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.
22 Responses to “Master Excel 2007 Ribbon with this Free Learning Guide”
Thank you, kind sir. Well done with the baby making.
I cannot get signed up for your newsletter. I tied both this email address and churchill2001@hotmail.com. never a response.
I cannot get signed up for your newsletter. I tied both this email address and churchill2001_at_hotmail_dot_com. never a response for either attempt.
@Doug, it shows that your email address is pending verification. Can you check your inbox (and may be spam folder too) for an email from me? The subject will be "Activate Subscription to Get your Free Excel Tips E-book"
[...] PPS: If you are struggling with ribbon, you should check out ribbon learning guide. [...]
Very Useful Info..Keep it up..
@Ajay.. you are welcome 🙂
how do u download microsoft excel for free?
http://www.microsoft.com/en-us/default.aspx
Select Office
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I can't open this pdf. I get the error message:
You do not have the required license to open this file.
Please request a license from the creator of the file, and add it using the license manager and they try opening it again.
What gives??
I downloaded the file again and it worked this time. Strange. (First file was 116 KB, second was 1644 KB... ???)
[...] More ribbon goodness | Free e-book to learn Excel Ribbon [...]
Hi Chandoo,
thanks for sharing your Excel 2007 learning experience with us; unfortunately the link to the pdf of the free Excel 2007 learning guide seems broken: my Acrobate Readers flags: "Unkown file type or corrupte data".
Have a nice day
Michael
well done this is great
Can somebody just provide a link the classic TAB exportedUI files for MS Office 2003 for us to use in office 2007/2010?. searching online, everybody just wnats to make a buck online with silly Classic Tab installers which do nothing more than inport exportedUI files for you.
Don't give me a ribbon how to guide, just give me free exportedUI files. I should not have to pay anyone for this, it is free XML, MS should have included this to begin with.
thanks
Dear.
There are a set of debit values and a set ot credit values in a column. I want a vba code by whcich the debit value plus a single / multiple credit value is zero that needs to be marked .
finally i will come to know out of the avaibale debits which cannot be used the with avilable credits either single or multiple values.
If multiple matching sets are available let it take the 1st or the 2nd one its not an issue.
Column A Ref
-1000 A
-5000 B
-8000 C
800 A
100 A
100 A
2000 B
3000 B
13000
15000
hi...
how to make this add-ins and display in ribbon... check this sample : http://www.cprsoft.com/GCDemo01.htm
thank you sir...
Please tell me format painter short cut key In excel ?
Thanks In Advance
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