How to Insert Pivot Table in Excel

If you want to analyze and interpret large sets of data in Microsoft Excel, a pivot table could be the perfect tool. Excel pivot tables allow you to summarize, categorize, and manipulate data from varied sources with ease. While they might appear intimidating at first, adding a pivot table to your workbook is not rocket science. In this blog post, we will walk you through the step-by-step process of how to insert a pivot table in Excel, so you can start exploring your data like a pro.

Step 1: Prepare your data for Pivot Table

Before you create a pivot table, you need to organize the data you want to summarize. A pivot table works best with data arranged in columns and rows. Ensure that your data has column headers and does not have any empty cells or rows. You can sort, filter, or group your data to make it more manageable.

Step 2: Select your data

After organizing your data, the next step is to select the cells you want to include in your pivot table. Hence, click on any cell in your data range and press Ctrl + A on your keyboard to select the entire data, include the headers.

Step 3: Open the PivotTable menu

To create a pivot table, click on the “Insert” tab. Next, find the “Tables” group, click on the “Pivot Table” button and select “PivotTable,” or press Alt + N + V to open the Create PivotTable dialog box.

Step 4: Choose your PivotTable layout

Before you create the PivotTable, you need to specify how you want your data to appear in the PivotTable. In the Create PivotTable dialog box, select which option you want to use. Ensure that the “Table/Range:” option points to the correct range of data and select the location where you want the PivotTable to be placed.

Step 5: Add fields to your PivotTable

The PivotTable Field List should appear on the right side of the screen, and it contains the column headers from your data source. Select the fields you want to analyze in your table and drag them to the “Rows” and “Values” sections to specify how you want the data to be grouped and summarized. You can add filters, columns, and calculated fields to your PivotTable for extra analysis options.

Step 6: Format your PivotTable

Once you have created your PivotTable, you can format it to suit your preference. You can style your table with colors and fonts you like. This helps to make the table more attractive and understandable. You can click on the “Design” tab to choose from preset styles, create a new style with your preferred colors and fonts, and adjust the table’s layout options.

Step 7: Refresh your PivotTable

If you make any changes to your data after creating the PivotTable, you need to refresh the table to include the latest updates. Click on any cell in the PivotTable and press Alt + F5 on your keyboard to refresh your PivotTable.

Final Thoughts

By following the above steps, you can create a PivotTable in Excel and summarize your data in an easy-to-read format. PivotTable is a powerful tool for data analysis and an excellent way to see trends, relationships, and patterns in your data.

Now that you have the basic knowledge of how to insert a PivotTable in Excel, you can start exploring your data using interactive and dynamic analyses. Excel PivotTable is an essential tool that allows you to perform complex calculations and analyze your data in a visually appealing way. With this guide, you can create PivotTables like an expert.

Additional Tips

Create a PivotTable with external data

If you have your data in an external database or Microsoft Access table, you can create a PivotTable from external data sources. To do that, click on the “From Other Sources” button in the Create PivotTable dialog box and select the data source you want to use.

Modify a PivotTable

Once you have created a PivotTable, you might need to make some modifications to it. For example, you might want to change the way your data is displayed, or you might want to add more fields to the table. To do that, click on the PivotTable, and the “PivotTable Field List” should appear. You can drag fields from different sections or change the order settings of the fields in the “Row” and “Values” sections.

Change the aggregation function

The default aggregation function for a PivotTable is “SUM,” but you can change it to “AVERAGE,” “COUNT,” “MAX,” “MIN,” or other commonly used functions. To change the aggregation function, click on any cell in the PivotTable, then click on the dropdown arrow next to the value field you want to change. Select “Value Field Settings” and choose the aggregation function you prefer from the dropdown list.

Create PivotCharts

One of the benefits of PivotTable is the ability to create PivotCharts, which are visual representations of your data. PivotCharts provide an interactive way to represent your data, and you can change the chart type and formatting to suit your preference. To create a PivotChart, click on the data you want to include, then select “PivotChart” from the “Insert” tab. You can choose the chart type you want and format it according to your needs.

FAQs

Here are some of the frequently asked questions about how to insert a PivotTable in Excel:

What is a PivotTable in Excel, and what is it used for?

A PivotTable is a powerful tool in Microsoft Excel that allows you to summarize, categorize, and manipulate large sets of data from different sources. You can use PivotTable to analyze data and make it easier to understand trends, patterns, and relationships.

Can I create a PivotTable from multiple worksheets?

Yes, you can create a PivotTable from multiple worksheets in the same workbook or even different workbooks. You can use the “Consolidate” feature in Excel to create a PivotTable from multiple data sources. Just ensure that the data is organized, and the column headers match for easy analysis.

How can I refresh data in a PivotTable?

If you make any changes to your data after creating the PivotTable, you need to refresh the table to ensure that it includes the latest updates. To refresh data in a PivotTable, click on any cell in the PivotTable, and press Alt + F5 on your keyboard.

Can I use a PivotTable to analyze numerical data only?

No, you can use a PivotTable to analyze both numerical and text data. If you have text data, you can group and count it in the row section of the PivotTable to create a summary report for your data.

How do I change the layout of the PivotTable?

To change the layout of the PivotTable, click on the PivotTable, and the “PivotTable Field List” should appear on the right side of your screen. You can select fields that you want to analyze in your table and drag them to the “Rows” and “Values” sections to specify how you want the data to be grouped and summarized. You can choose the aggregation function, apply filters, add calculated fields, and change the layout to your preference.