How To Create A Pivot Table In Excel

Key Takeaway:

  • Organizing and formatting data in an Excel table is the first step to prepare for Pivot Table creation.
  • To build a Pivot Table, navigate to the Insert tab and select Pivot Table, then choose the range of data you want to analyze.
  • Customize your Pivot Table by inserting relevant fields to Rows and Columns, adding fields to the Values section, and modifying the structure.
  • Explore your data using filters, sorting, and slicers. Generate charts to visualize your findings.
  • To share your Pivot Table with others, export it as a PDF or create a template for future use.

Are you struggling with data analysis? Pivot tables can be a powerful tool to quickly summarize and organize your data. You can now easily create them in Excel with just a few steps! Discover how in this informative article.

How to Prepare Data for a Pivot Table in Excel

It’s essential to get ready with your data when you make pivot tables in Excel. Let’s start by organizing and formatting your data in an Excel table. We’ll cover the best methods to arrange your data in columns, format cells and more. Then, we will discover how to add column and row labels for your data. This is very important to make sure your pivot table is easy to read and understand. Let’s get to it and prepare our data like a pro!

Organize and format your data in an Excel table

Open a new Excel workbook and select the cells for the table.

Click the “Insert” tab, then “Table”, and confirm the data range.

Choose a style for the table or customize it.

Organizing and formatting the data in a table lets you sort, filter, search and manipulate it without changing the source.

Use conditional formatting for better visuals. This lets you apply font styles, highlights and shades based on values or rules. Tables are necessary when dealing with pivot tables as they create structure for calculations.

Jake wanted to analyze his company’s yearly revenue by department using a pivot table. But he didn’t have clear records of total sales. He organized his data into a table, which enabled him to calculate each department’s total sales quickly and accurately.

Name columns and rows to make it easier to review results.

Incorporate column and row labels for your data

To incorporate column and row labels for your data, it’s important to understand the importance of labeling. This makes data interpretation easier, especially when working with large datasets.

Labeling also enables you to quickly identify different variables and measurements, speeding up the creation of pivot tables.

Start by opening a new worksheet in Excel and type the headers of each column or row that correspond to your data. Input manually or copy and paste a formatted table. Ensure all cells containing relevant data are in their respective categories.

Large datasets can be cumbersome, so keep labels close together for easier visualization. Labels should be descriptive, yet concise to avoid taking up too much space.

By incorporating column and row labels, users can quickly identify fields to analyze within a given dataset. This enhances the perception of trends and patterns – making the pivot table building process efficient.

Industry organizations offer training courses and certification programs, such as Microsoft Office Specialist (MOS), International Computer Driving License (ICDL), and European Computer Driving License (ECDL). This promotes best practice guidelines for incorporating row and column titles.

Now we’ve incorporated column and row labels, let’s move forward and understand how to build a pivot table in Excel!

How to Build a Pivot Table in Excel

Do you know how to make a pivot table in Excel? It’s a great way to analyze and summarize large data sets. Here’s a guide on how to do it!

  1. First, you’ll need to select the data range for your Pivot Table.
  2. Then, go to the Insert tab and choose Pivot Table.
  3. Lastly, follow the prompts to create it. After this, you’ll have a firm understanding of making Pivot Tables in Excel!

Choose the data range for your Pivot Table

To choose the data range for your Pivot Table, you can follow five simple steps:

  1. Open your Excel spreadsheet and select the entire dataset. Make sure it is in columns and rows with labels at the top.
  2. Head to the Insert tab and click on PivotTable. A pop-up window will appear. Choose either an existing worksheet or a new one.
  3. Select the range of cells containing your data. Type in the cell ranges manually or select them with your mouse cursor.
  4. Click OK to close the window. Your chosen data range is ready to be turned into a PivotTable.

Remember, don’t include any empty cells within your selected dataset. Fill in any blank cells between columns or rows. Also, header labels should be placed above their respective columns or rows.

To navigate to the Insert tab located on top of the Excel ribbon interface. Click the PivotTable button.

Navigate to the Insert tab and select Pivot Table

To build a Pivot Table in Excel, navigate to the Insert tab and select Pivot Table.

  1. Open an Excel spreadsheet.
  2. Click on the Insert tab at the top of your screen.
  3. Select “PivotTable” from the drop-down menu.
  4. A dialog box should appear where you can choose the data range. Make sure it includes headers.
  5. You’ll then see a blank Pivot Table sheet.
  6. Choose which columns you want as rows and which ones as values.
  7. It’s simple once you know how. Experiment with different column combos to find one that works for you.

Follow the prompts to create your Pivot Table


Choose the data to use for your Pivot Table.
Go to the “Insert” tab in Excel and click “PivotTable”.
A window will appear asking you to select a range of data. Select your data and hit OK.
A blank table will appear in a new worksheet. On the right, there are four boxes – Filters, Columns, Rows, and Values. Drag your fields into the relevant box.
Once all the fields are in, you can start analyzing with filters, sorting, and formulas using the tools in the menu at the top.

