2. What Are Pivot Tables?
A pivot table is an interactive worksheet which allows you to summarize
and efficiently analyze large amounts of data
Simplifies everyday data analysis
Allows for complex analysis which would be practically impossible without
pivot tables
A pivot chart is the graphical representation of a pivot table
Data for pivot table analysis must be structured in a “database or list”
format
Columns are considered fields and column headings are field names
Each row is a record
The data set must contain contiguous columns and rows - no blank rows or
columns can exist
2
3. Topics
Data set Overview
Creating a Pivot Table
Understanding the PivotTable Tools Ribbons
Pivot Table Layout Development
Modifying the Pivot Table
Additional Pivot Table Capabilities
Grouping Pivot Table Data
Formatting Pivot Table Reports
Advanced Topics
3
4. Data set Overview
Natural disasters declared by FEMA since 1953
Downloaded as Excel file from http://www.data.gov/raw/1491#
Over 37,000 rows (“records”) of data, indicating:
Key data is easily identified
No blank columns or rows
Without pivot tables, this data
cannot be easily analyzed
4
5. Creating the Pivot Table
Name the Data Range
Highlight data and enter name for the range in Name
Range box (TIP – although not required, try to define range with name)
In this example the data has been named “DisasterData”
Encompasses all columns and rows included in the data
5
6. Creating the Pivot Table (cont.)
Place cursor in Data Range and select Insert > PivotTable
QAT toolbar
shortcut to
“create
PivotTable” is
useful here
PivotCharts is a chart generated rather than a PivotTable.
These are less common in use, so not addressed here.
6
7. Creating the Pivot Table (cont.)
The dialog box to the right
appears
Default settings are to
automatically select range
of data and place PT in a
New Worksheet
Change Table/Range to defined
name (“DisasterData”)
New Worksheet is usually the
desired location
Click “OK” when done
7
8. Creating the Pivot Table (cont.)
You are now in
PivotTable layout
mode
Notice that “PivotTable
Tools” menu appears
Data fields are now
dragged into the report
areas (Filter, Row labels,
column labels and values)
8
9. Understanding the PivotTable Tools Ribbons
Once in the PivotTable Layout mode, the “PivotTable
Tools” Ribbon becomes active
The “PivotTable Tools – Options” ribbon provides the tools
most often used when working with PT’s:
The “PivotTable Tools – Design” ribbon provides the ability
to present your PT in any desired formatting:
9
10. Pivot Table Layout Development
A basic pivottable was
created to simply
identify how many
declared disasters, by
type, have occurred.
Filter is set by state
(select individual state as
desired)
Incident_Type is the row
label and I include
Incident_Type in the
Value area – Excel
automatically anticipates
I want the count of
records.
10
11. Modifying the Pivot Table
Once the PivotTable is structured, it is easily modified by
moving/changing desired fields. If unsure, best approach
is trial and error (very easy to undo).
The “Values” field is controlled through the “Values Field
Settings” dialog box (position cursor in “Values” area of
PT, right mouse click, and select the Value Field Settings
from the pop-up menu)
Change option as desired
Number format revision control
11
12. Modifying the PivotTable (cont.)
Value Field Settings controls
HOW the number is
displayed as well (“Show
Values as”)
Many options to choose
from.
Next page shows two options
Count of occurrences
% of each Incident Type (of
the total occurrences)
