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How to Create a Pivot Table in Excel

How to Create a Pivot Table in Excel.

To handle the analytical task and achieve the best results, data analytics has been employed as an effective method working in the background. By constructing configurable data analysis, visually showing data, computing margins and other common comparisons, and other features, Microsoft Excel is a powerful tool for handling data. Excel gives users the option to modify the fields and computation-related functions when working with more complicated data.

Additionally, it enables simple concurrent cooperation between a large number of people. The Pivot tables are one of many new Excel capabilities that enhance analytical applications. Due to their capacity to streamline processes by carrying out several analytical operations to expound on and process data, pivot tables have grown to be a frequently utilized tool in businesses.

What Purpose Does a Pivot Table Serve?

In order to consolidate, sort, reorganize, categorize, tally, aggregate, or mean data, a pivot table is utilized. We can change columns into rows and rows into columns thanks to it. An Excel technique called a pivot table enables you to quickly and easily summarize enormous volumes of data. If you have a pivot table and an input table with tens, hundreds, or even thousands of rows, you can use the pivot table to quickly and easily extract answers to a series of straightforward queries about your data.

It makes it easier to combine data by any field (column) and do intricate calculations on it. An advanced Excel feature that reduces data entry, processing, and analysis is the pivot table. A pivot table can be used when dealing with large data sets. Let’s talk about how to use a pivot table to deliver the same data faster and in a different way.

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How to Create a Pivot Table in Excel

Making a pivot table is perceived by many as being time-consuming and challenging. However, this is untrue. Excel pivot tables’ most recent iterations are incredibly speedy and user-friendly. Using the following advice on how to utilize pivot in Excel, one can generate their summary table in a matter of minutes.

Sample Data: Before creating a summary report, arrange the data into rows and columns. Then, convert the data range into an Excel table. Select all of the data, then select Table from the Insert tab. You get a data range that is “dynamic” when you use an Excel Table as the source data. You won’t need to worry about your pivot table being out of date because your table will automatically increase and shrink as you add or delete entries, according to the definition of dynamic range in this context.

Insert Pivot Tables: Insert Pivot Tables by choosing any cell in the source data table, then going to the Insert tab, Tables group, and PivotTable. The Create PivotTable dialogue box will open as a result. Make that the appropriate table or range of cells is marked in the Table/Range field. Select the location for your Excel Pivot Table next. When you select Create Worksheet, a new worksheet with a table starting in cell A1 will be created.

How to Create a Pivot Table in Excel

When you select Existing Worksheet, your table will be added to an existing worksheet in the designated location. In the Location box, click the Collapse Dialog button. To choose the first cell in which you want to set your table, click the Collapse Dialog button. A blank Pivot Table is created where you specify it to go when you click OK.

How to Create a Pivot Table in Excel

Drag Fields: You can arrange the fields in the Layout section in one of three ways by dragging them.

Drag and drop fields using the mouse between the Layout section’s four zones. To move a field from one layout section area to another, simply click and hold the field name in the Field section and drag it there. This will shift the field from the existing Layout section area to the new one.

By right-clicking the field name in the Field section, you can select the location where you wish to add the field.

Click on a field to select it in the Layout section. This will also make other options for that particular field clear.

Value Field Settings: For numeric value fields set in the Values section of the Field List, Excel uses the Sum function by default. When you enter text, dates, Boolean values, or blank values in the Values field, the Count function is employed. Of course, if you like, you can use a different summary function. To change a value field’s summary function, right-click it, select Summarize Values By, and then choose the desired summary option.

Sorting by Value: Sorting your data by value is helpful when you have a lot of data in a Pivot Table or PivotChart. There are three ways to sort data: alphabetically, from highest to lowest values, and from lowest to highest values. Sorting is one way to organize your data so that it is simpler to find certain objects that need more investigation.