This tool can save time and provide insights into data without manually sorting it. Just follow the prompts and select variables, to do a detailed analysis.

Your Pivot Table also allows quick changes if needed. You can alter rows or columns quickly to analyze in different ways; allowing creativity when interpreting complex datasets.

Don’t miss out on the powerful tool! It provides accuracy faster compared to manual inputs.

We will discuss further about Customizing Your Pivot Table for Unique Analysis in our next section.

Customizing Your Pivot Table for Unique Analysis

Pivot Tables can be great for analyzing large data sets. To get the most out of them, you must customize them to your needs.

We’ll discuss three techniques:

  1. Firstly, inserting relevant fields to the Rows and Columns is key to organizing your data.
  2. Secondly, adding fields to the Values section can give you in-depth analysis.
  3. Thirdly, you can modify the Pivot Table’s structure for a custom view.

By the end of this section, you’ll know how to tailor your Pivot Table for your unique analysis needs.

Insert relevant fields to the Rows and Columns

To insert relevant fields to the rows and columns of a pivot table, drag and drop the appropriate fields into their sections. The Rows section organizes data from top to bottom. Columns from left to right.

For Rows, include categorical data such as product names, dates, or locations. These are known as “row labels” in Excel. Put numerical data into Columns, for comparison across categories. Called “column labels”. For example, analyze sales revenue by product category and year. Add “Product” and “Year” to Rows and Columns respectively.

Adding fields is easy. Just drag and drop from PivotTable Field List window. You can also rearrange them. Click on field header and drag it around. Experiment with different ways of organizing data until you find one that works.

Pro Tip: For large datasets with many categories or columns, use filters or search functions within the PivotTable Field List window. This saves time when looking for specific fields or categories.

Next up: Add Fields To The Values Section For In-Depth Analysis.

Add fields to the Values section for in-depth analysis

Click and drag the field you want to analyze over to the “Values” section of the PivotTable field list for in-depth analysis.

Once added, select a calculation method like Sum, Average, or Count value of the selected field data.

Decimal Places and/or Number Format can be changed in the Pivot Table itself.

If multiple value fields are added, rename them for easier understanding of their role in the report.

Group some of the values to get a better comprehension with more dimensions. Add Row Labels and Column Labels as per the requirements.

Change the name/title of each Value Field for easy identification.

Customize your Value Fields for quick comprehension of complex sets of data.

Lastly, modify the Pivot Table’s structure if needed.

Modify the Pivot Table’s structure if needed

To make your Pivot Table unique, you may need to adjust the structure. Here is a guide to help:

  1. Click inside the Pivot Table, then select the “Design” tab.
  2. Select an option to modify the structure such as “Layout”, “Report Type” or “Subtotals”.
  3. To add or remove a field, click on its checkbox in the PivotTable Field List window.
  4. Drag fields around in the Values box. After you modify the structure, you’ll have more relevant data.

If there are unnecessary columns or rows, delete them. Change field names for easier identification. Identify the valuable data and make changes.

Organize the data in a hierarchical format. Use color codes or charts/graphs to display trends. The methods depend on the type of data, but formatting makes it easier to understand.

Finally, use Pivot Tables to explore the data. Take advantage of Excel tools such as sorting, filtering, slicing and dicing to pull insights out of the dataset.

Exploring Your Data with Pivot Tables

I’m a devoted Excel user, so I understand the significance of quickly and simply analyzing large volumes of data. That’s where pivot tables are useful. In this part, we’ll look into the potential of discovering your data with pivot tables.

First off, we’ll go over the advantages of using filters and sorting to efficiently organize your data.

Then, we’ll study the option of making charts from your pivot table to form visual representations of your data.

Lastly, we’ll talk about the use of slicers to delve deeper into your data, leading to swifter and more effective analysis.

With these pivot table strategies, you’ll be able to tap into the power of your data and gain essential understanding.

Filter and sort through your data

Want to explore large datasets? Filter and sort!

Click the drop-down arrow in the column header to narrow down results based on specific criteria. Apply multiple filters to refine your search.

Go to the Data tab and click sort for an easy way to arrange information in ascending or descending order. Experiment with different variables to identify patterns or outliers.

Marketing research is a great example of using these techniques. Filter customer data by demographics and sort by purchase history to gain insights into buyer behavior and preferences. Ready for the next step? Generate charts from your Pivot Table!

Generate charts from your Pivot Table

Charts can be a great way to show your data and spot trends. Excel has plenty of options, like bar graphs, pie charts, and line charts. All you need to do is click a few buttons.

Add a chart to your Pivot Table if you want to understand the data better. It will look great and make sense of numerical and text-based info.

Fun fact: In Microsoft Excel 2013 and later, there are over 20 different types of Pivot Chart styles!

Now it’s time to learn about slicers so you can drill down into your data!

Use slicers to drill down into your data

Filter your pivot table with slicers! Just click on the pivot table, go to “Insert” and select “Slicer”. Choose the field(s) you want and click OK.

