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This is what is called "Padlet" that contains an array various links that conveys multiple lessons on creating a Pivot Table in Excel. To begin, staring from left to right click each picture of “padlet” to activate the link. Once you are finish with that web page, close the internet tab an move on to the next padlet.  Each copyright reflects the various works done by illustrator.  Keep in mind, these lessons are under various copyrights laws. If you have any question on the any of the padlets please let me know prior to any sharing or duplication of the lessons. ENJOY LEARNING!

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5 Tips in Building Pivot Tables (Advance Level)

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5 Tips in Building Pivot Tables (Advance Level)

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This padlet contains a video and literature.

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The problem we all face isn't a lack of data; instead, it's finding meaning in huge amounts of data! That's why I advocate for the use of PivotTables, an amazing feature in Excel to summarize and analyze your data.

Seeing the power of PivotTables is as simple as comparing the original data to the PivotTable version; with just a few clicks I was able to see the average item price by state.

As a finance professional, I'm genetically inclined to love spreadsheets. But I also find that I use spreadsheets to organize my creative and freelance work. No matter what you use spreadsheets for, a PivotTable can help you find greater meaning in the data.

In this tutorial, we'll build upon on our starter tutorials on using PivotTables to work better with your data. I'll show you five of my favorite advanced PivotTable techniques.
Throughout this tutorial, I'll use sample data provided by Microsoft on this page. Use this data to recreate the examples or test the features I'm showcasing.

How to Use Advanced Pivot Table Techniques in Excel (Quick Video)

I love teaching with screencasts, which give you a chance to watch me use the features step-by-step. Check out the quick video below which cover five of my favorite advanced Excel PivotTable features:

5 Advanced Excel Pivot Table Techniques

Keep reading for a walkthrough of how to use each of these five features in the written tutorial below, covering: Slicers, Timelines, Tabular View, Calculated Fields, and Recommended PivotTables. Let's get into it.

In this example, I've inserted a slicer for the Item type. After I click on Backpack, the PivotTable shows only that item in the table.

Slicers are point and click tools to refine the data included in your Excel PivotTable. Insert a slicer, and you can easily change the data that's included in your PivotTable.

Many times, I'm developing PivotTable reports that will be used by many others. Adding slicers can help my end user customize the report to their liking.

Check multiple boxes to include a selection of columns, each as their own slicer.

To add a slicer, click within your PivotTable and find the Analyze tab on Excel's ribbon.

Hold Control on your keyboard to multi-select items within a slicer, which will include multiple selections from a column as part of your PivotTable data.

2. Timelines

Browse to Analyze > Insert Timeline to add a Timeline, a special type of slicer that controls the data included in your advanced Excel PivotTable based upon the date.

Tip: If this feature isn't working for you, make sure that your original data has the date formatted as a date in the spreadsheet.

Click and drag within the timeline window to select a specific range of time to include with the PivotTable.

Timelines are a special type of slicer, used to tweak the dates included as part of your PivotTable data. If your data includes dates in it, you really need to try out Timelines as a way to select data from specific time periods.

To add a Timeline, make sure that you've selected a PivotTable (click within it) and then click on the Insert > Timeline option on Excel's ribbon. On the pop-up window, check the box of your date column (or multiple columns) and press OK to create a timeline.

Once the timeline is inserted, you can click and drag the handles in the timeline to change what's included as a part of the PivotTable.

You can change the way your Timeline works by clicking on the dropdown box in the lower right corner. Instead of the timeline showing specific dates, you can change the timeline to show data based on the quarter or year, for example.

3. Tabular View

Choose Design > Report Layout > Show in Tabular Form to work with your PivotTable in a standard spreadsheet style.

Excel's default PivotTable view looks kind of like a waterfall; as you drag more levels of fields into the rows box, Excel creates more "layers" in the data.

Use the Tabular View as a way to make your PivotTable look more like a standard rows and columns view.

The problem is that PivotTables in the standard view are difficult to write formulas on. If you have your data in a PivotTable, but you want to view it more like a traditional spreadsheet, you should use tabular view for your PivotTable.

Why should you use Tabular View? Putting your PivotTable data in the classic, table style view will allow you write formulas on the data more easily, or paste it in a separate report.

