We, data junkies, love pivot tables. We think pivot tables are solution for everything (except for may be global warming and that broken espresso machine down stairs).
Today, we are going to learn 5 awesome pivot table tricks that will make you a star.
Click on these links to jump to tips.
Drill down pivot tables | Change Summary from Total | Slice & Dice Pivots | Difference from last month | Calculated Fields in Pivots
(If you are not familiar with basic pivot tables, you should check out this excellent pivot tables tutorial)
1. Drill down on your Pivots with Double click
This is by far the simplest and most powerful pivot table trick I have learned. Whenever you want to see the values behind a pivot field just double click on it.
Lets say, the sales of Lawrence in Middle region is $5,908 and you want to know which items contribute for this total, when you double click on the number $5,908 excel will show a list of all the records that add up to this number, neatly arranged in a new worksheet. Instant drill down.
See this magical trick in action.
2. Summarize Pivot Data by “Average” or some other formula
By default excel summarizes pivot data by “sum” or “count” depending on data type. But often you may want to change this to say “average”, to answer questions like “what is the average sales per product”. To do this, just right click on pivot table values (not on row or column headings) and select “summarize data by” and select “Average” option.
(In excel 2003, you have to do this from “field settings” menu option)
3. Slice & Dice your Pivot Tables with Grace
Re-arranging pivot table layouts is as easy as shuffling a pack of cards. Just drag and drop the fields from row areas to column areas (vice-a-versa) and you have the pivot table rearranged.
Here is a simple screencast explaining the secret
4. Show difference from last month (or year) without bending backwards
We all know that you can show monthly summaries using Pivots. But what if your boss wants you to also include “difference from previous month” as well? Now, dont rush back to source data and add new columns. Here is the right trick to make you a star.
- Just use field settings to tell excel how you want the data to be summarized.
- Right click on any pivot table value, select “value field settings”
- Now go to “Show value as tab” and Change “Normal” to “Difference from”
- Select “Previous” from Base-item area. Leave Base field as-is.
Now, your pivot is updated to show difference from previous column.
Bonus: There are quite a few value field settings you can mess with. Go play and discover something fun. 🙂
5. Add new dimensions to your Pivot Reports with Calculated Fields
Let us say you have both “sale” and “profit” values in your source data. Now, your boss wants to know “profit %” in the pivot report (defined as Profit/Sales). You need not add any extra columns in your source data, instead you can define custom calculated fields with ease and use them in pivot reports.
- To do this, Go to pivot table options ribbon, select “formulas” > “calculated field”
- Now define a new calculated field by giving it a name and some meaningful formula.
- Make sure you adjust the cell formatting so that output of calculation can be displayed (for eg. change number to % format)
(In excel 2003, the formula option is available from Pivot menu in toolbar)
See this tip in action:
What is your favorite pivot table trick?
Do you like pivot tables? What are your favorite tricks? What areas do you face difficulties? Tell me using comments.
Learn More about Pivot Tables:
- Excel Pivot Table – Tutorial (there is a video too)
- Authentic Resource on Pivot Tables from Debra
- Grouping Data in Pivot Tables
Now if you excuse me, I will go check that espresso machine and see if the beans need a refresh.
27 Responses to “9 Box grid for talent mapping – HR for Excel – Template & Explanation”
Great stuff! I can understand how to add a slicer to the pivot table, but how do you implement the departmental selector on the 'Filter' formula scheme?
Just saw this on your Youtube channel, and it’s areat idea...!
An easy way to overcome the "ugliness" of pivot tables and get it to look nice (in the format of the Output sheet), would be to simply build a sheet with the nice map at the top, a pivot underneath it and a slicer next to formatted map and then reference each of the 9 cells in the formatted map to the “related” cell in the Pivot.
Keep up the good work!
/Claus
Thanks Claus. That is a great idea 🙂
Hi Chandoo,
This is great! Curious how to make additional columns operate the same as the Department column (ex. have a "manager column") that would allow you to sort a 9 box by manager, area, or team in addition to department?