Slicers give you a list of options from a column or row, so you can easily slice and dice your data. Plus, they update all associated charts and graphs in real-time. You can also customize slicers with different styles, colors, and sizes.

Pro Tip: Connect multiple slicers with one-click filtering. Right-click on one slicer and select “Report Connections”, then choose the pivot table(s) you want to apply it to.

Ready to share your insights? Learn how to share your pivot table with others in a way that’s easy for them to consume!

Sharing Your Pivot Table with Others

Are you an Excel lover? Pivot tables are great for sorting and studying big chunks of data. But what if you want to share your pivot table with others? Don’t worry! I’ll give you some tips on how to export your pivot table to a PDF and keep the layout the same. Plus, learn how to create a template for future pivot tables; saving time when making or updating them. Sharing your pivot table is now a piece of cake!

Export your Pivot Table as a PDF

Exporting your Pivot Table as a PDF? It’s easy! Just follow these 6 steps.

  1. Click the “Insert” tab and select “Pivot Table”.
  2. Go to the “File” menu, click “Export”.
  3. From the options, choose “Create PDF/XPS Document”.
  4. Pick a place to save the PDF.
  5. Name the file for identification.
  6. Press the “Publish” button.

Benefits of exporting as a PDF include:

  • Viewers don’t need Excel or worry about accidentally changing data.
  • Adjust page orientation, margins etc.
  • PDFs are compatible with different software, printers, fonts and devices.
  • Keeps original formatting.
  • Developed by Adobe Systems in 1993.

Create a Pivot Table template for future use

Create a Pivot Table template for future use with ease! To do this:

  1. Open an Excel sheet and select the data you want.
  2. Click ‘Insert’ from the top menu then select ‘Pivot Table’.
  3. In the box that appears, pick where to place it and click ‘OK’.
  4. Customize the Pivot Table by moving columns or adding filters.
  5. To save the design, go to ‘File’ > ‘Save As’ and select ‘Excel Template’ in the drop-down file types. This will save the template so you don’t have to make the same Pivot Table again.

This trick is great for saving time and effort. Streamline your workflow and become more efficient! Give it a try today!

Some Facts About How to Create a Pivot Table in Excel:

  • ✅ A pivot table is a powerful tool in Excel that allows you to summarize and analyze large amounts of data. (Source: Microsoft)
  • ✅ To create a pivot table, first, ensure that the data is organized with column headings and no blanks, and then select the range of data to analyze. (Source: Excel Easy)
  • ✅ Users can customize their pivot table by dragging and dropping fields to create rows, columns, and filters. (Source: Spreadsheeto)
  • ✅ Pivot tables can also be used to create calculated fields, such as sums, averages, or percentages. (Source: Ablebits)
  • ✅ To keep the pivot table up-to-date with new data, users can simply refresh the table, and the changes will be reflected automatically. (Source: GoSkills)

FAQs about How To Create A Pivot Table In Excel

How to create a pivot table in Excel?

To create a pivot table in Excel, follow the steps below:

  1. Select the data range that you want to use in your pivot table
  2. Click on the “Insert” tab in the Excel ribbon and then click on “Pivot Table”
  3. In the “Create PivotTable” dialog box, select the data range and location for the pivot table
  4. Choose the fields that you want to include in the pivot table
  5. Drag and drop the fields into the pivot table and choose the aggregation function (sum, count, average, etc.)
  6. Customize the pivot table by formatting, sorting, filtering, and grouping the data

Why should I use a pivot table in Excel?

A pivot table is a powerful data analysis tool that allows you to summarize, organize, and analyze large amounts of data quickly and easily. By using a pivot table, you can:

  • Collate data from multiple sources into one place
  • Discover patterns, trends, and insights within your data
  • Compare and contrast data from different sources and categories
  • Present data in a clear, concise, and visual format
  • Simplify complex data into manageable, summary-level information

How do I add a calculated field to a pivot table in Excel?

To add a calculated field to a pivot table in Excel, follow the steps below:

  1. Select your pivot table and go to the “PivotTable Fields” pane
  2. Right-click on the field list and click on “Add Measure”
  3. Name your measure and enter the calculation formula
  4. Drag and drop the measure into the values area of the pivot table

Can I refresh my pivot table data?

Yes, it is important to refresh your pivot table data to ensure that it is up-to-date with any changes made to the source data. To refresh your pivot table data:

  1. Select your pivot table and go to the “Analyze” tab in the Excel ribbon
  2. Click on “Refresh” in the “Data” group

How do I sort a pivot table in Excel?

To sort a pivot table in Excel, follow the steps below:

  1. Select the column or row that you want to sort
  2. Go to the “Data” tab in the Excel ribbon and click on “Sort”
  3. Select “Ascending” or “Descending” to sort the data in the chosen direction

How do I filter a pivot table in Excel?

To filter a pivot table in Excel, follow the steps below:

  1. Select the field that you want to filter
  2. Click on the filter button in the column or row header
  3. Select the filter criteria that you want to use (text, number, date, etc.)
  4. Apply the filter to the pivot table by selecting the relevant criteria