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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?
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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. 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. 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. 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. Every pivot table in Excel starts with a basic Excel table, where all your data is housed.
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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.
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. To sort your data, click the "Data" tab in the top navigation bar and select the "Sort" icon underneath it. In the window that appears, you can opt to sort your data by any column you want and in any order. To sort your Excel sheet by "Views to Date," for example, select this column title under "Column" and then select whether you want to order your posts from smallest to largest, or from largest to smallest.
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Select "OK" on the bottom-right of the Sort window, and you'll successfully reorder each row of your Excel sheet by the number of views each blog post has received. You can pick up where you left off, or start over.
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