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.
39 Responses to “Some charts try to make you an April fool all the time (or why 3d pie charts are evil)”
Another little trick they've used in that pie chart is in the positioning of the car sales in relation to each other. The way in which you present them in the column chart is from highest seller to lowest seller, left to right, which is what we're used to seeing. But in the dastardly pie chart, the two smallest selling cars (the SX4 and the Scala) are placed one either side of the Verna, which serves to make it look bigger again.
Also the perspective at which you look at the pie chart makes the Verna look bigger. From my experimintation, a perspective of around 35-37 degrees makes it look like an even bigger slice, which appears to be what the advertiser has done.
All of this manipulation would make you think of the "photoshopping" or "air-brushing" that is done on photos of models, film stars, and so on, in magazines, to give them the unattainable looks, skin, shape, etc., etc., that many aspire to, but can never reach.
This post is quite the learning experience, thanks very much.
please help!!!! im taking a computer class at SPC in clearwater. i have an excel worksheet to turn in and my pie charts are just blank no pie at all, all the other charts are working but i need #D pie chart can anyone help me to restore the 3D Pie chart??? Emergency
@Amanda
Select the Chart
Right Click it
Change Chart Type
Select a 3D Pie chart type
This is a great example of why I do not like pie charts.
I promise to never make a 3d pie chart. If I ever see one, I promise to not rotate or explode it. I also promise to create alternative charts (usually column, bar, line or scatter plots) so that my audience can see the truth better.
And oh yeah, I promise to bake & eat pies whenever possible. Apart from cakes, pastries, ice creams, biscuits and other assorted fun foods that is.
signed David Onder
Reminds me of the quote ... statistics are like bikinis ... what they reveal is suggestive, what they conceal is vital.
I love that Quote and you are so right, now to get the upper management to understand that!!!
Oh .. and wont it be awesome if u can create a quick decision tree tool for jo so that she can buy shoes :p ... perhaps link it to jabong.com or flipkart.com account and boom ... a spreadsheet shopping tool!
There are a only two acceptable pie charts: actual pie and cheesecake.
My own commitment to the truth is to incorporate pereto graphs (Few, 2006) into most of my bar/column graphs. The pereto is activated by a non-printing check box form control. This method has proven its worth on a number of occasions when presenting data and demonstrating its integrity when challenged - Also gets a kudos point from the boss for foresight, preparedness and professionalism :-).
Leonk
Hi Leon,
Can you elaborate? I'm aware of pareto as the 80/20 rule what do you mean by you "include" it?
@JungleJme
A Pareto Chart is a Ranked Column chart
With the column of the highest Rank occurring at the left and the Smallest column at the right
It highlights the issues with most impact easily
Have a read of: http://chandoo.org/wp/2009/09/02/pareto-charts/
A little part of me dies inside whenever I see presentations from upper level technical management that includes exploded 3D pie charts.
I promise to never make a 3d pie chart. If I ever see one, I promise to not rotate or explode it. I also promise to create alternative charts (usually column, bar, line or scatter plots) so that my audience can see the truth better.And oh yeah, I promise to bake & eat pies whenever possible. Apart from cakes, pastries, ice creams, biscuits and other assorted fun foods that is.signed Luke M
So if the goal is to mislead, 3-D pie charts are great. There is a use for everything.
Definitely agree with you. They did the appropriate thing as a marketing scheme. The chart is not "wrong" in any way, just misleading to the eye.
I think it's an excellent ploy.
I think these are an excellent display of the versatility of storytelling that is allowed by the champion of charts, the pie. Great work Chandoo. See my site for some further examples of effectively working with pie charts. eagerpies.com
Well done Chandoo, all points clearly made; I'd add that there are lies, damned lies, statistics, pie charts and tweaked pie charts.
I never recommend a pie chart but some of my custoners are so stupi are sure their requirements are correct. And the customer is always right (when he is the boss). So no pledge but lots of support.
When I teach charts I ask what is the purpose of charts? Fairly sharp students talk about information over data. The purpose is to make better decisions happen. The accuracy is essential, the usability is essential, but the real gain is when the manager sees what to do to make the figures better.
Why do you have strikethru option in replies that is visble when editing but lost when posted? Of course is this does show a strikethru I must have got it wrong; let's see..
... no thought not. Register aplea for strikethru to work. Thanks
Hand on experience, thank you for sharing this.
