Excel Pivot tables make data analysis and visualization easy. With the help of these advanced pivot table skills, you can create powerful data analytics and reports.
Table of Contents
#1 - One Slicer, Two Pivots
Slicers are visual filters. You can filter a pivot table or chart by adding a slicer on any field. Do you know that you can link slicer to more than one pivot table? Yes, this advanced usage of slicers makes it handy to update multiple reports with one click.
To link multiple pivot tables to same slicer:
- Right click on the slicer and select “Report connections”
- Check pivot tables that you want to connect.
- Done.
You can use the same approach to link multiple pivot tables with a timeline too.
Here is a video tutorial explaining this trick.
#2 - Distinct Count
We can easily get count, sum, average and median from our data with Pivot Tables. But what about distinct counts? You can use data model feature of Pivot tables to get distinct count.
To get distinct count in pivot tables:
- Select your data and go to insert pivot table screen.
- On that screen, enable “Add to data model” option.
- Click ok to insert pivot table.
- Add the field you want to distinct count to the value field area of the pivot table.
- Go to value field settings and select summarize by “Distinct count”
Here is a video explaining the process.
#3 - Value and Percent in same Pivot
Let’s say you are looking at a pivot report detailing total sales by region. You want to know how much each region’s sales are as a percent of total sales too. That is you want both value and percent in the same report?
Simple, just add the sales field to values area again and this time use “show value as” feature to display number as % of column total.
Here is a video explaining this trick.
#4 - Layout Tricks
By default pivot tables are in compact layout. But you can change the layout, appearance and position of fields to create completely new reports. In this video tip, I will show you several powerful layout ideas to try next time you are making a pivot table.
#5 - Two Tables, One Pivot
We can all create pivot reports from single tables or ranges of data. What if you need to create a pivot from data that is in two or more tables? You can use “Data Model” feature of Excel to connect multiple tables and create pivots from them. This technique opens up doors for advanced data analysis with ease.
To create pivot reports from multiple tables,
- Set up your data as tables. If the data is in ranges, simply create tables from them using CTRL+T or Insert > Table option. [Related: Introduction to Excel Tables]
- Set up relationships to create data model: Imagine one table of your data as Sales information and other table has Customer information. You can link them up. To set up the relationship, just go to Data ribbon and click on relationship button. [Related: Introduction to Excel Relationships]
- Insert a pivot table: Go ahead and insert a pivot table from any of your tables. Make sure check the “Add to data model” option at the bottom of insert pivot screen.
- Create pivots from multiple tables. Now you can mash-up fields from any table to create complex business reports easily.
Here is a video summarizing the whole process with few demoes.
#6 - Two Files, One Pivot
You already know how to make a pivot from data in one file. How about creating a pivot with data from multiple files? You can use Excel Power Query to connect to multiple files and fetch the data. We can then load this data in to “Data model” and create pivot tables from it easily.
To make pivot tables from data in multiple files:
- Use “Get & Transform data” option in Excel data ribbon to connect to your source data files. These can be either spreadsheets or database tables or web pages etc.
- Load data in to data model from Power Query so that Excel can access this data.
- Insert Pivot Table from the data model
[Related: Introduction to Power Query]
Watch this video to understand how to make pivots from multiple files.
#7 - Top 10 Filter
By default Pivot Tables will show all of your data. What if you want to limit the information to just top 10 records. For example, you want to see which of the sales persons are top 10 in a given region? You can use value filters to easily set up such conditions.
To set up top 10 value filter:
- Create your pivot table so that all data shows up.
- Go to filter on the row (or column label) area. Select Value filter > top 10
- Set up the criteria for filtering. You can switch to “Bottom” to see bottom 10 values too.
Here is a video explaining the process of top 10 filtering.
#8 - Measures & DAX with Power Pivot
Excel Data Model is not just for connecting multiple tables and pivoting them. Here is a secret: You can use data model to create power pivot reports too. You can apply extra calculations with DAX (Data Analysis Expressions) syntax. These calculations are called measures.
