14 - Insert Tab

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3. Under the Charts grouping, click PivotChart.

Figure 15 - PivotChart

4. The Create PivotChart window appears to allow you to change the data range, choose where
you want the PivotChart to be placed, and choose whether or not you want to analyze multiple
tables. Make your selections and click OK. In this example, a new worksheet will be created.

Figure 16 - Create PivotChart Options

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5. The PivotChart will be placed into your workbook on a new worksheet.

Figure 17 - New PivotChart Worksheet

6. The PivotChart Fields will appear on the right side of the screen.

Figure 18 - PivotChart Fields

Note: You can alter the information that is displayed the same way as with PivotTables. See Analyzing
Data with PivotTables for more information.
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7. To change the chart type, click the chart and click the Change Chart Type in the Data grouping
on the Design tab.

Figure 19 - Change Chart Type

8. Click a Chart Type (see Figure 20).

9. Click the Chart Style you want to use (see Figure 20).
10. Click OK to save the selection (see Figure 20).

Figure 20 - New Chart Selection

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Filtering the PivotChart

The following shows how to filter information within a PivotChart:
1. Next to a Field Header, click the drop-down arrow.

Figure 21 - Drop-Down Button

2. A Drop-down menu will appear with values for the field listed below.

Figure 22 - Filter Values

3. Click the checkboxes to select/deselect values that you want to filter for.
4. Click OK to apply your filter.
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5. A filter icon will appear next to the drop-down arrow to indicate a filter has been applied to the
field.

Figure 23 - Filter Applied

6. To remove the filter, Click the drop-down arrow.

7. The drop-down menu will appear. click Clear Filter From to remove the filter.

Figure 24 - Clear Filter From

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Using Slicers to Filter Data

Slicers can provide greater control over your PivotTable or PivotChart when you are analyzing your
data. Slicers work similar to filtering your information, but allows you to insert tables that you can use
to quickly select values to filter/unfilter. They will show what is currently shown/not shown at a glance.
Slicers can also be adjusted to change their size and color to make them more presentable.

Inserting Slicers into your PivotTable or PivotChart

The following explains how to insert Slicers into your PivotTable:
1. Click within your PivotTable to select it.
2. In the Ribbon, Click the Insert tab.

Figure 25 - Insert Tab

3. Under the Filters grouping, click Slicer.

Figure 26 Slicer

4. The Insert Slicers window will appear with a list of your available fields.

Figure 27 - Insert Slicers Window

5. Click the checkboxes next to the field(s) you want to create slicers for.
6. Click OK.
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7. The slicers will be inserted into your spreadsheet.

Figure 28 - Slicers Inserted

8. Click and drag the slicers to reposition them as necessary.

9. To apply a filter from one of the slicers, click one of the values.

Figure 29 - Using a Slicer

Note: To select multiple values, hold down the shift key while clicking your values.
10. To remove values from your slicer, click the Clear Filter icon in the upper-right hand corner of
the slicer.

Figure 30 - Clear Filter from Slicer

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Additional Slicer Options

When a Slicer is selected, the Slicer Tools Options tab will be available in the Ribbon. From this tab,
you can change the Slicer caption, style, and size of the buttons and window. The following explains
how to access the Slicer Tools Options tab:
1. Click the Slicer.
2. In the Ribbon, click the Slicer Tools Options tab.

Figure 31 - Slicer Tools - Options Tab

3. Additional Slicer tools will be displayed. From here you can alter the slicer captions, styles,
button, and window size.

Figure 32 - Additional Slicer Tools

Additional Help
For additional support, please contact the KSU Service Desk:
KSU Service Desk for Faculty & Staff
Phone:
470-578-6999
Email:
service@kennesaw.edu
Website:
http://uits.kennesaw.edu
KSU Student Helpdesk
Phone:
470-578-3555
Email:
studenthelpdesk@kennesaw.edu
Website:
http://uits.kennesaw.edu

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