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How To Create A Pivot Table In Excel

Key Takeaway:

  • Pivot Tables provide an efficient way to analyze large datasets in Excel, allowing you to summarize and explore data through different dimensions and perspectives.
  • To create a Pivot Table, start by selecting the data range you want to analyze and click on “Insert”->”Pivot Table.” Then, choose your data source and the location for your Pivot Table.
  • Customize your Pivot Table by adding or removing fields, sorting and filtering data, and grouping and subtotaling to extract insights and trends from your data. Additionally, explore advanced techniques like calculated fields, conditional formatting, and slicers to enhance your analysis and visualization.

Have you been struggling to master the art of creating pivot tables in Excel? Look no further! In this article, you will be guided through the step-by-step process of creating your own pivot table to make analyzing data easier.

Beginner’s Guide to Creating a Pivot Table in Excel

In search of a spreadsheet skill upgrade? Then creating pivot tables in Excel is a must-have! In this guide, we’ll teach you the basics. We’ll explain pivot tables and their advantages. Plus, step-by-step instructions to make one. So, let’s get going! By the end, you’ll know how to create a pivot table and how it can revolutionize your data analysis and interpretation skills in Excel.


Image credits: by David Washington

Understanding Pivot Tables and Its Benefits

Want to maximize your Excel use? Then learn pivot tables! They are a great tool which allows you to sum up lots of data in a few clicks. Benefits? Time saving, easier analysis & visualizing! To make use of pivot tables in 5 steps:

  1. Pick the data range for your table.
  2. Select ‘PivotTable’ on the ‘Insert’ tab.
  3. Name the location for the table.
  4. Drag & drop fields into the rows & columns sections to create the layout.
  5. Personalize with filters & highlight certain values.

Pivot tables are great for finding trends & patterns in large datasets. You can also manipulate the data without changing the original. Plus, they offer customization options that give you control over data display & filtering. Also, you can apply formatting like conditional formatting to easily recognize deviations.

Pro Tip: Don’t forget to chart with pivot tables! Pivot charts let you make visual representations of summarized data in Excel, so insights are easier to get.

Setting Up Your Pivot Table

Analyzing big data sets? Pivot tables are the way to go! They reduce manual labor and save time. In this section, I’ll share expert tips. We’ll cover: choosing the right data source, selecting the right location, and creating a pivot table with ease. Get ready – you’ll be a pivot table pro by the end! Excel sheets are a must.

Setting Up Your Pivot Table-How to Create a Pivot Table in Excel,

Image credits: by Yuval Washington

Choosing the Data Source for Your Pivot Table

When setting up a pivot table, choosing a data source is the first step. To do this:

  1. Organize your data in a table or range within Excel. Select all cells and create a new worksheet if needed.
  2. Select an empty cell on one of the existing sheets in your workbook.
  3. Go to the “Insert” tab and click on “PivotTable.” This will bring up a dialog box.
  4. Choose “Use an external data source” and select “Choose Connection.” Browse through existing connections or create a new one to link up with your desired data source.

It’s important to pick a data source that is comprehensive and relevant. If unsure, try different options to find one that provides meaningful insights.

Finally, we’ll cover selecting the right location for your pivot table in our next section!

Selecting the Right Location for Your Pivot Table

When selecting the right location for your pivot table in Excel, there are a few steps to follow:

  1. First, make sure you’re on the correct worksheet that contains the data you need.
  2. Decide if you want it on a new worksheet or an existing one.
  3. Choose “New Worksheet” when prompted after clicking “OK”, or select “Existing Worksheet” and click on the cell you want it to start from.
  4. After that, ensure all the data is included. Check all the relevant columns and rows in the pivot table field list.
  5. Think about any formatting or calculations you may add. Make sure they’re compatible with the location you chose.

Pivot tables can save a lot of time and effort analyzing large sets of data. Transform raw data into meaningful insights and visualizations with just a few clicks! Time to create your pivot table – let’s get started!

Creating Your Pivot Table with Ease

Creating a Pivot Table is easy – just follow these five steps!

