Excel Basics 4: Create Summary Reports with PivotTables

Topics:
1 What Excel can do: 1) Calculations, Data Analysis
Goal in video: Create Summ
2 What is Data Analysis?

3 Proper Data Set

4 SUMIFS for Regional Report

5 PivotTable for Regional Report

6 Format PivotTable with Tabular Layout

7 Add Number Formatting to Values area

8 Summary: create PivotTable for Video 04

9 Compare SUMIFS and PivotTable

PivotTables and SUMIFS Function (Intro Excel #4)
Office 2016 Video #16

o: Create Summary Reports with PivotTables and SUMIFS Function

Date Region SalesRep Sales
10/20/17 West Gigi $620
10/20/17 Northwest Gigi $484
10/20/17 West Freddy $376
10/20/17 Northwest Freddy $1,141
10/20/17 Northwest Chin $725
10/20/17 West Chin $222
10/20/17 West June $1,038
Ra
10/21/17 Northwest
10/21/17 Northwest
Chin
Gigi
$154
$205
w
10/21/17 Southwest Gigi $895
10/21/17 West
Dat
10/22/17 Northwest
Chin
June
$1,254
$596 Into Useful Info
10/24/17 Southwest Gigi $799

10/24/17 West
a
10/24/17 Northwest Gigi
June
$651
$1,235
10/24/17 Southwest Chin $684
10/24/17 Northwest June $127
10/24/17 West June $269
10/25/17 Southwest Chin $739
10/25/17 West Gigi $1,201
10/25/17 Northwest June $546
10/25/17 Northwest Chin $162
Useful Information
Date Region SalesRep Sales
10/20/17 West Gigi $620 “Column Headers” / “Field Names”) in
10/20/17 Northwest Gigi $484
10/20/17 West Freddy $376
10/20/17 Northwest Freddy $1,141 Records in each row
10/20/17 Northwest Chin $725 Records in each row
10/20/17 West Chin $222 Records in each row
10/20/17 West June $1,038
10/21/17 Northwest Chin $154
10/21/17 Northwest Gigi $205 Define:
10/21/17 Southwest Gigi $895 Proper Data Set
10/21/17 West Chin $1,254 1) “Column Headers” (also known
10/22/17 Northwest June $596 Field Names tell the user wh
10/24/17 Southwest Gigi $799 2) Each row must have a transactio
10/24/17 Northwest Gigi $651 3) Must have empty cells or row/c
10/24/17 West June $1,235
10/24/17 Southwest Chin $684
10/24/17 Northwest June $127
10/24/17 West June $269
10/25/17 Southwest Chin $739
10/25/17 West Gigi $1,201
10/25/17 Northwest June $546
empty cells or row/column headers
10/25/17 Northwest Chin $162
all around data set
 s” / “Field Names”) in first row

umn Headers” (also known as “Field Names”) in first row

ield Names tell the user what data goes into the column: Date? Sales? And so on…
h row must have a transaction or record (for our example it is one sale in each row)
t have empty cells or row/column headers all around data set.

lumn headers
ta set
Excel Basics 4: PivotTables & SUMIFS Function to Create Summary Reports (Intro Excel
What Excel can do:
1) Make Calculations: like calculate % Grade or Net Income.
2) Data Analysis: Converting Raw Data into Useful Information

How to create PivotTable:

1) Click in one cell in Proper Data Set (Field Names in First Row, Records in each row, empty cells or Excel Row/Column Header
2) Insert Ribbon Tab, Tables group, PivotTable button.
3) From Field List, drag field name to Rows area or Columns area. These are the conditions/criteria for the calculation in the Va
4) From Field List drag the field you would like to make a calculation on to values area.
5) With a cell selected in the PivotTable, click on PivotTable Tools Design Ribbon Tab, go to the Layout group, click drop-down
6) To add Number Formatting to the Values area of the PivotTable, click in one cell in the Values area of the PivotTable, Right-

