How to use pivot table

How to Use
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1.Microsoft Excel
2.Google Spreadsheets
1

What is Pivot
Table?
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A PIVOT TABLE is a
program tool used to
reorganize data in a
spreadsheet to obtain a
desired report more
effectively.

What are the
advantages of using
Pivot Table?

It sums up large
amount of Data into a
small amount of space.

It helps decision-
makers use data more
efficiently.

Keeps presentation
of information more
organized.

It provides interactive
data analysis.

It can link presentation
to external data
sources.

Data can be combined
from multiple sheets.

Can create chart of
summarized data in
the Pivot Table.

Now let’s START!

Pivot Table in
PART 1

Here is the sample data for our
Pivot Table tutorial.

The sample is about Summary
of Rice Sales.

It states the branch, rice
variety, period of sales and
total sales.

Drag the data then click
Insert Menu.

In the Insert menu, Click
Pivot Table.

Dialogue box appears for
data you want to analyze.

Select table range or you may
use an external data source.

I prefer new worksheet to make
presentation neat and tidy.

To build a report, choose field
from the PT Field List.

Click Branch and drag to
Report Filter.

Assign Rice Variety to Row
Labels.

Drag Period to Column
Labels.

Click Sales and place it to
Values.

Values can be summarized
according to preference.

New presentation is generated
on the right thru Pivot Table.

To view only the total sales of
Branch M-1.
Unclick All
then
check M-1
and click
OK.

So Branch M-1, shows the
total sales in 155,000 .

Let us switch Rice Variety and
Period.

Drag Rice Variety from Row
Labels to Column Labels.

Then drag Period to Column
Labels.

Rice Variety and Period are
now switched in the graph!

Wonder why Pivot Table Field
List disappears?

Click the cell on the Table to
make Pivot Table Field List
reappear.

To generate report of White
Rice from Branch M-4

Click the Branch Filter Field,
branches appear in the
dropdown menu.

Unclick All, then Click M-4.

Click the Column Labels,
unclick Select All.

Click White Rice, then Click
OK.

Branch M-2 with White Rice
report is generated.

How to make Chart
presentation?

To start, click Insert in the
menu.

In the Insert menu you find
Charts.

Click your preferred Chart.

I want 3-D Bar graph for this
table!

Bar Graph Presentation is
generated.

Present Branch M-2 sales in
the graph only.
Click the Branch and click M-2.

In this Graph, Branch M-2 is
generated.

To change in sales of M-1,
Black Rice for Qtr 3. New
amount is $55,000.

Open the original report and
input new figure of $55,000.

Amount of $55,000 is now in
place.

How will this affect the table?
Note that
original report
shows
$45,000 only.

Right Click $45,000, then
option box appears, then Click
Refresh.

New amount appears and Bar
Graph changes data
automatically.

PART 2

It is a Web-based application
that allows users to create,
update and
modify spreadsheets and
share the data live online.
What is Google Spreadsheets?

The Ajax-based program is
compatible with Microsoft
Excel and CSV (comma-
separated values)
files. Spreadsheets can also
be saved as HTML.

In the google chrome browser,
open https://docs.google.com.

Google docs website will
appear below.

Click Docs menu.

Choose Sheets and Click to open.

Now let us choose the blank
sheet.

Here is now the Untitled
spreadsheets.

We use same sample in the
MS Excel Pivot Table.

You will notice that the raw
data is in Sheet 1.

Now let us create a title of the
spreadsheet.

Click Untitled spreadsheet and
write SUMMARY OF RICE
SALES.

Highlight data in the sheet and in
the Menu Bar, CLICK Data.

Now CLICK Pivot Table in the
Data Menu.

New table appears which is
the Report Editor at the right.

In the Rows, add field with
either Branch, Rice Variety,
Period or Sales.

The table on the right now
generates 4 different branches.

Grand Total appears because
I clicked Show Totals.

Place Rice Variety with Show
totals in the Columns field.

Table now generates Rice
Variety in the Column field
with its Total.

VALUES is really
important. It is how you
will present figures in the
presentation.

Place Sales in Values field,
and total amount of Sales.

The sales information is
generated on the table.

To use account Sales, Click
COUNT in the dropdown
menu.

COUNT summary is
generated with a Grand Total
of 16.

Assuming a change in Sales
at M-2 from 50,000 t0 60,000.

Go to Sheet 1, change the
figure under Sales column .

Pivot Table shows the new
total automatically.

How to use Chart
presentation?

In google sheets, we find
Chart in the Insert Menu Bar.

Now CLICK Chart.

Chart Editor appears.

In the Chart Editor, there
are options that we can
make.

We can use any of the
recommended charts.

Click the desired Chart and
click Insert Button.

Selected Chart appears on
the Pivot Table.

There are also other Chart
types that we can use.

We can
customize
Columns, Rows,
Headers or
choose other
types of
available chart
templates.

In this presentation, I switch
Rows and Columns.

Customization

Can change the Title of the
Chart.

Click The Title and Write
Summary of Rice Sales.

Chart now shows the Edited
Title - Rice Sales Summary.

Can change Font.

I can even change
background Color of the
Chart.

From white background, now
the chart background is blue.

But as you excel in everything—in
faith, in speech, in knowledge, in
all earnestness, and in our love
for you—see that you excel in this
act of grace also
2 Corinthians 8:7
105

END OF SLIDE
106

How to use pivot table

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