[Related: What is Power Pivot?]
Here is a quick lesson on DAX & Measures for Excel.
#9 - Grouping Data
Let’s say you have Sales data at daily level, but you want to see totals (or averages) by month. You can use grouping feature of Excel pivot tables to quickly aggregate data to monthly or quarterly or yearly level.
While grouping is a powerful feature of Excel pivot tables, it is not universal. If you have a data model driven pivot, then you have limited grouping choices available (dates can be grouped, but other fields won’t work).
In this trick, I will share two techniques for setting up grouping in Pivot tables to address these concerns.
#9.1 - Grouping Data without Data Model
If your pivot tables are not from data model, you can group any fields.
- Dates can be grouped in to days / months / quarters / years
- Numbers can be grouped by chunks
- Text can be grouped by selecting items on the report
Here is a video detailing grouping options for non-data-model pivots.
#9.2 - Grouping Data WITH Data Model
If your pivot tables are part of data model, then you have limited grouping choices. In Excel 365 / 2019,
- You can group by dates
In all other versions of Excel
- You cannot group by on any field.
The best option for all versions of Excel is to create additional tables and link them up in the data model to mimic grouping behavior. This can be done easily with the help of Power Query.
In this video, I will show you few options to generate groupings from data using Power Query.
#10 - Conditional Formatting for Pivots
You may already know about Excel Conditional Formatting. But do you know that similar rules can be applied to Pivot Tables too?
Yes, conditional formatting for pivots can make them pretty and presentable. My favorite types of CF for Pivots are,
- Heatmaps (colorscales)
- Databars
- Icons
It is very easy to add conditional formatting to a pivot report. Just follow below steps.
- Select any cell with value field for which you want to apply conditional formatting.
- From Home > Conditional Formatting, apply the format you want.
- Initially, the rule will be applied only to the selected cell, But Excel will show a prompt giving choices to change the region. Select the last option (unless you want CF for grand-totals too).
Here is a video explaining some conditional formatting tricks for Pivot Tables.
#11 - Interactive Pivot Charts
You can turn any Pivot Table into a chart easily. With the power of Slicers and Timelines, you can quickly create interactive charts in Excel. Such charts provide intuitive and awesome experience to your users.
To create an interactive pivot chart:
- Create a regular pivot chart (you can add one from a pivot table or create a pivot chart directly from your data)
- Add a slicer or timeline
- Now the chart will change every-time you interact with the slicer.
Here is a video explaining how to create and use interactive pivot charts.
#12 - Dashboard with Pivot Tables
Dashboards provide complete overview of a business in one view. However, they are usually complex and tricky to create. But we can use Power Query Excel Data Model, Measures, Pivot Tables, Slicers and Pivot Charts to create business dashboards quickly.
Here is a call center dashboard built using all the advanced pivot table tricks you have seen so far.
How to create a dashboard with Pivot Tables
- Identity information goals for your dashboard and list them down.
- Create a mock-up (rough sketch) of your dashboard on paper or paint.
- Gather all the necessary data and set up data model (use Power Query if needed)
- Calculate the numbers using Pivot Tables (and simple formulas if needed)
- Insert a worksheet for the dashboard and place items on it by linking them to the pivot tables.
- Add necessary charts, conditional formats
- Insert slicers / timelines as needed.
- Include key messages + alerts as needed.
- Format everything.
While this process may look simple, it requires a fair bit of thought and execution. I created a detailed video explaining the steps and construction for our call center dashboard. Please watch it below to understand everything.
Resources + Next Steps
Downloads
Please click here to download the files for advanced pivot tables page. In the download (zipped file), you will find 4 workbooks:
- For non-data-model pivot table tricks – adv. pivot table tricks – 1
- For data model pivot table tricks + dashboard – adv. pivot table tricks – 2
- Refer to the two files in “Data for Power Query” folder for sample data.
