Pivot Table Tutorial Part 4 - Advanced Pivot Table


This page shows you how to create an advanced pivot table in recent versions of Excel (2007 and later). If you have an earlier version of Excel, go to the page on how to create an advanced pivot table in Excel 2003.

For the example pivot table, we will use an example spreadsheet of company sales figures obtained during the first quarter of 2013. This spreadsheet, which was introduced in Part 1 of this tutorial, is repeated below:

 ABCDE
1DateInvoice RefAmountSales Rep.Region
201/01/20132013-0001$819BarnesNorth
301/01/20132013-0002$456BrownSouth
401/01/20132013-0003$538JonesSouth
501/01/20132013-0004$1,009BarnesNorth
602/01/20132013-0005$486JonesSouth
702/01/20132013-0006$948SmithNorth
802/01/20132013-0007$740BarnesNorth
903/01/20132013-0008$543SmithNorth
1003/01/20132013-0009$820BrownSouth
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For this advanced pivot table example we will create a pivot table that shows the total sales for each month of the year, broken down by sales region and sales rep. The process for creating this Pivot Table is described below. Note that the initial steps are the same as for the basic pivot table in part 2 of this tutorial.

1.

Select any cell within the data range or select the entire data range to be used in your Pivot Table.

Note: If you select a single cell in the data range, Excel will automatically identify, and select the whole data range for your Pivot Table. In order for Excel to successfully do this, the following must be satisfied:

  • Each column in the data range has a unique header
and
  • The data does not contain any blank rows
2.

Click on the Pivot Table button, which is generally (in the latest versions of Excel) located on the left, within the 'Insert' tab.

Excel 2010 Pivot Table Select Button
3.

You will be presented with the window entitled 'Create PivotTable'.

Make sure that the selected range is the range that you want to use for your Pivot Table.

There is also an option asking where you want the Pivot Table to be placed. If you are not sure, select the option 'New worksheet'

Click OK

Excel 2010 Create Pivot Table Window
4.

You will now be presented with an empty Pivot Table, and a 'Pivot Table Field List', which contains the data fields for your Pivot Table. Note that these are the headers from your data spreadsheet.

We want the Pivot Table to show the sums of the sales figures for each month, broken down by region and sales rep.

Therefore, from the 'Pivot Table Field List':

  • Drag the 'Date' field into the area marked 'Row Labels'
  • Drag the 'Amount' field into the area marked 'Σ Values'
  • Drag the 'Region' field into the area marked 'Row Labels'
  • Drag the 'Sales Rep.' field into the area marked 'Row Labels'
Excel Advanced Pivot Table Field List
5.

The resulting Pivot Table will be populated with the daily sales totals for each sales region and each sales rep.

However, we want to group the dates by month. To do this:

  • Right click on any of the dates in the left hand column of the Pivot Table
  • Select the option Group...
  • A window will pop up. Select the option Months
    (note that you can also group dates and times by other time periods, such as quarters, days, hours, etc)
  • Click OK
Excel Advanced Pivot Table

As required, the final pivot table shows the total monthly sales, broken down by sales region and sales rep.

The Pivot Table might be improved visually, by formatting. For example, if columns B - G are formatted as currencies, this will make the Pivot Table easier to read.

Excel Advanced Pivot Table, Grouped by Month



5.

Pivot Table Report Filter

The Pivot Table report filter allows you to view the data for a single value in one of your data fields. For example, in the pivot table above, you could view just the data for the North sales region or just the data for the South sales region. This is illustrated below.

In order to view just the data for the 'North' sales region, return to the 'Pivot Table Field List', and drag the 'Region' field header into the Report Filter area.

Excel Pivot Table Report Filter

You will see that the 'Region' field is now located in the page drop area, at the top left of the Pivot Table. Use the drop-down list for this field to select the Region 'North'. The resulting Pivot Table, which shows just the sales for the North region.

You can also quickly view just the sales for the South region by selecting 'South' from the drop down menu.

Excel Advanced Pivot Table with report filter