Excel - Create a PivotTable report manually Tutorial

In this video, you will learn how to create a PivotTable report manually using Microsoft 365. Pivot table reports are a powerful way to summarize, analyze, explore, and present your data in a report.
This video will guide you through the process of creating a PivotTable and analyzing your data.
By following the steps, you will be able to make sense of your data, especially when you have a large amount of it.
This will help you gain insights and make informed decisions based on your data.

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Objectifs :

This document aims to provide a comprehensive guide on creating and customizing a Pivot Table using book sales data. It covers the necessary steps to prepare the source data, create the Pivot Table, and format it for better readability and analysis.

Chapitres :

  1. Introduction to Pivot Tables
    Pivot Tables are powerful tools in data analysis that allow users to summarize and manipulate large datasets efficiently. In this guide, we will explore how to create a Pivot Table using a dataset containing book sales information, including genres, sales amounts, dates, and store locations.
  2. Preparing the Source Data
    Before creating a Pivot Table, it is essential to ensure that the source data is organized correctly. Here are the key requirements for the source data: - **Headings**: Each column must have a clear heading that will be used as field names in the Pivot Table. - **Consistent Data Types**: Each column should contain the same type of data (e.g., text in one column, currency in another). - **No Blank Rows or Columns**: Ensure there are no empty rows or columns in the dataset.
  3. Creating the Pivot Table
    To create a Pivot Table from the source data, follow these steps: 1. Click any cell within the data range. 2. Navigate to the 'Insert' tab and select 'Pivot Table'. 3. The entire source data will be automatically selected. It is recommended to use a table format for the source data, as it allows for automatic updates when new data is added. 4. Choose to create the Pivot Table on a new worksheet or an existing one by selecting the appropriate option and providing the location. 5. Click 'OK' to create the Pivot Table.
  4. Configuring the Pivot Table Fields
    Once the Pivot Table is created, you will see a list of fields corresponding to the column headings in the source data. You can add these fields to different areas of the Pivot Table: - **Rows**: Text fields (e.g., Genre) are typically added here. - **Columns**: Numeric fields (e.g., Sales Amount) are added as values. - **Values**: This area displays the summarized data, such as totals. - **Filters**: Allows for filtering the data displayed in the Pivot Table. For example, check the 'Genre' field to add it as rows and the 'Sales Amount' field to add it as values using the SUM function.
  5. Formatting the Pivot Table
    To enhance the readability of the Pivot Table: - Right-click on a cell in the 'Sum of Sales Amount' column, select 'Number Format', and choose 'Currency'. Set decimal places to zero for cleaner presentation. - Drag the 'Store' field to the columns area to view sales by genre for each store. - To analyze sales over time, add the 'Date' field to the rows area. To make it more manageable, right-click any date, select 'Group', and choose to group by 'Months'.
  6. Customizing the Pivot Table Design
    To further customize the appearance of the Pivot Table: - Click on the 'Pivot Table Tools' tab and select the 'Design' tab. - Under 'Report Layout', choose 'Show in Outline Form' to separate Genre and Date into distinct columns. - Enable 'Banded Rows' for improved readability. - Explore various style options by clicking the down arrow in the styles section, where hovering over each option provides a preview.
  7. Conclusion
    In this guide, we have covered the essential steps to create and customize a Pivot Table using book sales data. By organizing the source data correctly, configuring the Pivot Table fields, and applying formatting options, users can effectively analyze and present their data. Future videos will delve into sorting, filtering, summarizing, and calculating data within the Pivot Table.

FAQ :

What is a pivot table and why should I use it?

A pivot table is a powerful tool in Excel that allows you to summarize and analyze large data sets quickly. It helps in organizing data into a more understandable format, making it easier to identify trends and insights.

How do I create a pivot table in Excel?

To create a pivot table, select any cell in your source data, go to the 'Insert' tab, and click on 'Pivot Table.' Choose whether to place it in a new worksheet or an existing one, then click OK.

What should my source data look like for a pivot table?

Your source data should be organized in a table format with clear headings for each column, containing consistent data types (e.g., text in one column, numbers in another) and no blank rows or columns.

Can I group dates in a pivot table?

Yes, you can group dates in a pivot table by right-clicking on any date and selecting 'Group.' You can choose to group by months, quarters, or years to simplify your data analysis.

How can I format numbers in my pivot table?

To format numbers in your pivot table, right-click on the cell you want to format, select 'Number Format,' and choose the desired format, such as currency or percentage.

Quelques cas d'usages :

Sales Analysis for a Bookstore

A bookstore can use a pivot table to analyze sales data by genre and store location. By grouping sales data by month, the bookstore can identify trends in customer preferences over time and adjust inventory accordingly.