Resources for more Pivot Table goodness
Pivot Tables make data analysis and reporting easy. In this page, I have covered a heap of techniques. But if you are hungry for more, check out below pages too.
Beginner:
- Pivot Table from multiple tables – Data Model & Relationships
- Number and Percentages in same Pivot
- 5 Pivot tables to try when you have too much data
- Sub-totals but only on one level
- Distinct count in Excel Pivot Tables
- How to use Report Filters
Intermediate & Advanced Users:
- All you need to know about Slicers
- Introduction to GETPIVOTDATA
- Getting started with Power Pivot – Percentage of something calculation example
Recommended Websites & Books:
These are my favorite places to learn more about Pivot Tables.
Websites:
- Excel Pivot Tables page on Contextures
- 101 Advanced Pivot Table tips on HowtoExcel
- 50 things you can do with Pivot Tables from MyExcelOnline
Books:
- Excel Pivot Table data crunching by Bill Jelen
- MS Excel Data Analysis and Business Modeling by Wayne Winston
- Excel Bible by J Walkenbach
Next Steps
If you found these examples and tips on Advanced Pivot Tables useful, you will love my online Excel Training Program. In this comprehensive, step-by-step course, you will learn below topics:
- Power Query for data management
- Tables & formatting
- Formulas for data analysis
- Relationships & Pivots
- Charting & Advanced story telling
- Time saving tips & tricks
- Pro user techniques
- Dashboard Reporting
If all of this sounds exciting, please check out Excel School program page for more information & sign up today.
63 Responses to “Custom Chart Axis Formating – Part 2.”
Hui, these are cool little tricks. Not one I need today, but well worth remembering for future dashboards
I recently learned what I thought was a really simple but useful number format. A custom format followed by ;;; will not display 0 values. Example format #,##0.00,,;;; will display 12,570,000 as 12.57 and display 0 as blank. I found that this really helped me reduce some of the clutter on dynamic charts. Thanks for another good article.
Like! 🙂
hi Hui,
Once I have created a custom format, how do I remove/delete it from the list again? I tried a few methods such as right click (no option to remove). I tried hi-lighting the custom format and hit the delete key. Nothing works.
@Fred,
Unlike the Custom Number format dialog for cells they don't have a Delete Button on the Chart Number Formats dialog, Maybe next version?
.
If you don't want to use your Custom Format select one of the built in formats.
hi chandoo and all,
great tips on the formatting.
1 curious answer: Is it possible to highlight Sat/Sun for DATES on x-axis?
assuming i have 1 month of daily product sales, x-axis = dates, y-axies = sum of sales.
thanks!
@Davidlim
.
You have limited options here as you can only use 3 conditional ranges in the [ ] brackets
So you can do something like
[Green][<40787]ddd;[Blue][>40788]ddd;[Red]ddd
This will make:
Dates earlier than September 2011 Green
Dates after September 2nd 2011 Blue
Dates on September 1 or 2nd, 2011 Red
.
Otherwise you can use the techniques where you use a Combination chart and color the weekend column a highlight color to emphasize them
Have a look at: http://chandoo.org/wp/2009/08/26/combo-charts-to-group-times/
Download the file just below:
Download this excel combo chart and play with it to learn more
Select the hidden bars and apply a fill
Great post,
I would like to know a way to apply custom formatting to the horizontal axis.
Suppose, I want to highlight F,G & H in Red
@Fowmy
As far as I'm aware it can't be done using Custom Formats
You can of course use cells lined up under the chart and do the Conditional Formatting in those cells
@Hui:
How do I get the number formats to work on a Dynamic Chart.i.e: Chart with different scaling based on different data sources. For example, if I have five KPI and each have a Target, how do I get the chart to dynamically change number format based on the data selected?
@Donald
Have a read of this Forum and my comments and see if that helps you
http://chandoo.org/forums/topic/making-vlookup-recieve-multiple-formats-of-data
@Hui: Thanx for the speedy comment, I've checked the link and your last comment is almost what I need but I can't get it right for my application. See below my problems. Data below is displayed on the dynamic graph. The Graph only shows two data lines Target and the actual KPI data. on the data line I won't to highlight the numbers based on the info below relative to the Target line.