For me, it's easier to use the tabular view in Excel most of the time. It looks more like a standard spreadsheet view and feels easier to write formulas and work with the data inside of it. I could also take this view and paste it into a new tab more easily.

4. Calculated Fields

Calculated fields are a way to add a column to your PivotTable that isn't in your original data. You can use standard math operations to create entirely new fields to work with. Take two existing columns and use math to create entirely new ones.

Use Analyze > Fields, Items & Sets > Calculated Field to insert a calculated field inside of your PivotTable.

Let's say that we have sales data in a spreadsheet. We have the number of items sold, and the selling price for each item. This is the perfect time to use a calculated field to calculate the total of the order.

To calculate the total order cost, I've multiplied my existing Unit Price field times the Quantity field.

To get started with calculated fields, start off by clicking inside of a PivotTable and find then click Analyze on the ribbon. Click on the Fields, Items & Sets menu, and then choose Calculated Field.

In the new pop up window, start off by giving your calculated field a name. in my case, I'll name it Total Order. A total order price is the quantity times the price of each unit. Then, I'll double click on the first field name (quantity) in the list of fields in this window.

After I've added that field name, I'll add the multiplication sign, * , and then double click on the total quantity. Let's go ahead and press OK.

I multiplied the total order cost times 1.05 to calculate a cost including sales tax; you can use numeric values along with existing fields.

Now, Excel has updated my advanced PivotTable with the new calculated field. You'll also see the list of PivotTables in the list of fields, so you can drag and drop it anywhere in the report as you need it.

If you don't want to use math on two columns, you can also type your own arithmetic values in the calculated field. For example, if I wanted to simply add 5% sales tax for each order, I could write the following calculated field:

Basically, calculated fields can contain any of the standard math operators, such as addition, subtraction, multiplication and division. Use these calculated fields when you don't want to update the original data itself.

Go to Insert > Recommended PivotTables to try out this feature.

5. Recommended PivotTables

The Recommended PivotTables feature is so good that it feels like cheating. Instead of spending time dragging and dropping your fields, I find myself starting with one of the Recommended configurations.

The recommended PivotTable feature offers a variety of one click options to analyze your data.

This feature is so easy to use that there's not much to say. You can use it to make advanced Pivot Tables in Excel quickly. Simply highlight your data, browse to the Insert tab on Excel's ribbon, and choose Recommended PivotTables.

The pop-up window features a litany of options for creating a PivotTable from your original data. Click through the thumbnails on the left side of this window to view the Recommended PivotTable options Excel generated.

Even though this is an advanced feature that not many users think about, it's also a great tool for starting with PivotTables. There's nothing stopping you from modifying the PivotTable by changing the fields on your own, but this is a time-saving starting point.

I also like this feature as a way to explore data. If I don't know what I'm looking for when I'm starting to explore data, Excel's Recommended PivotTables are often more insightful than I am!

Recap and Keep Learning (With More Excel Tutorials)

This advanced Excel tutorial helped you dive deeper into PivotTables, one of my favorite features to analyze and review an Excel spreadsheet. I use PivotTables to find meaning in large sets of data, which I can make good decisions from and take action.

These tutorials will help you advance your Excel and PivotTable skills to the next level. Check them out:

What do you still want to learn about PivotTables? Let me know about your ideas or questions in the comments below this tutorial.

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How To Make Use of 5 Advanced Excel Pivot Table Techniques

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The problem we all face isn't a lack of data; instead, it's finding meaning in huge amounts of data! That's why I advocate for the use of PivotTables, an amazing feature in Excel to summarize and analyze your data. As a finance professional, I'm genetically inclined to love spreadsheets.

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Pivot Tables for Beginners in Excel 2016

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Pivot Tables for Beginners in Excel 2016

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Microsoft Excel Pivot Table Tutorial for Beginners - Excel 2016 [22/24]

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Learn Pivot Tables in 6 Minutes (Microsoft Excel)

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Excel 2016: Pivot Tables Basics & New Features in 2016

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A pivot table is a program tool that allows you to reorganize and summarize selected columns and rows of data in a spreadsheet or database table to obtain a desired report. A pivot table doesn't actually change the spreadsheet or database itself. In database lingo, to pivot is to turn the data (see slice and dice) to view it from different perspectives.