  1. Highlight the cells with your data.
  2. Click “Insert” on Excel’s ribbon, then “PivotTable”.
  3. Select the data range and decide where to place the pivot table.
  4. Drag and drop fields into the rows, columns, values, or filters area of the PivotTable Fields pane.
  5. Use Excel’s formatting options to customize the design.

Remember, pivot tables are dynamic and can be changed by filtering or arranging data. To update, just select and click “Refresh” under the “Data” tab.

Learning to create a pivot table now will make future projects with lots of data easier and more efficient. Once made correctly, only a refresh is needed for updates.

Did you know that Microsoft Excel introduced pivot tables in its 1993 version? Since then, it’s become one of Excel’s most popular features because of its ability to process large amounts of information quickly.

In the next lesson, we’ll discuss Customizing Your Pivot Table – how to modify layout and appearance.

Customizing Your Pivot Table

We’re going deeper into customizing your pivot table! There are many ways to adjust and refine your data. You can add or remove fields, as you like. Sorting and filtering can help you view the data that matters most. Plus, you can group and subtotal to transform your data into insightful trends. Get ready with your Excel sheet. Let’s begin!

Customizing Your Pivot Table-How to Create a Pivot Table in Excel,

Image credits: by James Washington

Adding and Removing Fields to Suit Your Needs

Customizing your Pivot Table is key. It lets you show important data and hide irrelevant stats. You can do this by removing or adding rows and columns based on your needs.

Let’s say a small business owner made a Pivot Table with sales data from the past year. They put Region in Rows and Total Sales in Values. After looking closer, they realized Gross Margin was key for understanding profitability across regions. They added Gross Margin by dragging it from their “Choose fields to add” list into Values.

Sorting and Filtering Your Pivot Table Data will help organize information. That way, you can see useful insights without being overwhelmed by data.

Sorting and Filtering Your Pivot Table Data

Organizing and filtering your Pivot Table data is a must for customizing your analysis. Excel can help you arrange data in a way that makes sense to you, providing better insights. Here’s how:

  1. Pick the field you want to sort or filter.
  2. Click on the drop-down arrow.
  3. In the Sort menu, select ascending or descending order.
  4. If you want to filter, select “Filter” from the menu.
  5. Enter the criteria for filtering (e.g., location, date range).
  6. Apply your changes and watch the chart update.

Sorting and filtering give you the freedom to focus on what you need when looking at data in a table format. This means pivot tables are great for working with big datasets, where decisions are made based on key metrics.

Sorting helps you make sense of data visually. Filtering lets you focus on subsets without changing the database. There isn’t a right approach to sorting logic and guidelines – it’s up to you.

Formatting rules for sorting and filtering in pivot tables:

  • Use consistent format guidelines (i.e., standardized names or formats).
  • Convert alias names to standard format.
  • Don’t let filters affect underlying data.
  • Copy filtered results only.

Finally, don’t forget about grouping and subtotaling!

Group and Subtotal your data for analysis with three easy steps:

  1. Choose the column(s) to group by. This is what divides the data into smaller sets.
  2. Right-click the selection and click Group. This opens an interface with options, such as Days, Months, Quarters, and Years.
  3. To subtotal, click in any cell with a value and pick Summarize values by. This can be used to show SUM, AVERAGE, COUNT, or another calculation.

Grouping is useful to identify patterns or compare different periods or categories. For example, you can use it to spot sales that are higher than others over a few years. Subtotalling gives you the total amount of money sold by month or quarter.

You can also use formulas (by right-clicking in the pivot table) to calculate fields like profits between sales prices and cost prices.

Finally, learn more about using Excel data with Pivot Table Tools!

Mastering Pivot Table Tools

Spreadsheets can be confusing. But don’t worry! Learning how to use pivot tables can simplify your life. In this part, I’ll go in-depth about the pivot table tools available in Excel. We’ll examine each tab and explain how they can help you make the most of your data.

First, we’ll look at the Analyze tab for analyzing data. Then, we’ll head over to the Design tab for designing pivot tables. Lastly, we’ll end with the Format tab to make your pivot tables look even better.