Date Region SalesRep Sales Region Total Sales

10/20/17 West Gigi $620 Northwest ₹ 4,791
10/20/17 Northwest Gigi $484 Southwest ₹ 3,117
10/20/17 West Freddy $376 West ₹ 6,215
10/20/17 Northwest Freddy $1,141
10/20/17 Northwest Chin $725
10/20/17 West Chin $222
10/20/17 West June $1,038
10/21/17 Northwest Chin $154
10/21/17 Northwest Gigi $205
10/21/17 Southwest Gigi $895
10/21/17 West Chin $1,254 Region Sum - Sales
10/22/17 Northwest June $596 Northwest $4,791
10/24/17 Southwest Gigi $799 Southwest $3,117
10/24/17 Northwest Gigi $651 West $6,215
10/24/17 West June $1,235 Total Result $14,123
10/24/17 Southwest Chin $684
10/24/17 Northwest June $127
10/24/17 West June $269
10/25/17 Southwest Chin $739
10/25/17 West Gigi $1,201
10/25/17 Northwest June $546
10/25/17 Northwest Chin $162
Reports (Intro Excel #4)

or Excel Row/Column Headers all the way around Proper Data Set)

a for the calculation in the Values area of the PivotTable.

yout group, click drop-down for Report Layout and then click on "Show in Tabular Form".
rea of the PivotTable, Right-click the cell and click on "Number Format…", then in the Number Formatting dialog box select the Number Fo

Date Total SalesRep Total

10/20/17 4606 June ₹ 3,811
10/21/17 2508 Chin ₹ 3,940
10/22/17 596 Freddy ₹ 1,517
10/23/17 0 Gigi ₹ 4,855
10/24/17 3765
10/25/17 2648

Date Sum - Sales SalesRep Sum - Sales

10/20/17 $4,606 June $3,811
10/21/17 $2,508 Chin $3,940
10/22/17 $596 Freddy $1,517
10/24/17 $3,765 Gigi $4,855
10/25/17 $2,648 Total Result $14,123
Total Result $14,123
alog box select the Number Formatting that you would like and then click OK.
Excel Basics 4: PivotTables & SUMIFS Function to Create Summary Reports (Intro Excel
What Excel can do:
1) Make Calculations: like calculate % Grade or Net Income.
2) Data Analysis: Converting Raw Data into Useful Information

How to create PivotTable:

1) Click in one cell in Proper Data Set (Field Names in First Row, Records in each row, empty cells or Excel Row/Column Header
2) Insert Ribbon Tab, Tables group, PivotTable button.
3) From Field List, drag field name to Rows area or Columns area. These are the conditions/criteria for the calculation in the Va
4) From Field List drag the field you would like to make a calculation on to values area.
5) With a cell selected in the PivotTable, click on PivotTable Tools Design Ribbon Tab, go to the Layout group, click drop-down
6) To add Number Formatting to the Values area of the PivotTable, click in one cell in the Values area of the PivotTable, Right-

Date Region SalesRep Sales Region Total Sales

10/20/17 West Gigi $620 Northwest $4,791
10/20/17 Northwest Gigi $484 Southwest $3,117
10/20/17 West Freddy $376 West $6,215
10/20/17 Northwest Freddy $1,141
10/20/17 Northwest Chin $725
10/20/17 West Chin $222
10/20/17 West June $1,038
10/21/17 Northwest Chin $154
10/21/17 Northwest Gigi $205 Region Sum - Sales
10/21/17 Southwest Gigi $895 Northwest $4,791
10/21/17 West Chin $1,254 Southwest $3,117
10/22/17 Northwest June $596 West $6,215
10/24/17 Southwest Gigi $799 Total Result $14,123
10/24/17 Northwest Gigi $651
10/24/17 West June $1,235
10/24/17 Southwest Chin $684
10/24/17 Northwest June $127
10/24/17 West June $269
10/25/17 Southwest Chin $739
10/25/17 West Gigi $1,201
10/25/17 Northwest June $546
10/25/17 Northwest Chin $162
Reports (Intro Excel #4)

r Excel Row/Column Headers all the way around Proper Data Set)

for the calculation in the Values area of the PivotTable.