Feel free to email me if needed! mfry01@minnetronixmedical.com
Happy New Year
Madison Fry
I am curious about the smae thing. I would like to populate the 9 box with other views as well by adding additional columns. IE., I would like to add location, region, etc. Thank you.
This is great, thank you!
How can i see the whole data set of all the teams in the output table. Need a formula that will pick up all the employees
Hello,
Love the template. Thank you. Question - the drop down to pick a department on the Output tab does not seem to work on the downloadable template. Am I doing something incorrectly?
Thank you!
Hi Heather... Thank you. I am using Excel 365 to make the calculations. If you are using an older version of Excel, then the drop-down filter won't work.
Hi
I was able to follow your 9 box grid and modified based my needs. However, you tutorial did not show how to you create the filter for the "Pick a department. Can you kindly share how to create that filter that updated the grid. Thank you.
I am working on this project but I am struggling with the data validation for the department. I copy the worksheets data entry and output as the managers want to see different tabs for each managers.
I updated the source reference for each tab but It does not update the grid based on the new source. The list was updated but it does not populate the grid based on the performance and potential listed.
In addition the hyperlink Update Data and View Talent Map no longer works. Can you please help me.
I keep getting this error message in the pivot table:
This formula is invalid or incomplete: 'The expression is not valid or appears to be incomplete. Please review and correct the expression.
The following syntax error occurred during parsing: Invalid token, Line 1, Offset 14, ‘.
Hi, I used your 9-box excel template with excel 365. First off, thank you so very much. It is incredibly helpful!! My only question is that the boxes aren't big enough for all of the employees (specifically the middle which we call 'Core Employee'). Is there a way to make the boxes larger? Even though it is in excel, I am not able to increase row height (like I normally do in a speadsheet). Any ideas? Thanks again, Jody
Hi Chandoo,
Thanks for the great content. Re. 9 box grid, pls advise how do I increase the size of the box to accommodate more names?
Hi Chandoo,
I figured it out. Excel 365 has the format row height on the ribbon. Thank you
Merci Chandoo pour le modèle proposé,
j'ai une question et un souhait est il possible de développer davantage ce modèle en insérant la photo de chaque employé.
Hi Chandoo!
Great tutorial and tool, thank you! Your tutorial didn't include how to create additional filters on the "Output" tab. Could you please share how you did it?
Can this be done exactly in google sheets?
Hi Chandoo,
Thanks for the video it was really helpful. Is there any way to multi select the dropdown to display multiple or all departments rather than just one at once?
Hello Prish
I have Microsoft 365 and I am struggling to make the boxes larger/unable to increase row height; any idea how you made this work? Specifically in the Output tab where the map is?
Many thanks
Hello Jody, I have Microsoft 365 and I am struggling to make the boxes larger/unable to increase row height; any idea how you made this work? Specifically in the Output tab where the map is? Many thanks
Is there a way to change the 9 box wording descriptions, i.e. Work Horses, to our own internal langauge?
You can edit the file. The descriptions are textboxes.
Hi Chandoo, this is awesome and has worked perfectly. Due to a big organisation the 9 box grid on the output file is too small. I tried adjusting using the row/width ribbon under the format ribbon however it doesn't seem to work. Is there an easier way to adjust this?
Thanks!
When I drag the formula, it doesn't work, and the order I use with the data changes. In the beginning, the order is it is " candidates," " potential," and " performance," but when it goes to another column, it is " Potential," Performance," and "Candidates."Can you help me? Thank you very much, sending love from vietnam
Hi- I am working on the 9 grid project and I am trying to expand the box since I have over 100 names on a few of the columns. How do I do that?
Hi, Thank you this is great stuff and really useful.
As well as department as demonstrated on your clip, how can I display all candidates on the grid at once?
Many thanks in advance