How to create a Pivot Table in Excel: Easy

Excel pivot tables are incredibly useful tools that let you sift through large amounts of data quickly. They enable you to summarize and analyze complex information effectively. Whether you're new to Excel or familiar with it, this guide will help you master pivot tables to elevate your data analysis game.

Understanding Pivot Tables

At its core, a pivot table is a data processing feature that condenses large datasets into informative summaries. It allows you to sort, group, count, total, or calculate averages of your data without needing extensive formulas. The biggest advantage? You can turn complicated data into clear presentations in just a few steps.

See the following video for a quick walkthrough on how to create a Pivot Table.

Preparing Your Data

Before you start, ensure your dataset is well-structured. Your data should meet these criteria:

1. No blank rows or columns.

2. Clear headers for each column, such as "Product", "Sales", "Fiscal Quarter" and "Store Location"

3. Data should be in a tabular format, with each piece occupying its own cell.

   
   

Here’s a simple example of what your data layout might look like:

With this organized dataset, you're ready to move on to creating your pivot table.

Step-by-Step Instruction to Create a Pivot Table

Step 1: Select Your Data

Begin by highlighting the range of cells containing your data. Click and drag to cover the entire dataset completely. You can also go directly to step 2 as long as you have a cell in your dataset highlighted.

Step 2: Insert the Pivot Table

Go to the “Insert” tab in the Excel ribbon. Click on the “PivotTable” button. A dialog box will pop up, asking for the data range and where to place your pivot table—either in a new or existing worksheet.

Click on the "Insert" Tab on the header, Click on the "PivotTable" Icon

Pop Up Dialog Box

Step 3: Choosing Fields for Your Pivot Table

Once you insert the pivot table, an empty field list will appear on the right side. Here, you’ll see the column headers from your dataset. Drag and drop these headers into one of four areas: Filters, Columns, Rows, or Values.

• Rows: Use this for the data you want to group.

• Columns: Place categories here for separate columns.

• Values: This area is for numerical data to summarize.

• Filters: Use filters for specific criteria.

Empty Field List, Ready for Analyzing

For example, if you want to total sales by Quarter per Product, you would drag “Product” to Rows, "Fiscal Quarter" to Columns" and “Sales” to Values.

To Start Analyzing, Drag the desired Field Name into each of the squares

Step 4: Adjusting the Pivot Table as needed

Excel will automatically generate a summary of your data based on your selections. You can also format and customize your pivot table for clarity and visual appeal specifically for your audience. Click on options in the Design tab to select styles, add or remove totals, and filter information.

Step 5: Analyzing Your Data

Now that your pivot table is set up, it's time for your analysis and "What If" questions or scenarios. Experiment with different field arrangements to uncover insights.

Step 6: Refreshing the Pivot Table

As you update your original data, don't forget to refresh your pivot table. Right-click anywhere in the pivot table and select “Refresh” to ensure you see the latest information.

Refresh Data if there's been any updates to the raw data.

Maximizing Your Pivot Table Experience

Excel pivot tables are invaluable for quick data analysis. By using the steps laid out in this guide, you can create a pivot table that organizes your data efficiently and helps formulate informed decisions quickly.

Remember, the more you practice with pivot tables, the easier data analysis will become. Happy analyzing!