KPI Target GREEN ORANGE RED
DCR 1 and 1.2
BSS Setup 99 >99 95> and <99 <95
TCH BLK 0.5 and 1
SD BLK 0.5 and 1
UL_TBF S_Rate 90 >85 85> and <90 85 85> and <90 <85
@Donald
Do you want to email me this file
I'm struggling to visualise this
add instructions please
I remember seeing a blog post some time ago about the number format colors. The default green color is ugly, and there was some neat trick to change that into more dark green version. I think it had to do with assigning some code instead of [green].
@Hui: I just forward you a mail now. I've also noticed that the custom only allows two conditions and I struggling to put more custom for same chart. As indicated, the graph has different target format i.e 1% and 95%.
@Donald: I'm not sure what do you want to get in your case, here is what I've used in my dashboard for different KPI values:
[50000]$#,K;0
I have %'s, monthly sales amounts (all > $50000) and invoice counts. However I didn't apply this formatting to the axis number format - it will always have 0 as 0.00% - any ideas how to avoid this?
Formatting in my comment above should be as following: [50000]$#,K;0
one more time:
[50000]$#,K;0@Oleksiy: Follow link on Hui comment (11). Looks like it might address your problem.
@Donald: I have done similar for series values already, just for some reason Chandoo's website modified my comment from "/<1/0.00%; /50000/$#,K;0" where / - [ and ]. 🙂
Problem is that I can't apply this to the axis format as it always has zero.
Thanks, Hui.
Hello Hui, Please suggest how can I highlight ( making it bold or colored) a particular month among 12 months that I put in X axis.
You can use the same technique with Dates that are Dates, but not when they are Text.
That is if your X-Axis has dates, apply a custom number format like
[Red][<=40790]d-mmm;[Black]d-mmm
that is Dates <= 4 Sept 2011 will be Red, others will be Black where 40790 is the serial number for 4 Sept 2011 You can change the Date Format d-mmm to whatever suits you . [Red][<=40790]d-mmm;[Black][<40798]d-mmm;[Green]d-mmm
Red <=4 Sep Black < 12 Sep Green >= 12 Sep
.
The Date fomats can change as well
[Red][<=40790]d mm;[Black][<40798]d-mmm;[Green]d mmmm yy
Red <= 4 Sept; displayed as 4 09 Black < 12 Sept; displayed as 12-Sep Green >= 12 Sept; displayed as 12 September 11
Thanks a lot Hui for your great suggestion. So it is only possible for months not for any other texts!
@Tamoghna
Its possible for any Numbers, %, $, Dates or Times,
Which are all numbers anyway.
It is not possible for Text
If you need to do text, you can consider using Text Boxes or cells behind the chart where you can apply conditional formats to.
So instead of using the Built In axis labels, make the chart transparent and place a number of Columns behind the chart with the approriate text and Conditional Formats in it
A similar approach can be done using Text Boxes linked to cells
Hui,
This is great and very timely because I suddenly have a need for lables that change format according to the values - so thank you.
A quick question however, on a slightly different issue. Is it possible to format the markers so they don't show for a zero value but do show for any value above or below zero.
Thanks,
Linda
@Linda
try a format like
[red]0;[green]-2;;
.
Note the custom format layout is
Positive;Negative;0;Text
.
so by having a third parameter of ;;
you get no format when it is 0
Hui,
Thanks for the quick response. However, I don't seem to know where to type the format. I can see how to do this for the Labels but not for the actual graph marker itself. Esentially I want the marker to show if there is a value, but not if it is 0.
Appreciate your help.
Linda
@Linda
Sorry, I'd misread your requirements
Where your data is, change the formula to be
=if(my formula=0, na(), my Formula)
.