A pivot table is especially useful with large amounts of data. For example, a store owner might list monthly sales totals for a large number of merchandise items in an Excel spreadsheet. If the owner wanted to know which items sold better in a particular financial quarter, it would be very time-consuming for her to look through pages and pages of figures to find the information. A pivot table would allow the owner to quickly reorganize the data and create a summary for each item for the quarter in question.

Continue Reading About pivot table

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What is pivot table? - Definition from WhatIs.com

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A pivot table is a program tool that allows you to reorganize and summarize selected columns and rows of data in a spreadsheet or database table to obtain a desired report. A pivot table doesn't actually change the spreadsheet or database itself.

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As you may recall, in our previous posts we talked about Information as key word on BIM processes and projects. Although loading this data might be the funniest part, at a certain point we will find ourselves diving into a deep ocean of information which need to be sorted and checked to accomplish quality standards. Keeping our own model clean and organized may not be so difficult if we have a few years working in BIM procedures, but when we work with several collaborators and model authors in the same project we should follow some metodologies to check all this information together and make sure that it is coherent and consistent. Today's recomendation are the interesting Pivot Tables...

Avoiding an endless description regarding benefits of ensuring the quality of the information within our BIM models, today we will focus in one way to perform this task.

To make it interesting, I'll use our add-in to extract a .CSV from a Federated Navisworks file.

*For downloading it click here

*For the related post click here

Now that we have all the info located in our Excel File, lets get it started...

By clicking in Insert > Pivot Table you will get this:

There you will be able to select all the fields you want in your spreadsheet, as well as filters and calculated values. At this point you will be allowed to create as much tables you need by defining different criterias and crossing the information according to different purposes.

As follows, some samples of Pivot Table that I propose for QC
* Naming Convention
How are we naming elements inside the model? Are they accomplishing the BIM Plan? AreTheyUsingCamelCase? UPPER CASE LETTERS? $ῥeçῙfῙc ŞƴmbӨls#_-?
* Workset Criteria
Are the right elements in the right worksets, according criteria defined by the BIM Plan?
* Material Loaded ("blank filter")
Do our doors have the material loaded? I've specified here to show only the blank field on material Name, so we'll see only those with no material loaded.
* Reference Levels
Are our foundations referenced to the correct level?

As you can see, we can set differen types of tables according the information we want to check.

Why I choose Pivot Tables?

Avoid Revit schedules limitations.

Dynamic, fast and easy to modify.

Component and System Families in the same Spreadsheet.

Refresh data in one click.

Get IDs of wrong elements.

Show totals, counts and percents.

Duplicate and change data source.

Expand and collapse data groups.

Predefined design styles.

Are you already creating your own table? Please share!

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As you may recall, in our previous posts we talked about Information as key word on BIM processes and projects. Although loading this data might be the funniest part, at a certain point we will find ourselves diving into a deep ocean of information which need to be sorted and checked to accomplish quality standards.

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One of the slides I whizzed by in my presentation at the OU Statistitcs conference on "Visualisation an Presentation in Statistics" (tweet-commentary notes/links from other presentations here and here) relates to what we might describe as the shape that data takes.

An easy way of thinking about the shape of a dataset is is to consider a simple 2D data table with columns describing the properties of an object and rows typically corresponding to individual things. Often a regular structure, each cell in the table may take on a valid value. Occasionally, some cells may be blank, in which case we can start to think of the shape of the data getting a little bit ragged.

If you are working with data table, then on occasion you may want to swap the rows for columns (certain data operations require data to be organised in a particular way). By swapping the rows and columns, we change the shape of the data (for example, going from a table with N rows and M columns to one with M columns and N rows). So that's one way of reshaping your data.

Many visualisation tools require data to be in a particular shape in order for the data to be visualised appropriately. If you look at the template pages on Number Picture, a new site hosting templated visualiastions built using Processing that allow you to cut, paste and visualise data - if it is is appropriately shaped - at a click.

But where do pivot tables come in? One way is to think of them as a tool for reshaping your data by providing summary reports of your original data set.

