The following step-by-step guide shows you how to create a Pivot Table in Excel 2003, using the example spreadsheet from Part 1 of the tutorial. This spreadsheet (shown below), contains details of a company's sales during 2010:
|1||Date||Invoice Ref||Amount||Sales Rep.||Region|
Imagine you want to create a simple pivot table, showing the total sales for each of the four sales people in the above spreadsheet. The procedure for creating this pivot table, in Excel 2003, is shown in the following steps:
Click any single cell within the data or select the entire range of data that you want to use in your Pivot Table.
Note: If you click any single cell within the data range, Excel will select the whole of your current data range as the range to be used in your Pivot Table as long as:
- The data has headers at the top of each columnand
- The data does not contain any blank rows
From the drop-down menu at the top of your spreadsheet, select Data → PivotTable and PivotChart Report...
You will be presented with the window entitled 'PivotTable and PivotChart Wizard - Step 1 of 3' (shown on the rightabove).
Make sure the options
'Microsoft Office Excel list or database'and
are selected and click Next
You will now be presented with the window entitled 'PivotTable and PivotChart Wizard - Step 2 of 3' (see rightabove).
Make sure that the selected range is the range that you want to use for your Pivot Table and click Next
The final window is entitled 'PivotTable and PivotChart Wizard - Step 3 of 3' (see rightabove).
There is an option asking if you want the Pivot Table to appear on a new worksheet or in an existing worksheet. If you are not sure, select the option 'New worksheet'
Excel will now present you with an empty Pivot Table, and a 'Pivot Table Field List', which contains the data fields (note that these are the headers from your initial data spreadsheet).
Drag the 'Sales Rep.' field into the area of the Pivot Table marked 'Drop Row Fields Here'.
Drag the 'Amount' field into the area of the Pivot Table marked 'Drop Data Items Here'.
You will be presented with the simple Pivot Table (see rightabove), which shows the total sales for each sales person.
If you want the sales to be displayed as a currency, this is done by formatting the cells containing these values. To do this:
Your final Pivot Table will be as shown in the lower table on the right above.