You may have to change the settings
Select chart
Right Click, Select data
Hidden & Empty cells
Adjust to suit
Hui,
Thank you so much that worked well. I had a couple of problems at first because I had the graph type set as a line and the #NA had no effect. However, once I changed it to XY scatter, your suggestion worked like a treat!
Thanks so much for your help
Linda
@Linda
You may want to also have a read of
http://chandoo.org/wp/2010/11/11/highlight-data-points-scatter-line-charts/
Hello Hui,
I have a data validation cell (A1) with a dropdown list for "Qty" and "$$$".
My data set is values that I plot asa Pie Chart (In Column B1).
These values are conditionally read from 2 different tables depending on the drop down list selection for $$$$ or Qty.
I have conditionlly formatted all cells in B1 to display number format as Number (0 decimal places) or Currency $ again dependent on selection made in A1.
Now my pie chart is updating correctly based on my selections and data but the labels do not get formatted to Number or Currency automatically.
How can I conditionally format the labels based on selection in A1?
@Aashtee
You can't conditionally format chart objects against another cell only against there own values.
If the values for Qty and price are different
ie: Price $100-200
Qty 1-20
you can use a Custom Number format like
[Blue][>=100]$#,###.00 ;[Red][<100]#,###;
.
But if they overlap it can't be done
[...] http://chandoo.org/wp/2011/08/22/custom-chart-axis-formating-part-2/ [...]
Hi Hui,
I'm trying to customize the x-axis from 0,1,2,3,4,5 to read: 0, KG, 1, 2, 3, 4, 5. How can I do this?
Also, the x-axis figures are currently on top of my chart, how can I move these to be on the bottom?
Thanks!
@Annie
Try the following Custom Number Format
#;-#;0" Kg";@Thanks! This almost works perfectly, except that the "0" and the "KG" are labels for the same point (0). I need the "0" at 0 and then "KG" then 1, 2, 3,...
Thank you for your help with this!
Select the X Axis
Ctrl 1
Axis Options Tab
Vertical Axis Crosses
Axis Value: 0.0
That didn't change anything.
To clarify, I'm trying to get the x-axis to read: 0 KG 1 2 3 4 5 (evenly spaced). The problem may be in trying to put "KG" in the "1" place, "1" in the "2" place, and so on.
Annie
What type of Chart is this ?
It's a clustered bar chart that I'm using to show when curriculum was developed for different subjects. The y-axis indicates the year the curriculum was developed and the x-axis corresponds to the grade level (KG is short for kindergarten, followed by Class 1, 2, 3, 4 and 5).
@Annie
I'm struggling with an easy solution for this one
One way would be to delete the axis altogether or use a Custom Number format like ;;;
Then setup a manual set of cells with the 0 K 1 2 3 4 etc which would be located behind the chart and then resemble the Axis Labels
or
Setup a Text Box/es with the same Sequence 0 K 1 2 3 4 etc and place that where the axis would be
Once properly located and sized, The Text Box could be grouped with the chart so that they remain fixed to each other.
Hi Annie,
I think this might work for you...basically what Hui said but a couple small tweaks.
use this custom format
General;[<0]"0";"KG"
It will make negatives appear as 0 and 0 appear as KG, positive numbers will remain as they are.
Then select the x-axis and ctrl+1 to go to format axis.
Axis Options
1/Set Minimum to -1 (Fixed)
2/Set Maximum to 5 (Fixed, optional)
3/Vertical axis crosses; Axis Value = -1
In your data, make sure that all data points relating to KG are 0.
Your clustered bar chart should have 0 KG 1 2 3 4 5 for the x-axis labels.
Kyle
THANK YOU SO MUCH!
This worked perfectly. I really appreciate all of your help.
Phew!
