Microsoft Excel

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Case Study: The power of pivots

The most common reason that people look for advanced Excel training is to learn how to create and use pivot tables. They are a very valuable tool for helping you unlock valuable information from flat sheets of data.

The most important feature of pivot tables is that they allow you to manipulate your data in a very flexible way, which is not limited by the rigid table structure of the source data.

To identify the data you need, start by describing the result you need. For example, if I need to report on the monthly sales total for each client, I will need client name, invoice date and total. When I create a Pivot Table using these columns as the source, I can very quickly see automatic totals against each client, and automatically group the invoices to get totals for each month.

Now I can choose to express this as a graph (Insert Pivot Chart), or filter the result for each of my products by adding a Product Code and putting it in the Page Field area at the top.

If you make use of Page fields, the Show Pages command (Excel 2003) or Show Report Filter Pages (Excel 2007) will automatically generate separate sheets with individual pivot tables for each value in the Page field. It's quite nice to sit back and watch while Excel creates spreadsheets for you!