How to Use Excel Pivot Tables
Excel pivot tables help you organize and sort data easier than a simple spreadsheet. By using data you have already input into an Excel spreadsheet, you can create customizable pivot tables. With a pivot table, you can better sort and view your data. This is especially useful with large spreadsheets.
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Instructions
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1
Open the spreadsheet you’d like to use to make a pivot table.
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2
Highlight the data you want included in your pivot table. Be sure to include headings. You can also specify the range during the pivot table wizard.
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3
Choose the source of the data you want to analyze. You have four options: Microsoft Office Excel list or Database, External Data Source, Multiple Consolidation Range or Another Pivot Table report. Normally, you will use the first option.
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4
Choose Pivot Table in the section Type of Report to Create and choose Next.
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5
Input the range or check to be sure the range you selected in Step 2 is still highlighted. Choose Next.
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6
Choose where to store the pivot table. "New worksheet" creates a completely new worksheet within your workbook. "Existing worksheet" creates the pivot table on the worksheet of your choosing.
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Change any layout or options you want. In Step 3 of the wizard, you can click the Layout or Options button to change the style of your pivot table and options such as the name and calculations.
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Click Finish to create the pivot table.
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9
Drag and drop the heading from the Pivot Table Field List window to the appropriate sections on the blank pivot table. You can remove the fields once you’ve placed them, so you can change as you go.
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Right-click the fields on the pivot table to change and add calculations. You can also add and change options by using the pivot table toolbar that appears once a pivot table is created.
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Customize the look of your pivot table and sort information as needed. Right-click to refresh data if your spreadsheet changes.
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Tips & Warnings
Take some time to play with the various pivot table options. The more familiar with them you are, the more you can do with your pivot table.
Adding and deleting data on your spreadsheet will not affect your pivot table unless you right-click the pivot table and click Refresh Data. This is important to be aware of if you use the pivot table to create reports.