out group, click drop-down for Report Layout and then click on "Show in Tabular Form".
ea of the PivotTable, Right-click the cell and click on "Number Format…", then in the Number Formatting dialog box select the Number Fo

Date Total SalesRep Total

10/20/17 $4,606 June $3,811
10/21/17 $2,508 Chin $3,940
10/22/17 $596 Freddy $1,517
10/23/17 $0 Gigi $4,855
10/24/17 $3,765
10/25/17 $2,648

Date Sum - Sales SalesRep Sum - Sales

10/20/17 $4,606 June $3,811
10/21/17 $2,508 Chin $3,940
10/22/17 $596 Freddy $1,517
10/24/17 $3,765 Gigi $4,855
10/25/17 $2,648 Total Result $14,123
Total Result $14,123
alog box select the Number Formatting that you would like and then click OK.
Add sales for each day using SUMIFS and a PivotTable.

Date Region SalesRep Sales Date Total

10/29/13 Northwest June $1,046 10/27/13
10/31/13 West Chin $833 10/28/13
10/31/13 Northwest June $1,107 10/29/13
10/30/13 Southwest Gigi $1,775 10/30/13
10/29/13 Northwest June $1,642 10/31/13
10/28/13 Northwest June $2,135
10/27/13 West Chin $859
10/27/13 Southwest Freddy $1,786
10/27/13 Northwest Gigi $2,134
10/28/13 Southwest Gigi $1,619
10/30/13 West Chin $1,264
10/27/13 Southwest Gigi $1,736
10/31/13 West Chin $870
10/31/13 West Chin $1,763
10/29/13 Northwest Gigi $1,505
10/29/13 Northwest Gigi $1,934
10/30/13 West Chin $1,746
10/28/13 West Chin $1,882
10/29/13 West Freddy $1,615
10/30/13 Northwest June $1,275
10/30/13 Northwest Gigi $1,156
10/27/13 Northwest June $1,401
Add sales for each day using SUMIFS and a PivotTable.

Date Region SalesRep Sales Date Total

10/29/13 Northwest June $1,046 10/27/13 $7,916
10/31/13 West Chin $833 10/28/13 $5,636
10/31/13 Northwest June $1,107 10/29/13 $7,742
10/30/13 Southwest Gigi $1,775 10/30/13 $7,216
10/29/13 Northwest June $1,642 10/31/13 $4,573
10/28/13 Northwest June $2,135
10/27/13 West Chin $859
10/27/13 Southwest Freddy $1,786 Date Sum - Sales
10/27/13 Northwest Gigi $2,134 10/27/13 $7,916
10/28/13 Southwest Gigi $1,619 10/28/13 $5,636
10/30/13 West Chin $1,264 10/29/13 $7,742
10/27/13 Southwest Gigi $1,736 10/30/13 $7,216
10/31/13 West Chin $870 10/31/13 $4,573
10/31/13 West Chin $1,763 Total Result $33,083
10/29/13 Northwest Gigi $1,505
10/29/13 Northwest Gigi $1,934
10/30/13 West Chin $1,746
10/28/13 West Chin $1,882
10/29/13 West Freddy $1,615
10/30/13 Northwest June $1,275
10/30/13 Northwest Gigi $1,156
10/27/13 Northwest June $1,401
Add sales for each region using SUMIFS and a PivotTable.