Here's how the Goog describes them:

What pivot tables allow you to do is generate reports based on contents of a table using the values contained within one or more columns to define the columns and rows of a summary table. That is, you can re-present (or re-shape) a table as a new table that summarises data contained in the original table in terms of a rearrangement of the cell values of the original table.

Here's a quick example. I have a data set that identifies the laptimes of drivers in an F1 race (yes, I know... again!;-) by stint, where different stints are groups of consecutive laps separated by pit stops.

If you look down the stint column you can see how its value groups together blocks of rows. But how do I easily show how much time each driver (column C) spent on each stint? The time the driver spent on each stint is the sum of laptimes by driver within a stint, so for each driver I need to find out the laps associated with each stint, and then sum them. Pivot tables let me do that. Here's how:

So how does this work? The columns in the new table are defined according to the unique values found in the stint column of the original table. The rows in the new table are defined according to the unique values found in the car column of the original table. The cell values in the new table for a given row and column are defined as the sum of lapTime data values from rows in the original table where the car and stint values in the row correspond to the row and column values corresponding to each cell in the new table. Got that?

If you're familiar with databases, you might think of the column and row settings in the new table defining "keys" into rows on the original table. The different car/stint pairs identify different blocks of rows that are processed per block to create the contents of the pivot table.

As well as summing the values from one column based on the values contained in two other columns, the pivot table can do other operations, such as counting the number of rows in the original table containing each "key" value. So for example, if we want to count the number of laps a car was out for by stint, we can do that simply by changing out pivot table Values setting.

Pivot tables can take a bit of time to get your head round... I find playing with them helps... A key thing to remember is: if you want to express a dataset in terms of the unique values contained within a column, the pivot table can help you do that. In the above example, I was essentially generating the row and column values for a new table based on categorical data (driver/car number and stint number). Another example might be sales data where the same categories of item appear across multiple rows and you want to generate reports based on category.

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Reshaping Your Data - Pivot Tables in Google Spreadsheets

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One of the slides I whizzed by in my presentation at the OU Statistitcs conference on "Visualisation an Presentation in Statistics" (tweet-commentary notes/links from other presentations here and here) relates to what we might describe as the shape that data takes. An easy way of thinking about the shape of a dataset is is to...

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This was originally written as a note on how to build tables with complex values i.e. values other than those supported in pivot tables.It focused on using range names and countif[s]/sumif[s]. One of the side effects was to document the use of range arrays and functional filtering. i.e. specifying an array within a cell and filtering the values down to one. This later piece of functionality has caused me to return to this page more frequently than the table construction. I have amended the tags and inserted this paragraph as finding it proved harder than I wanted.

I was recently doing some analytic work using spreadsheets; I was using pivot tables because they're quick to make, but also felt that the median average best represented my data sets. The Excel pivot table does not support the median as a calculated value.

To solve this problem I used boolean functions and named arrays. This technique can also be used to filter arrays. Once again here is my data.
Figure 1: Data Set
I name the columns in the data array, in this case, I have named the names 'names3' and the values 'values3' because they are on the third tab called 'Booleans + FDs' in the sample spreadsheet.

Functions such as MAX & MEDIAN will take boolean functions instead of an array value and evaluate the boolean function as a filter. These functions must be saved as array functions i.e. by using the [Ctrl][SHIFT] & [ENTER] keys.

{=MAX(IF(names3=J9,values3))}

where J9 contains a string which exists within the names column of the data set.

{=MEDIAN(IF(names3=J9,values3))}

does the same for using the Median function and the picture below shows the effect of using these functions. This is common Excel *IF syntax. The first argument specifies a condition where a 1-dimensional array i.e. a column is specified by name and evaluated, in this case, against a value. In the example above the value is specified as the contents of a cell, an explicit string declaration also works. The second IF function argument is an array of values, and the corresponding value by position in the array is included in the results set. (I have not tested the effect of having different sized arrays.) This IF function replaces the array in the outer function, in the case of our examples above, MAX & MEDIAN.