Monthly Performance Reporting

A sales manager can create a pivot table to summarize monthly sales performance across different regions. This allows for quick identification of high-performing areas and those needing improvement.

Budget Tracking

A finance team can utilize pivot tables to track expenses by category and department. This helps in monitoring budget adherence and identifying areas where costs can be reduced.

Market Research Analysis

A market research analyst can use pivot tables to summarize survey data, allowing for easy comparison of responses across different demographics, which aids in strategic decision-making.

Inventory Management

A retail manager can apply pivot tables to analyze inventory sales data, helping to determine which products are selling well and which are not, thus optimizing stock levels and reducing waste.

Glossaire :

Pivot Table

A data processing tool used in Excel to summarize and analyze data from a larger data set, allowing users to reorganize and group data dynamically.

Source Data

The original data set that is used to create a pivot table, which must be organized with headings and consistent data types.

Fields

The individual columns in the source data that can be used in a pivot table, such as genre, date, sales amount, and store.

Grouping

The process of organizing data into categories, such as grouping dates by month, to make the pivot table easier to read and analyze.

SUM Function

A mathematical function in Excel that adds together a range of numbers, commonly used in pivot tables to calculate totals.

Number Format

The way numbers are displayed in Excel, which can be customized to show currency, percentages, or other formats.

Banded Rows

A formatting option in Excel that alternates row colors in a table to improve readability.

résultat(s)
00:00:07
It has a column for the genre of the books,
00:00:09
the date they were sold, the sales amount,
00:00:13
and the store where they were sold.
00:00:17
Before you create a Pivot Table, the data you're going to use,
00:00:21
referred to as source data, should be arranged correctly.
00:00:25
All the columns should have headings.
00:00:28
The headings are used to name the fields in the pivot table.
00:00:32
Each column contains the same type of data,
00:00:35
for example, text in one column, and currency in another.
00:00:41
And there should be no blank rows or columns.
00:00:45
For this pivot table, we'll use source data that's in a table.
00:00:50
It doesn't have to be in a table, a range of cells can be used as well.
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Click any cell in the data;
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click Insert;
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Pivot table.
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All of the source data is automatically selected;
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in this example, the entire source data table.
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We recommend using a table because, if the table grows,
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the pivot table will automatically include the new data
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when you refresh the pivot table.
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By default, the pivot table will be created on a new worksheet.
00:01:27
If you want, you can create it on an existing worksheet instead
00:01:32
by clicking Existing worksheet, and providing the location.
00:01:38
Click OK.
00:01:40
In our example, a new worksheet with an empty pivot table was created.
00:01:45
In the pivot table fields list, at the top,
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are the fields we'll use to create the pivot table.
00:01:52
They're the same as the column headings in the source data.
00:01:57
At the bottom, are the four areas of a pivot table.
00:02:00
The fields can be added to: rows, columns, values, and filters.
00:02:11
I checked the genre field, and it's added to the pivot table as rows of text labels.
00:02:17
By default, text fields are added as rows, and numbers as values.
00:02:23
Check the Sales amount field, and it's added as a column
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of values that are added using the SUM function.
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Right click a cell in the Sum of sales amount column;
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click Number format; and click Currency.
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I don't want any digits after the decimal place.
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So I set the decimal places to zero;
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click OK, and we can see the total sales for the different genres of books.
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I click and drag the Store field to columns,
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and we can see the sales of genres for each store, along with grand totals.
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An important factor we don't have in the pivot table yet are dates.
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How does sales differ over time?
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I check the Date field, and it's added to the rows area.
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But this many rows of dates, makes the pivot table hard to use.
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Let's group the list of dates: right click any date, and click Group.
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I'll use the default Months, but you can select one or more options,
00:03:37
such as Quarters and Years; click OK.
00:03:42
The dates are grouped under the genres by month; much easier to work with.
00:03:47
And we can see the sales of the genres over time for each store.
00:03:53
When you click any cell in a pivot table,
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the pivot table fields list, and the pivot table tools tab appear.
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When you click outside of the table, they go away.
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Under Pivot table tools, click the Design tab
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to change how the pivot table looks.
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For example, click Report layout, click Show an outline form,
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and now Genre and Date are in separate columns.
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Check banded rows, to make it easier to read across the rows of the pivot table.
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Click the down arrow next to Pivot table styles;
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there are many options.
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When you mouse over them, you get a preview of what
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the pivot table will look like.
00:04:42
Click the style you want, to change the look of the pivot table.
00:04:47
We will cover the Analyse tab in subsequent videos.
00:04:51
Up next: Sort, filter, summarize, and calculate your pivot table data.

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