Pivot table wizard excel mac 2016

Instead, you're simply reorganizing the data so you can reveal useful information from it. If you're still feeling a bit confused about what pivot tables actually do, don't worry. This is one of those technologies that's much easier to understand once you've seen it in action. Here are seven hypothetical scenarios where you'd want to use a pivot table. Say you have a worksheet that contains monthly sales data for three different products -- product 1, product 2, and product 3 -- and you want to figure out which of the three has been bringing in the most bucks.

You could, of course, look through the worksheet and manually add the corresponding sales figure to a running total every time product 1 appears. You could then do the same for product 2, and product 3, until you have totals for all of them. Piece of cake, right?

Excel for Mac Pivot Tables in Depth

Now, imagine that monthly sales worksheet of yours has thousands and thousands of rows. Manually sorting through them all could take a lifetime. Using a pivot table, you can automatically aggregate all of the sales figures for product 1, product 2, and product 3 -- and calculate their respective sums -- in less than a minute. Pivot tables naturally show the totals of each row or column when you create it.

How to consolidate data and automatically keep it up to date in Excel

But that's not the only figure you can automatically produce. Let's say you entered quarterly sales numbers for three separate products into an Excel sheet and turned this data into a pivot table. The table would automatically give you three totals at the bottom of each column -- having added up each product's quarterly sales. But what if you wanted to find the percentage these product sales contributed of all company sales, rather than just those products' sales totals? With a pivot table, you can configure each column to give you the column's percentage of all three column totals, instead of just the column total.

In this scenario, you've just completed a blog redesign and had to update a bunch of URLs. Unfortunately, your blog reporting software didn't handle it very well, and ended up splitting the "view" metrics for single posts between two different URLs. So in your spreadsheet, you have two separate instances of each individual blog post.

In order to get accurate data, you need to combine the view totals for each of these duplicates. That's where the pivot table comes into play. Pivot tables are helpful for automatically calculating things that you can't easily find in a basic Excel table. One of those things is counting rows that all have something in common.


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If you have a list of employees in an Excel sheet, for instance, and next to the employees' names are the respective departments they belong to, you can create a pivot table from this data that shows you each department name and the number of employees that belong to those departments. The pivot table effectively eliminates your task of sorting the Excel sheet by department name and counting each row manually.

Excel Pivot Table Shortcuts

Not every dataset you enter into Excel will populate every cell. If you're waiting for new data to come in before entering it into Excel, you might have lots of empty cells that look confusing or need further explaining when showing this data to your manager. That's where pivot tables come in. For large tables of data, being able to tag these cells quickly is a useful feature when many people are reviewing the same sheet. To automatically format the empty cells of your pivot table, right-click your table and click "PivotTable Options.

Now that you have a better sense of what pivot tables can be used for, let's get into the nitty-gritty of how to actually create one.

10 Great Excel Pivot Table Shortcuts

Every pivot table in Excel starts with a basic Excel table, where all your data is housed. To create this table, simply enter your values into a specific set of rows and columns. Use the topmost row or the topmost column to categorize your values by what they represent. For example, to create an Excel table of blog post performance data, you might have a column listing each "URL," a column listing each URL's "Post Title," a column listing each post's "Views to Date," and so on. We'll be using that example in the steps that follow.

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When you have all the data you want entered into your Excel sheet, you'll want to sort this data in some way so it's easier to manage once you turn it into a pivot table. This Excel Shortcut creates a Pivot Table on a new worksheet. This Excel Shortcut selects the entire Pivot Table. Register for a free account. When logged-in, your progress will be automatically saved so that you can pick up where you left off.

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Pivot Table Tools

Use these steps when you want to create an additional pivot table with a separate pivot cache while using the same data source. You may want to count the number of pivot caches just to avoid multiple pivot caches from the same data source. There are a couple of things you can do to improve the performance of workbooks file size and memory usage while you work with Pivot Tables:. You can delete the source data and use the Pivot Cache only. You will still be able to do everything using the pivot cache as it holds a snapshot of the original data.

But since you have deleted the source data, your workbook file size would reduce. In case you want to get back the source data, simply double-click on the intersection of Grand Totals for that pivot table.

It will create a new worksheet and show all the data used to create that pivot table. When you save a file with a pivot table and source data, it also saves the pivot cache that has a copy of the source data. This means that you are saving the source data in two places: in the worksheet that has the data and in the pivot cache. There is an option to not save the data in the cache and close it. This will lead a lower file size. When you do this, Excel will not save the data in the pivot cache, but it will refresh it when you open the Excel workbook the next time.

Your data can be in the same workbook, some other workbook, or an external database.