Technically, this is not a pivot table; the names, Alfie, Bill ... etc, would need to be on the horizontal axis for this to be true, but the Excel techniques will work in that case as well. The sample spreadsheet now includes a pivot table example. ( DFL 7 Feb 2011.)
Figure 2: Filtered Median and Max

This technique also works for frequency distributions. In order to build a frequency distribution, one needs to define the class buckets. I am going to build f(Dave) which has the set values (4,8,8) . My FD maximum is going to be 10, and I am going to have an interval of 1. My buckets are thus (0,1,2,...,10). There are eleven elements. In the example file, I name the bucket array , "buckets". In order to create an FD using the FREQUENCY function one must select an empty array of the same size as the bucket array and then insert the following function,

{=FREQUENCY(IF(names3=F1,values3),buckets)}

The {} means that this is an array function, and must be saved using [Ctrl][SHIFT] & [ENTER] keys. The frequency distribution appears below.
Figure 3: Filtered Frequency Distribution
In case you missed the referene above, I have updated the the sample spreadsheet which is available over http to include the examples in this blog article. The example sheet now includes a pivot table example. ( DFL 7 Feb 2011.)

I discovered the boolean values with the help of my Citihub colleague, Tim Reczek. Thanks Tim. He also pointed me at these three links, which I found useful while solving this problem, these sites also have answers to a bunch of other problems.
Edited: Dave 7th Feb 2011

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Pivoting with medians and filtering frequency distributions in Excel

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This was originally written as a note on how to build tables with complex values i.e. values other than those supported in pivot tables.It focused on using range names and countif/sumif. One of the side effects was to document the use of range arrays and functional filtering. i.e.

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The Slicer: Cutting Pivot Table Data to Size

By Abbott Katz, London-based Excel instructor and freelance writer, author of Excel 2010 Made Simple and spreadsheetjournalism.com.

The difference between a mistake and a shortcoming is in the packaging. If your math teacher tells you 2 plus 2 is 3, it's a mistake; if she tells you it's 4 but expounds her little equation in Sanskrit, it's a shortcoming. (And if you actually speak Sanskrit my analogy exhibits a shortcoming all of its own, doesn't it?)

And so it is with Excel's pivot table filter, an efficient and understated way to isolate and display a set of records from a larger whole that meet a specified criterion, while excluding from view the records that don't. Thus, for example, if you've been entrusted with a spreadsheet tracking campaign contributions by political parties (say in the UK), the filter will let you present only Labour or only Conservative contributions.
Of course, filters aren't confined to pivot tabling. You're all familiar with this button:

Which when clicked, enables the user to extract a subset of records from its superset of data, e.g.

Excel's pivot table Report Filter (called the Page field in an earlier life, a reference that suffered from shortcomings of its own) works similarly, if not quite identically, affording the user a means for pinpointing specific records from a position above the pivot table, as it were. Consider this unremarkable collection of data, which you can download here.

Move the data through a pivot table and assign the fields thusly:

Report Filter: Name

Values: Test Score.

Clicking the Report Filter's down arrow unrolls the list of student names; the next click reports any selected student's score, e.g.:

(Note the default mathematical operation, sum.)

That's surely straightforward, as it's meant to be (imagine 50,000 student test scores cascading down the spreadsheet, for example, instead of our diminutive ten, and the feature begins to make more sense).

That's all well and good, but in the interests of feature richness, Excel's 2007 release enlarged the filter's grasp, empowering it to return multiple entries. Click the Filter's Select Multiple Items option and proceed to tick the desired boxes e.g.:

And you'll wind up with something like this, alas:

The test scores - in the plural - are here indeed summed, but the (Multiple Items) entry in the Report Filter field is Excel's way of stating that you can't know exactly who those items, or students, are - and that's a... shortcoming.

And Microsoft knew it. So by the time release 2010 begged your attention a footnote of sorts attached itself to the Report Filter - the Slicer:

The Slicer is an easy-to-use, curiously free-standing window on the contents of the Report Filter. In our case, if we drag Names away from its Report Filter berth and click PivotTable Tools > Options > Insert Slicer and tick Names, OK, in the Insert Slicers (note the plural reference; more on that later) dialog box, you'll conjure this tableau:

Note the Slicer has inherited the previous Ed/Jane determinations, but in any case you've likely already understood the essential workings of the feature. Click any name, and the Slicer registers that student's score in the Values area; and you can earmark multiple selections by keying the ageless Ctrl-click tandem for non-adjacent names, or Shift-click to nominate contiguous ones (that is, Shift-clicking the first and last items in the span of names).

