Uncover the magic of Pivot Tables in 5 simple steps

Are you ready to level up your Excel game and unlock the full power of data analysis?

Imagine having the ability to effortlessly summarise and analyse vast amounts of data and gain valuable insights with ease. 

It sounds like magic, right? Almost too good to be true?

Well, I’ve got good news because that magic DOES exist and it’s known as a Pivot Table.

Pivot Tables are a powerful Excel tool that will allow you to calculate, summarise and analyse data so that you can see comparisons, patterns and trends.  

They’re one of my absolute favourite spells to cast over my spreadsheets because they make data so much easier to digest. 

The magic of Pivot Tables transforms complex datasets into organised and interactive tables, enabling you to explore and understand your data from various perspectives.

In this article, I’m going to walk you through the magic of Pivot Tables and show you exactly how they can change the way you summarise your data. I’m about to put that power directly in your hands (and trust me, it’s going to feel good!)

Uncovering the Pivot Table Spell

Creating a basic Pivot Table is a simple process. To cast the Pivot Table spell, you just need to follow these five simple steps:

Step 1: Prepare Your Data

Before diving head first into creating your Pivot Tables, you’ll need to make sure you’ve got the groundwork set. Preparing your worksheet and ensuring that your data is organised in a tabular format is essential. 

To make sure this is done correctly, each of your columns should be given a unique heading, and there should be no blank rows or columns within your data range.

Step 2: Select Your Data Range

Now that your data is prepared, you can select which data you want to analyse.

Start by highlighting the entire data range you want to analyse. This range can span multiple columns and rows. Make sure that you start the range with the headers as well (you’ll need these). I’d highly recommend setting a ‘Named Range’ for use within a Pivot Table… but that’s a story for another day.

Now, let’s move on to the next step.

Step 3: Create Your Pivot Table

With your data range selected, head to the “Insert” tab in Excel’s ribbon. 

Click on the “Pivot Table” button, and a dialog box will appear. You should see your selected range has already been auto-populated into the dialog box. Double-check this to ensure the data has been selected properly (or press F3 to see a list of Named Ranges instead).

In the same dialog box, you’ll also need to choose the location of your Pivot Table. You can place it either in a new worksheet or an existing one. Make your selection and click “OK.”

Step 4: Design Your Pivot Table

Welcome to the world of design!

On the right-hand side of your screen, you’ll find the Pivot Table Fields pane. This is where the magic truly happens. 

In the top half of the pane, you should see those all-important column headers that we selected earlier (I told you you’d need them). Tick the box alongside the header name to include it in your Pivot Table.

In the bottom half of the pane, you find four fields: “Report Filter,” “Column Labels,” “Row Labels,” and “Values.” Your selected column headers will appear in these four fields. You can simply click and drag these to customise the layout of your table. 

Experiment with different combinations to customise your Pivot Table and unleash its full potential, and you’ll see instantly how the report is shaping up on the left side of the screen.

Step 5: Analyse and Explore

Congratulations, you’ve created your Pivot Table! 

Now it’s time to embark on an exciting data exploration adventure. Interact with your Pivot Table by expanding or collapsing rows and columns, applying filters, sorting and even refreshing your data to see real-time updates. 

Watch as your data comes to life, revealing patterns, trends, and hidden insights.

Mastering the Pivot Table Magic

Now that you’ve learned the basic steps to create a Pivot Table, let’s delve a little deeper and explore some of the advanced features and tips to truly master this magical tool.

Adding Calculated Fields

Pivot Tables offer the ability to create custom calculations based on your data. By adding calculated fields, you can perform calculations such as sums, averages, percentages, and more. Unleash your creativity and derive valuable metrics to gain deeper insights into your data.

Formatting and Customising

Make your Pivot Table visually appealing and easy to interpret. This is the fun part. If you’re like me and you like your data to be both organised as well as visually appealing, then formatting and customising your Pivot Table is a must. 

Excel provides a range of formatting options, allowing you to change font styles, colours, borders, and even apply conditional formatting. 

Don’t forget to customise your Pivot Table’s layout by adjusting column widths, sorting data, and choosing suitable summary functions!

Format the fields directly (as opposed to physical cells), in order to keep the formatting even after adjusting the Pivot Table layout.

Refreshing and Updating Data

Data is dynamic, and your analysis should be too. The great thing about Pivot Tables is that they’re easy to keep updated, without having to create them again from scratch. If your data source changes or new data is added, simply refresh your PivotTable to reflect the latest information.

Excel makes it easy to keep your insights up to date, ensuring that you always have the most accurate picture of your data.

Real-World Applications of Pivot Tables

By now you must be itching to get started and create some Pivot Table magic. But what would you use them for in the real world?

Pivot Tables are a great tool for tracking data within your business. They allow you to summarise sales data by product, region, and timeframe, providing an overview of revenue, quantity sold, and average sales per region or product category (or however you need to categorise your sales).

By organising your data in a Pivot Table you’ll be able to easily spot trends, identify top-selling items, and gain effortless insights into sales performance.

Pivot Tables are also a valuable tool when it comes to managing your finances (both business and personal).

Whether it’s tracking expenses, analysing revenue streams, understanding financial ratios, or just monitoring your household expenses, Pivot Tables can streamline your financial analysis. Easily examine income statements, balance sheets, and cash flows, enabling you to make informed decisions and drive financial success.

I was once able to negotiate a FREE Router from my Supplier after using a Pivot Table to calculate the total amount I’d spent with the company during my lifetime as a customer.

Summary

Congratulations, you’ve completed your crash course on the magic of Pivot Tables. Now that you’re armed with this knowledge, you can transform your raw data into actionable insights and become a true Excel Ace.

Pivot Tables are your passport to data exploration, empowering you to uncover patterns, make informed decisions, and impress your colleagues and clients.

Remember, the magic of Pivot Tables is not just a tool; its a gateway to deeper understanding and informed decision-making. 

So, embrace the power of Pivot Tables, and unleash your inner data wizard.

Get ready to transform your data analysis experience and embark on a journey filled with insights, success, and endless possibilities!

Watch out for future Blogs where we explore Pivot Charts as well as Slicers and Timelines.

Excel Ace is here to help you identify the best processes using Excel to simplify and streamline your business. Do you have a question? Get in touch today.