Mastering Pivot Table Tools-How to Create a Pivot Table in Excel,

Image credits: by Joel Washington

Analyzing Data with the Pivot Table Analyze Tab

A pivot table in Excel is an amazing tool for analyzing and summarizing data. The Analyze tab has all the tools needed to manipulate and analyze the data. With clicks, you can create a pivot table to view trends, relationships and patterns.

To begin, select the data range. Click on any cell in the range. Then, click on the Insert tab and press the Pivot Table button. Choose where you want the pivot table – either in a new worksheet or an existing one.

The Field List helps to drag and drop columns into rows or columns to group and summarize the data. PivotTable Styles allow changing appearance quickly. It offers pre-defined styles or customize with font size, color schemes and shading.

Other features on the Analyze tab include sorting, subtotals and grand totals, filtering, formatting and calculated fields and items.

Start now to become proficient in analyzing data with pivot tables and stay ahead with Automation skills!

Designing Your Pivot Table with the Pivot Table Design Tab:

To design your pivot table, use the Pivot Table Design Tab!

Designing Your Pivot Table with the Pivot Table Design Tab

Enhance your pivot table and make it look great! Head on over to the Pivot Table Design Tab. It has the tools you need to add elements like headers, footers, report titles, and values captions. This makes designing the perfect data table easier than ever.

To get started:

  1. Select a cell in the data set.
  2. Go to the “Insert” tab and select “PivotTable”.
  3. Make sure the range includes all columns.
  4. Choose where to place the table, and click “OK”.
  5. You should see a blank PivotTable Field List with Column Labels, Row Labels, and Values sections.

Now you can use the Design tab’s formatting features to make a professional-looking table. There are predefined layouts and styles to choose from and you can customize fonts, color schemes, and more. You can also use Word Wrap and Horizontal Alignment settings to avoid overlapping text entries and to clarify values.

Once you’re done, move on to the next step: the Pivot Table Format tab.

Formatting Your Pivot Table with the Pivot Table Format Tab

Creating a customized pivot table in Excel is easy! Go to the ‘Design’ tab in the menu ribbon, and click ‘PivotTable Styles.’ This will provide various options for customizing your table, from minimalist to colorful.

In the ‘PivotTable Options,’ you can customize labels for category names and choose where to display grand totals. You can also set parameters around subtotals within rows or columns.

Once you’ve finished customizing, update any cells by adding new data or updating existing data points.

Pivot Tables are useful in data analysis and management. They are powerful tools that help to quickly summarize vast amounts of information.

Microsoft first developed Pivot Tables in 1993 for Macintosh computers, and released them to Windows users in 1995.

Finally, let’s move onto Advanced Pivot Table Techniques in Excel.

Advanced Pivot Table Techniques

Learning to create Pivot tables in Excel opened me up to a wide range of techniques. I was astounded by the power of Pivot tables for data exploration and visualization. In this segment, we’ll get into more complicated Pivot table strategies. We’ll look at calculated fields for data analysis, how to use conditional formatting to show trends, and how Slicers can filter a Pivot table. These advanced tools will help you unlock the full potential of using Pivot tables.

Advanced Pivot Table Techniques-How to Create a Pivot Table in Excel,

Image credits: by David Woodhock

Using Calculated Fields to Analyze Data

To begin Using Calculated Fields to Analyze Data, do these three steps:

  1. Pick the Pivot Table with the data you want to analyze.
  2. From the Ribbon menu, click “Fields, Items & Sets” dropdown.
  3. Select “Calculated Field” from the list.

Creating a calculated field lets you do things such as work out percentages, put in formulas, and more. Using Calculated Fields to Analyze Data makes it easier to get useful results from your data instead of having to do complex calculations.

Pro Tip: When making a calculated field, name it something descriptive so you can find it again later.

Let’s move on to Applying Conditional Formatting to Show Trends. It helps you show changes in your data by focusing on certain patterns or changes over time.