  • In a pivot table, click the tiny arrow next to the cells with the Row Labels and Column Labels.
  • To sort a row or column, select a field.
  • Select the desired sort option by clicking the Filter drop-down arrow on the Row Labels or Column Labels.
  • For data to be sorted in ascending or descending order, click Sort A to Z or Sort Z to A.
  • The order of the text items will be alphabetical, with dates or times going from oldest to newest and numerals going from smallest to largest (or vice versa).
  • You can sort on specific values or subtotals by selecting Sort from the context menu when you right-click a cell. All cells in the column containing the cell at the same level are sorted in the same order.

Two-Dimensional Pivot Table: Fields are present on both the rows and columns of a two-dimensional pivot table. Let’s say we want to display the names of the employees as rows and the names of the customers as columns, with the total sales filling the cells.

  • Turn on the Sales Datasheet.
  • Choose the INSERT tab.
  • Choose the Pivot Chart & Table option.
  • Choose all of the information. Excel should now remember the prior range, so simply select the OK button.
  • A new sheet will be produced by the pivot table tools.

Applying Filters to a Pivot Table: When you add fields to the pivot table row and column regions, built-in filters are already present in the header cells. The filters will appear once you click the arrow in the heading cell, as shown in the screen shot below. Using the instructions in the drop-down list, you can apply a Label Filter, Value Filter, or use the checkboxes to reveal and hide specific items.

Data Grouping in a Pivot Table: The ability to divide data into smaller groups is one of the most useful features of pivot tables. Data can be arranged by day, month, and so forth. You can manually group or you can group by texts and dates. Pick one of the cells in your pivot table. On the Analyze tab, under the Group option, click Group Field. The date variant of the Grouping dialogue box appears when your field contains date data. By default, the Months selection is made. Seconds, minutes, hours, days, months, quarters, and years are all acceptable units of measurement for time.

Percentage Contribution in a Pivot Table: Excel pivot tables are excellent tools for data analysis. With just a few clicks, you can aggregate, summarize, find insights, and display a sizable amount of data. You can also calculate a percentage using the supplied data.

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Pivot Table Uses

The best use of pivot tables is for high-level data summaries. Here are some additional scenarios in which pivot tables may be useful. Let’s think about a common sales scenario.

  • Given a client-provided input dataset, pivot tables can organize data by date.
  • Determine the total revenue generated by each client.
  • Determine the total number of orders the customer has placed.
  • Total sales in rupees broken down by product category.
  • A table that lists sales by customer and item category can be created using a pivot table.
  • Determine the monthly average selling amount to a certain client.
  • Create a summary table that displays the highest order value by month and customer.
  • Make an analysis of the orders by customer, month, and item type.

You’ll find that this amazing tool may be applied to a range of analytical scenarios, significantly accelerating your Excel work in a variety of situations, if you’re familiar with the core function of how to utilize pivot tables in Excel.

How to Create a Pivot Table in Excel

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Frequently Asked Questions

What are pivot tables and how do they operate?

An interactive technique to quickly summarize vast volumes of data is with a pivot table. A PivotTable can be used to thoroughly evaluate numerical data and provide unexpected answers regarding your data. Querying vast volumes of data in a variety of user-friendly ways is one task that a pivot table is very useful for.

How many different kinds of pivot tables exist?

There are three formats available for pivot tables: compact, outline, and tabular form.

What distinguishes a table from a pivot table?

The number of columns has been reduced from five to three, and the number of rows has been cut in half as compared to the standard table. The interchangeability of a pivot table, which allows you to shift row items to columns and column items to rows, is one of its benefits.


Data is becoming more and more crucial, giving many organizations that rely on it a competitive advantage. Complex raw data can occasionally include missing information. One of Excel’s most wonderful and practical features is the pivot table, therefore understanding how to use the pivot table in Excel is crucial for data analysis. Users of pivot tables can look at their data from a variety of perspectives. You’ll be able to filter and extract meaning from the data collection you’re working with with the aid of the information supplied in the article.



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