How To Create A Pivottable To Analyze Worksheet Data, Pivot Tables In Excel

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A PivotTable is a powerful tool to calculate, summarize, and analyze data that lets you see comparisons, patterns, and trends in your data.

Đang xem: Create a pivottable to analyze worksheet data

PivotTables work a little bit differently depending on what platform you are using to run Excel.

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Select Insert > PivotTable.

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Under Choose the data that you want to analyze, select Select a table or range

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In Table/Range, verify the cell range.

Under Choose where you want the PivotTable report to be placed, select New worksheet to place the PivotTable in a new worksheet or Existing worksheet and then select the location you want the PivotTable to appear.

Select OK.

Building out your PivotTable

To add a field to your PivotTable, select the field name checkbox in the PivotTables Fields pane.

Note: Selected fields are added to their default areas: non-numeric fields are added to Rows, date and time hierarchies are added to Columns, and numeric fields are added to Values.

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To move a field from one area to another, drag the field to the target area.

Before you get started:

Data types in columns should be the same. For example, you shouldn”t mix dates and text in the same column.

PivotTables work on a snapshot of your data, called the cache, so your actual data doesn”t get altered in any way.

Create a PivotTable

If you have limited experience with PivotTables, or are not sure how to get started, a Recommended PivotTable is a good choice. When you use this feature, Excel determines a meaningful layout by matching the data with the most suitable areas in the PivotTable. This helps give you a starting point for additional experimentation. After a recommended PivotTable is created, you can explore different orientations and rearrange fields to achieve your specific results.

You can also hướng dẫn our interactive Make your first PivotTable tutorial.

Recommended PivotTable

Manually create a PivotTable

Click a cell in the source data or table range.

Go to Insert > Recommended PivotTable.

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Recommended PivotTables to have Excel create a PivotTable for you” />

Excel analyzes your data and presents you with several options, like in this example using the household expense data.

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Select the PivotTable that looks best to you and press OK. Excel will create a PivotTable on a new sheet, and display the PivotTable Fields List.

Click a cell in the source data or table range.

Go to Insert > PivotTable.

If you”re using Excel for Mac 2011 and earlier, the PivotTable button is on the Data tab in the Analysis group.

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Excel will display the Create PivotTable dialog with your range or table name selected. In this case, we”re using a table called “tbl_HouseholdExpenses”.

In the Choose where you want the PivotTable report to be placed section, select New Worksheet, or Existing Worksheet. For Existing Worksheet, select the cell where you want the PivotTable placed.

Click OK, and Excel will create a blank PivotTable, and display the PivotTable Fields list.

Working with the PivotTable Fields list

In the Field Name area at the top, select the check box for any field you want to add to your PivotTable. By default, non-numeric fields are added to the Row area, date and time fields are added to the Column area, and numeric fields are added to the Values area. You can also manually drag-and-drop any available item into any of the PivotTable fields, or if you no longer want an item in your PivotTable, simply drag it out of the Fields list or uncheck it. Being able to rearrange Field items is one of the PivotTable features that makes it so easy to quickly change its appearance.

PivotTable Fields list

Corresponding fields in a PivotTable

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Summarize by

By default, PivotTable fields that are placed in the Values area will be displayed as a SUM. If Excel interprets your data as text, it will be displayed as a COUNT. This is why it”s so important to make sure you don”t mix data types for value fields. You can change the default calculation by first clicking on the arrow to the right of the field name, then select the Field Settings option.

Next, change the calculation in the Summarize by section. Note that when you change the calculation method, Excel will automatically append it in the Custom Name section, like “Sum of FieldName”, but you can change it. If you click the Number… button, you can change the number format for the entire field.

Tip: Since the changing the calculation in the Summarize by section will change the PivotTable field name, it”s best not to rename your PivotTable fields until you”re done setting up your PivotTable. One trick is to click Replace (on the Edit menu) >Find what > “Sum of“, then Replace with > leave blank to replace everything at once instead of manually retyping.

Show data as

Instead of using a calculation to summarize the data, you can also display it as a percentage of a field. In the following example, we changed our household expense amounts to display as a % of Grand Total instead of the sum of the values.

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Once you”ve opened the Field Settings dialog, you can make your selections from the Show data as tab.

Display a value as both a calculation and percentage.

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Simply drag the item into the Values section twice, right-click the value and select Field Settings, then set the Summarize by and Show data as options for each one.

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