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.
31 Responses to “Beautiful Budget vs. Actual chart to make your boss love you”
Would be considerably easier just to have a table with the variance shown.
On Step 3, how do you "Add budget and actual values to the chart again"?
There are a few ways to do it.
Easy:
1) Copy just the numbers from both columns (Select, CTRL+C)
2) Select the chart and hit CTRL+V to paste. This adds them to chart.
Traditional:
1) Right click on chart and go to "select data..."
2) From the dialog, click on "Add" button and add one series at a time.
One more way to accomplish it is just select the columns into chart. Press Ctrl+C and then press Ctrl+V
Regards
Neeraj Kumar Agarwal
Unfortunately, this doesn't seem to work for me in Excel 2010. The "Var 1" and "Var 2" columns cannot combine two fonts to display the symbol and the figure side-by-side.
Secondly, there is no option to Click on “Value from cells” option when formatting the label options. The only options provided are Series Name, Category Name or Value.
@TheQ47... the emoji font also has normal English letters, so if you use that font, then you should be ok. I am assuming your computer doesn't have that font or hasn't been upgraded for emoji support.
Reg. Excel 2010, you can manually link each label to a cell value. Just select one label at a time (click on labels, wait a second, click on an individual label) and press = and link it to the label var 1 or var 2.
I am using excel 2010, please explain how to apply Step 12
Regards
Neeraj Kumar Agarwal
Hi Neeraj,
"Value from cells" option is only available in Excel 2013 or above. In older versions, you have to manually adjust the label value by linking each label seperately.
Read this please: https://chandoo.org/wp/change-data-labels-in-charts/
Sir, you are just awesome.
Your creativity has no limit.
Regards
Neeraj Kumar Agarwal
Hi Chandoo,
I just found your website, and really love it. It helps me a lot to be an Excel expert 😉
Currently I am facing with a problem at step 11:
Var1 Var2
D30%
A5%
B0%
B4%
B7%
C10%
C13%
D27%
I42%
Though at mapping table, I used windings, here formula uses calibra. How I can change it? I am able to change only the whole cell. In this case numbers will be Windings too.
Thanks for your help!
Hi Mariann... Welcome to Chandoo.org and thanks for your comment.
If you wanted to use symbols from wingdings and combine them with % numbers, then you need to setup two labels. One with symbol, in wingdings font and another with value in normal font. Just add the same series again to the chart, make it invisible, add labels. You may need to adjust the alignment / position of label so everything is visible.
[…] firs article explains how you can enhance your charts with symbols. You can simply insert any supported symbol into your data and charts. To some extend you can […]
You're a good person, thank you to share your knowledge with us, I will try to do in my work
Great visualization of variance. My question is that is this possible in powerbi?
How would you go about it?
HELLO, WHY CANT I FIND VALUES FOR LABELS IN EXCEL 2013
Dear chanddo sir,
What to do if we have dynamic range for Chart. How this will work. can you able to make the same thing works on dynamic range.
Sir Chandoo,
Good Day!
First, I'd like to say that I am very grateful for your work and for sharing all these things with us.
I tried to do this chart but it seems that the symbols don't work with text (abs(var%),"0%") unless we keep the Windings font style.
The problem is, it converts the text into symbol as well and you wont see the 0% anymore. I'm using Windows 7.
WOW - Segoe UI Emoji
This is the greatest discovery for me this month 🙂 Thanks for sharing.
Here's my two-cents:
https://wmfexcel.com/2019/02/17/a-compelling-chart-in-three-minutes/
Sir This is awesome chart, and very easy to made because of your way to explain is very simple , everyone can do. Thank you
one problem i am facing, I hv made this chart , but when i am inserting data table to chart it is showing two times , how can i resolve this
in this chart when i am adding new month data for example first i made this chart jan to mar but when i add data for the apr month graphs updated automatically but labels are missing for that new month
Hi Renuka,
Please make sure the formulas for labels are also calculated for extra months. Just drag down the series and set label range to appropriate address.
So I am playing with the Actual chart here - but amounts are bigger than your - you have 600 as Budget - my budget is 104,000 - is there a way to shorten that I am unaware of
thank you - I LOVE YOUR SITE
Thanks for the tips and tricks on Excel. In the Planned versus Actual chart examples, you use multiple values (ex. multiple Categories in above). How can this be done when we have only 1 set of values? For example if I have only this:
Planned Actual
SOW Budget 417480 367551
How can I create a single bar chart like the one above?
Thank you Chandoo.
This one is just perfect for my Quarterly Review presentation on Operational Budget against Actual Performance for the Hospital I'm currently working with.
Just Subscribed today (10 minutes ago)
Is there a way to make the table of data into a pivot table to be able to add a slicer for the graph due to many different categories and months?
Hi, I tried to modify you template with something appropriate for me, and I found a problem. this template was modified by me started with excel 2010, then 2016 and finally 2019. Same thing - somehow appear an error - or didn't show the emoticons for positive percentage or doubled the emoticons for some rows. I suspect to be from excel. if is need it I can sand you my xlsx for study. Please help if you can.
Hi Chandoo,
Could you please check the Var Formula in Step1. You have mentioned budget-actual and when i did this i got different values but when reversed like actual-budget i got the actual value what you have demonstrated in step1.
Please share your view.
This is a great chart (budget vs. actual). However, in trying recreate it, I cannot color in the UP Down bars individually, and they all become formatted with the same color. I'm using Office 365. Look forward to the feedback.
Thanks.
Dan
pls explain in detail step 7
While in the Excel sheet you have used following formula for Var
Var = Actual - Budget
But
in the note, you have written
Var = Budget - Actual
Good Presentation and Data information.thank you so much chandoo.