How to Construct Pivot Tables in Excel
A pivot table is a summary and analysis function most commonly used in Microsoft Excel. When collecting data in spreadsheets, pivot tables are used to sort, count, total and categorize the data to make it easier to view and provide powerful analysis. The pivot tables are created in a separate worksheet so the original spreadsheet is not affected; if the data spreadsheet is updated, the pivot table can easily be refreshed and updated.
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Instructions
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Constructing a Pivot Table
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Create your data list in a new spreadsheet. The first row must contain the column headings; also, each column will need to contain similar data types. For example, the row under a column titled "Employee Name" would contain all text characters--not numbers.
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Delete any blank rows in the list, as well as any subtotals you calculated. Your data will be totaled for you in the pivot table.
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Scroll over and highlight the data you want to include in your pivot table, select the "Insert" tab, and then select "PivotTable." A chart will pop up showing the range you selected, click "OK" and you will be brought to a new spreadsheet.
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It is now time to design your table. From the PivotTable Field List shown, drag and drop the column headings shown into the corresponding areas you wish to present your data as: Category (contains the data to be summarized e.g. Office Location), Row Labels (a further detailed Category, e.g. Employee), Values (the values you want to total or count), and Column Labels (the titles of the columns you are showing). The pivot table is now created.
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If you need to update the data, go back to the original spreadsheet and make the necessary changes. The pivot table can be refreshed to the updated data by right-clicking on the pivot table and selecting "Refresh."
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