Date Region SalesRep Sales Region Total

10/29/13 Northwest June $1,046 West
10/31/13 West Chin $833 Northwest
10/31/13 Northwest June $1,107 Southwest
10/30/13 Southwest Gigi $1,775
10/29/13 Northwest June $1,642
10/28/13 Northwest June $2,135
10/27/13 West Chin $859
10/27/13 Southwest Freddy $1,786
10/27/13 Northwest Gigi $2,134
10/28/13 Southwest Gigi $1,619
10/30/13 West Chin $1,264
10/27/13 Southwest Gigi $1,736
10/31/13 West Chin $870
10/31/13 West Chin $1,763
10/29/13 Northwest Gigi $1,505
10/29/13 Northwest Gigi $1,934
10/30/13 West Chin $1,746
10/28/13 West Chin $1,882
10/29/13 West Freddy $1,615
10/30/13 Northwest June $1,275
10/30/13 Northwest Gigi $1,156
10/27/13 Northwest June $1,401
Add sales for each region using SUMIFS and a PivotTable.

Date Region SalesRep Sales Region Total

10/29/13 Northwest June $1,046 West $10,832
10/31/13 West Chin $833 Northwest $15,335
10/31/13 Northwest June $1,107 Southwest $6,916
10/30/13 Southwest Gigi $1,775
10/29/13 Northwest June $1,642
10/28/13 Northwest June $2,135 Region Sum - Sales
10/27/13 West Chin $859 Northwest $15,335
10/27/13 Southwest Freddy $1,786 Southwest $6,916
10/27/13 Northwest Gigi $2,134 West $10,832
10/28/13 Southwest Gigi $1,619 Total Result $33,083
10/30/13 West Chin $1,264
10/27/13 Southwest Gigi $1,736
10/31/13 West Chin $870
10/31/13 West Chin $1,763
10/29/13 Northwest Gigi $1,505
10/29/13 Northwest Gigi $1,934
10/30/13 West Chin $1,746
10/28/13 West Chin $1,882
10/29/13 West Freddy $1,615
10/30/13 Northwest June $1,275
10/30/13 Northwest Gigi $1,156
10/27/13 Northwest June $1,401
Add sales for each Sales Rep using SUMIFS and a PivotTable.

Date Region SalesRep Sales SalesRep Total

10/29/13 Northwest June $1,046 June
10/31/13 West Chin $833 Freddy
10/31/13 Northwest June $1,107 Gigi
10/30/13 Southwest Gigi $1,775 Chin
10/29/13 Northwest June $1,642
10/28/13 Northwest June $2,135
10/27/13 West Chin $859
10/27/13 Southwest Freddy $1,786
10/27/13 Northwest Gigi $2,134
10/28/13 Southwest Gigi $1,619
10/30/13 West Chin $1,264
10/27/13 Southwest Gigi $1,736
10/31/13 West Chin $870
10/31/13 West Chin $1,763
10/29/13 Northwest Gigi $1,505
10/29/13 Northwest Gigi $1,934
10/30/13 West Chin $1,746
10/28/13 West Chin $1,882
10/29/13 West Freddy $1,615
10/30/13 Northwest June $1,275
10/30/13 Northwest Gigi $1,156
10/27/13 Northwest June $1,401
Add sales for each Sales Rep using SUMIFS and a PivotTable.

Date Region SalesRep Sales SalesRep Total

10/29/13 Northwest June $1,046 June $8,606
10/31/13 West Chin $833 Freddy $3,401
10/31/13 Northwest June $1,107 Gigi $11,859
10/30/13 Southwest Gigi $1,775 Chin $9,217
10/29/13 Northwest June $1,642
10/28/13 Northwest June $2,135
10/27/13 West Chin $859 SalesRep Sum - Sales
10/27/13 Southwest Freddy $1,786 June $8,606
10/27/13 Northwest Gigi $2,134 Chin $9,217
10/28/13 Southwest Gigi $1,619 Freddy $3,401
10/30/13 West Chin $1,264 Gigi $11,859
10/27/13 Southwest Gigi $1,736 Total Result $33,083
10/31/13 West Chin $870
10/31/13 West Chin $1,763
10/29/13 Northwest Gigi $1,505
10/29/13 Northwest Gigi $1,934
10/30/13 West Chin $1,746
10/28/13 West Chin $1,882
10/29/13 West Freddy $1,615
10/30/13 Northwest June $1,275
10/30/13 Northwest Gigi $1,156
10/27/13 Northwest June $1,401