The Slicer's advantage, then, is in the first instance informational: parachute it upon the data and the user, and everyone else can glimpse precisely those items in the field designated for reporting. And because it isn't locked into place you can drag the Slicer about on the worksheet, and even copy and/or move it to a companion worksheet (just click a Slicer border in order to select it and apply either the good old Ctrl-C or Ctrl-X strategy), where it can continue to finesse the data (you can also delete a Slicer by selecting it by one of its boundaries and pressing Delete).

What the Slicer (and, for that matter, the standard Report Filter) won't do is enable the view below, one about which a student asked me just the other day:

in which the names of the students feature squarely in the pivot table (it should be added incidentally that the Grand Total above is likely irrelevant; you're not likely to care about the total points a filtered set of classmates accumulate, but you might be concerned to determine their average, for example). If you want to realise the above view, you'll need to tow the Names field from the Report Filter into the Row Labels area. Once there, however, the Slicer can continue to sift the names.

On the other hand, one shouldn't get too carried away over that capability, because you can do much the same without the Slicer, by clicking the filter down arrow shadowing the Row Labels header:

Now while it appears as if the Slicer was initiated into Excel's feature set in order to relieve the presentational problem we described earlier, the Slicer also offers up a couple of other substantive assets that could serve the user well. It's not a terribly well-practiced stratagem, but you can stack two fields worth of data into the Report Filter area. For example, download this large collection of school assessments conducted by OFSTED, the UK agency charged with inspecting the nation's educational establishments:

The workbook enables a good many interesting permutations, enabling the journalist to break out several types of assessment scores by type of school, school phase (i.e., primary or secondary), geographical positioning, parliamentary authority, and the like. For starters, then, we could dust off a pivot table bearing this initial structure:

Values: Quality of Teaching (by Average)

Report Filter: Local Authority (education)

Type of Establishment

Now here's the problem. By clicking a particular Local Authority, say the London borough of Barnet, the accompanying filter field - Local Authority - does not automatically confine its data to those kinds of Authorities represented in Barnet. To illustrate: If I leave Barnet in place, and click the Foundation Special School establishment (look here for an explanation of this school type), the Values area yields:

Nothing, and that's because there are no Foundation Special Schools in Barnet; and as such, one might have supposed the double-Report Filter above would have clued the user about that absence, or pre-empted the complication, but it doesn't.

But select the Local authority and Type of establishment Slicers instead and click Barnet in the former, and you'll see:

That's more like it. We see that a selection in one Slicer has a conditioning effect on the other. The Foundation Special School establishment type is dimmed, reflecting that type's absence in Barnet. Click the Birmingham Local authority, by contrast, and Foundation Special School makes itself available. It's a cool and useful feature.

And there's one more generic filter tip you'll want to know about. If you return to the conventional Report Filter mode by dragging a field into its confines and see to it that the field shows (All) - that is, you haven't selected any particular field item - then click PivotTable Tools > Options > Options (in the PivotTable button group) Show Report Filter Pages..., and click OK in the Show Report Filter Pages window (which asks you to decide between filter fields, in the event you've thrown two or more of them into the Report Filter area). Once you've made your choices, Excel immediately turns out a new worksheet for each item in the filtered field - a series of mini-reports compiled around whatever fields you've tossed into the Values area. Thus, if I frame a Pivot Table with these constituents:

Report Filter: Government office region (make sure it shows (All))

Values: Quality of Teaching (set, say to Summarize Values by Average)

and execute the Show Report Filter Pages routine, a parade of new spreadsheet tabs should expand the workbook, e.g.,

with each - reporting the average Teaching score per region.

I don't know about you, but I've been so inspired by all this I'm having a slice for dinner tonight - of pizza, that is.

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The Slicer: Cutting Pivot Table Data to Size | Resources | Data Driven Journalism

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By Abbott Katz, London-based Excel instructor and freelance writer, author of Excel 2010 Made Simple and spreadsheetjournalism.com. The difference between a mistake and a shortcoming is in the packaging. If your math teacher tells you 2 plus 2 is 3, it's a mistake; if she tells you it's 4 but expounds her little equation in Sanskrit, it's a shortcoming.