Annie
minor note on the customer format I posted...it doesn't need the [<0] in General;[<0]"0";"KG". You can just use General;"0";"KG"
hi drea,
thank you so much !
i am from iran.
this site is very good for me.
this site has very good information from excel.
by
I need to do something like your highlight thousands as K, but to this degree:
1? 0.000001
10? 0.00001 100? 0.0001 1m 0.001 10m 0.010 100m 0.100
1 1.000
10 10.000
100 100.000
1k 1000.000 10k 10000.000 100k 100000.000 1M 1000000.000 10M 10000000.000 100M 100000000.000 1G 1000000000.000 10G 10000000000.000
100G 100000000000.000
From what i've been told i can not express all of that as a chart label number format, so i was looking at other options.
Within VBA and Excel, how can i apply a NumberFormat like this to a chart?
Any help is greatly appreciated!
Russ
Actually the numbers ghot screwed up when i pasted.
They should be like
1K 1000.0
10K 10000.0
100K 100000.0
etc.
If it is just "k"s that you want to add, then using the format #,"k" should work.
My y axis goes from 0 to 1 with increments of 0.1
I want it do be displayed in terms of p10,p20 all the way to p100
For ex instead of 0.1 i want p90 and instead of 0.2 i want p80 all the waiy to p0. Is this possible?
@Yousuf
You can't do maths in Number Formatting apart from the Power of 10 tricks discussed here: http://chandoo.org/wp/2012/01/31/custom-number-formats-multiply-divide-by-any-power-of-10/
However you can still do what you want
Setup your chart
Select the Y Axis and set Max to 1, Min to 0 and Major Unit to 0.1
With the Chart selected Add text boxes and type the text you want for each Axis Point eg: p10, p20 etc
Locate the text boxes in the correct locations using the Axis as a guide
Set the text size, font, Bold etc to suit
Select all the text boxes and group them
Select the axis and set the text color to None
How can I use an image instead of a text on chart axes? I would like to use companies logos instead of using the names on x-axis. Is it possible?
@lonchas
With the chart selected
Select the axis
Set the Custom Number format to "";"";""
This will display the axis without labels
Then paste the pictures in, rescale and position as appropriate
Is it not possible to insert the picture automatically, just associating each label with a picture?
I am trying to do something like that:
http://www.ricaperrone.com.br/2012/09/br12-publico-e-renda/
(pls, see the third image).
I though the images had been inserted directly from cells through a formule.
I have data labels in percentage format. which custom format i should use to have green color fornt if more then 100% and red color font if less then 100%.
@Bisal
try:
[>1][Green]0%;[<=1][Red]0%
I'm hoping you can help. I have a dynamic chart for financial data. Most of the charts have a y axis based on $ with a couple charts that are a %. I can not use a option mentioned above since some of the $s have a negative value. I tried conditional formatting the source, but the 'Link to source' does not pick up the conditional formatting. Is there a way to have the y axis dynamically change from $ to %. I am using a combo box to change the data on the chart.
@Shelley
Can you post or email me a sample file ?
I emailed the file. Did you receive it?
I need this question to be answered for me too. My "linked" data is conditional formatted to be red given some criteria. I want my axis to be red too, but it only picks up the number format, not the conditional formatting.
The “linked” data from my table is conditional formatted to be red based off of some criteria. I want my chart axis to be red too, but it only picks up the number format, not the conditional formatting.
Is there any way to link conditional formatting of sourced data to axis labels?
You are awesome chandoo. Thanks
Hi Chandoo,
Your posts are very helpful.
Is there a way to conditionally format the data label position/location (in addition color, as you have shown in this post)?
I have some line charts with markers showing the same measure from year to year. Each chart has two lines. One of the lines is an average of participants in the group and stays the same. The other line is for each participant and gets updated dynamically to produce about 50 unique charts total. If I put the data labels "above" or "below," they look good for about half the participants, then overlap or are confusing next to each other for the remaining half of the participants (given that the one line is the average of all participants). Right, left, and center do not look good, as they overlap the lines. I tried using the Chart Tools---> Design---> Style 2, which makes the markers bigger and places the data label inside the marker. However, for the 3-4 participants per year who have about average values, the marker for the participant overlaps with that for the average and makes the labels unreadable.
Thank you for any help you can offer!