12
13. Modifying the PivotTable (cont.)
STATE (All) STATE (All)
Row Labels Count of INCIDENT_TYPE Row Labels Count of INCIDENT_TYPE
Coastal Storm 453 Coastal Storm 1.22%
Dam/Levee Break 3 Both views of Dam/Levee Break 0.01%
Drought 1,292 Drought 3.49%
Earthquake 91 the data are Earthquake 0.25%
Fire 2,220 Fire 5.99%
Fishing Losses 42
extremely Fishing Losses 0.11%
Flood 7,706 insightful Flood 20.79%
Freezing 84 Freezing 0.23%
Human Cause 6 Human Cause 0.02%
Hurricane 7,061 Hurricane 19.05%
Mud/Landslide 3 Mud/Landslide 0.01%
Other 291 Other 0.79%
Severe Ice Storm 1,419 Severe Ice Storm 3.83%
Severe Storm(s) 11,413 Severe Storm(s) 30.80%
Snow 3,479 Snow 9.39%
Terrorist 1 Terrorist 0.00%
Tornado 1,322 Tornado 3.57%
Toxic Substances 8 Toxic Substances 0.02%
Tsunami 1 Tsunami 0.00%
Typhoon 115 Typhoon 0.31%
Volcano 49 Volcano 0.13%
Grand Total 37,059 Grand Total 100.00%
13
14. Modifying the PivotTable (cont.)
Default pivottable options are
controlled/revised through the
“PivotTable Options” dialog box
Set options through these tabs
To access, position cursor anywhere
in PT, right mouse click, and select
the “PivotTable Options” from the
pop-up menu)
14
15. Additional Pivot Table Capabilities
Aside from easily obtaining a summary, and different
slices, of your data, there are several additional powerful
benefits of using pivottables in your data analysis
Drill-down capabilities
Double-click on any “value field” amount and a separate
sheet appears indicating every record that makes that up
(see example on next page)
• These detail sheets need to be deleted when done using
(unless you want them to remain)
Summary reports are easily updated when Source Data
changes (i.e., “DisasterData” information)
15
16. Pivot Table Capabilities – “Drill-Down” Analysis
STATE (All)
Row Labels Count of INCIDENT_TYPE
Coastal Storm 453
Dam/Levee Break 3
Drought 1,292
Earthquake 91
Fire 2,220
Fishing Losses 42
Flood 7,706
Freezing 84
Human Cause 6
Hurricane 7,061
Mud/Landslide 3
Other 291
Severe Ice Storm 1,419
Severe Storm(s) 11,413
Snow 3,479
Terrorist 1
Tornado 1,322
Toxic Substances 8
Tsunami 1
Typhoon 115
Volcano 49
Grand Total 37,059
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17. Pivot Table Capabilities – Updating Reports
If source data changes (e.g., new records added, existing records changed,
etc.), updating reports is very simple:
Verify (or update) range name that the Pivot Table is using(1)
Go to Pivot Table and “Refresh” data(2)
• Manual approach is to position cursor in PT, right mouse-click, and select
“Refresh Data” from the shortcut menu.
(1) This process can be automated through “Dynamic Range Names”. See “Advanced Topics”
slide.
(2) This process can be automated so that each time the Sheet containing the pivottable is
selected, the PT refreshes. See the Advanced Topics slide.
17
18. Grouping Pivot Table Data
Pivot Tables allow for “Grouping” of data based on a
date field. Thus, the data, which is by individual date,
can be easily aggregated and displayed by Month,
Quarter, Year, etc.
Steps to creating a Grouped report
Create report with “Incident_Begin_Date” as the Row
Label.
Position cursor on any date within the PT row field – right
mouse click – and select “Group…”
The next slide shows the “Grouping” dialog box that
appears
18
19. Grouping Pivot Table Data (cont.)
Row Labels are shown as
Days – can revise to
reflect by Months,
Quarter, or Year.
The next slide shows
data grouped by Year,
then Quarter.
19
21. Formatting the PivotTable Report
The “PivotTable Tools – Design” ribbon provides the ability
to present your PT in any desired formatting.
The “PivotTable Styles Options and Styles” provide
automated formatting options.
21
23. Advanced Topics
Dynamic Range Names
Refresh Automatically (upon sheet selection)
GetPivotData
Adding Formula fields to the Pivot Table
Combining PivotTables and Charts for “Dashboard”
presentation
Adding additional “filters” to source data
Examples – provide grouping at a higher level
• States included in FEMA data assigned a Region of the
country
23
24. Contact Information
If additional information is desired or you would like to better understand what our
Business Advisory service capabilities are, please contact:
Don Tomoff (Principal, Business Advisory)
drtomoff@thornhillcpa.com
440-638-7222
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