My favourite (if that's the right word) is Stve Jobs at
http://www.myspace.com/crazyalaskandude/photos/30206354
Some people must be assumed to know better, in which case it must be intentional.
There's a classic book called How to Lie with Statistics, and another called How to Lie with Maps. Time for How to Lie with Charts?
A time and a place for everything, in my opinion. E.g. pie charts are good for communicating specific things to a wide and general audience, because everyone feels comfortable with the form at least.
3D pie charts are good for giving the appearance of analysis to people who wouldn't read them anyway.
In Excel, I use flattened 3D pie charts because they let me control the rotation of the chart to put the most important slices where I want them. That said, I don't use pie charts very often because my audience doesn't demand them
Sorry, but all kind of 3d stuff is horrible! Better, let's back a pie!
Sorry, but all kind of 3d chart stuff is horrible! Better, let's back a pie!
Ha Ha you are right, but why 3D on a flat screen that doesn't work I think and in the end it's all about the data right..
Call this the chandoo effect!!! Did u check out the same advertisement with a different type of chart in yesterdays newspapers??? Even the marketing managers listen to chandoo.
I've always disliked pie charts for this reason and exploded 3d pie charts makes a liar out of their creators. its like the old man and his fish story.... I promise to never make a 3d pie chart (unless its as a joke). If I ever see one, I promise to not rotate or explode it. I also promise to create alternative charts (usually column, bar, line or scatter plots) so that my audience can see the truth better.
And oh yeah, I promise to bake & eat pies whenever possible. Apart from cakes, pastries, ice creams, biscuits and other assorted fun foods that is.
I teach mathematics at high school, and this article will now feature as a regular teaching tool in the topic Misleading Graphs. Thank you.
...and along those lines, I realise I need to create more exploded 3D pie charts, more over-formatted graphs and more line graphs for categorical data to demonstrate poor graph choice.
...and the staircase graph is even worse than the 3D pie chart. When you analyse it in terms of the amount of yellow on the graph compared to any other colour - particularly green which was second - it appears that Verna holds at least 50% market share.
I ran through this graph as a lesson on Misuse of Graphs. We placed a 5mm grid over the image of the graph and counted the squares. The image is 58% yellow. This surprised the students because they were analysing the chart and interpreting it as about 40%. I remarked that the 58% yellow was influencing their judgement. It was a very good lesson.
Thanks for this great teaching resource.
For most practical reasons, I believe there is no need to use a 3D chart unless a Z-axis is needed for your data -- and pie charts need not be 3D since they don't need to show any axis!
Your method of telling the whole thing in this paragraph is genuinely good, every one be capable of simply
understand it, Thanks a lot.
I agree about pie charts. I didn't recognize the name "Verna" so I had to Google it: Hyundai sells the same car in the US as the "Accent."
I cant stand 3d pie charts. 2d ones are bad enough. And im my opinion the staircase chart is even worse. Note that with the verna we see two sides which gives it a visible width on the page/screen about three times as wide as the second highest scoring one, where we can only see one side of it.
However, I won't make the promise. Whilst I think acurate representation of stats is a morale obligation of those who need to present impartial data, you have to admire the marketing team for not missing a single trick.
Unfortunately with slick charts with the lighting and 3d effects, it makes acurate flat charts look boring and unprofessional to the uniformed 90% who view style over substance.
As an example of this, I was reading information packs from vendors, and out of the dozen or so, not a single one had flat charts....
Hi, Chandoo!
Can we download some chart template like in your post? ))
It is really pretty.
[…] Ah good day to my Tableau disciples. Peace be with you. May your day be free of exploding 3D pie charts… […]
[…] ovšem uvádí Chandoo, kolá?ové grafy lze naproti tomu dob?e využít k manipulaci. Linkovaný p?íklad s videem […]
[…] Even people who have the best of intentions create graphics that mislead just because they don’t know about statistics, they don’t know about logic, they about the principles of visualization. It’s not their fault, just like it was not my fault 10 or 15 years ago. Nobody had educated me. It was only through the process of reading books, studying, and learning from other people that I discovered the many mistakes that I’d made in the past, for example, creating 3D pie charts. […]
I think if the point is to create BS, everything should be not only in 3d but in 4d!
4d FTW
[…] makes it very difficult to visually compare data. A good example of how misleading a 3-D charts can be found here. Less is more. Make your visualizations as simple and clean as possible, it makes them much easier […]