Choose the data range of your Pivot Table to apply conditional formatting. Click the ‘conditional formatting’ button in the Excel ribbon. Select ‘New Rule’ to open up the condition options. ‘Highlight Cell Rules’ or ‘Top/Bottom Rules’ can be selected. Pick the formatting option that works best.

Conditional formatting lets you spot trends or outliers in data quickly. It can be used to track seasonal trends in businesses or financial data. For example, a shop owner was able to manage inventory better when they highlighted selling items with a certain color.

Now, let’s talk about Using Slicers to Filter Your Pivot Table Data.

Using Slicers to Filter Your Pivot Table Data

Slicers are an easy, effective way to analyze data. They let you quickly filter and sort large amounts of data points, so you can spot trends and patterns faster than before. Plus, they look great! Customize the size, color, font size, or background color.

Slicers were first introduced in Excel 2010. They are widely used by professionals and corporations alike. Advanced techniques, such as budgeting and forecasting, now rely on slicers. Get an overview of important metrics without having to sift through large amounts of raw data.

Steps to use Slicers:

  1. Click on any cell within your Pivot table.
  2. Click on the “Insert Slicer” button (under the “Options” tab).
  3. Choose the desired field(s) from the list.
  4. Use the slicer buttons to filter your data.

Some Facts About How to Create a Pivot Table in Excel:

  • ✅ Pivot tables allow you to summarize, analyze and present large amounts of data in an interactive way. (Source: Microsoft)
  • ✅ To create a pivot table, you need to have your data organized in a table or range with column headers. (Source: Excel Easy)
  • ✅ You can create a pivot table in Excel by selecting the data, going to the “Insert” tab and clicking “PivotTable”. (Source: Excel Campus)
  • ✅ Pivot tables can be customized by dragging and dropping fields, applying filters and sorting data within the table. (Source: HubSpot)
  • ✅ Pivot tables can also be used to create charts and graphs that help visualize the data. (Source: Excel Jet)

FAQs about How To Create A Pivot Table In Excel

What is a Pivot Table?

A pivot table is a powerful tool in Excel used for summarizing and analyzing large amounts of data. It allows you to rearrange or pivot the data, create subtotals and calculate different types of summary statistics.

How to create a Pivot Table in Excel?

To create a Pivot Table in Excel, follow these steps:

  1. Select the data range you want to use in Pivot Table
  2. Click on the “Insert” tab in the Ribbon
  3. Click on “PivotTable” in the Tables group
  4. In the Create PivotTable dialog box, select the range of data you want to use and click “OK”
  5. Drag and drop the Fields from the PivotTable Field List to the Rows, Columns, and Values areas to create your PivotTable

How to add a calculated field in a pivot table?

To add a calculated field in a pivot table, follow these steps:

  1. Click on the pivot table to activate the PivotTable Fields pane
  2. Click on the dropdown arrow next to the field you want to use in the formula and select “Field Settings”
  3. Click on the “Options” tab
  4. Click on the “Fields, Items, & Sets” button and select “Calculated Field”
  5. In the “Name” field, type the name of the calculated field
  6. In the “Formula” field, enter your formula using the available fields and operators
  7. Click “OK” to close the dialog box

How to refresh a pivot table?

To refresh a pivot table, follow these steps:

  1. Select any cell in the pivot table
  2. Click on the “Analyse” tab in the Ribbon (for Excel 2013 and above) or the “Options” tab (for Excel 2010 and below)
  3. Click on the “Refresh” button in the “Data” group

How to filter data in a pivot table?

To filter data in a pivot table, follow these steps:

  1. Click on the PivotTable to activate the “PivotTable Fields” pane
  2. Drag the field you want to filter to the “Filters” area
  3. Select the items you want to include or exclude from the filter dropdown menu

How to change the aggregation function in a pivot table?

To change the aggregation function in a Pivot Table, follow these steps:

  1. Click on the “Values” field to activate the “Value Field Settings” dialog box
  2. Select the aggregation function you want to use from the “Summarize value field by” drop-down menu
  3. Click “OK” to close the dialog box