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482 Part III ✦ Beyond Mastery: Initiative within Office Figure 20-12: You can use a pivot table to summarize the sales data by month. Figure 20-13 shows part of a pivot table created from the data. Not surprisingly, it looks exactly like the input data because the dates have not been grouped. To group the items by month, right-click the Data heading and select Group and Show Detail _ Group. You’ll see the Grouping dialog box shown in Figure 20-14. In versions prior to Excel 2002, the shortcut menu command is Group and Outline _ Group. • Note Figure 20-13: The pivot table, before grouping by month. 483Chapter 20 ✦ Analyzing Data with Pivot Tables in Excel Figure 20-14: Use the Grouping dialog box to group items in a pivot table. In the list box, select Months and Years, and verify that the starting and ending dates are correct. Click OK. The Date items in the pivot table are grouped by years and by months (as shown in Figure 20-15). Figure 20-15: The pivot table, after grouping by month. If you select only Months in the Grouping list box, months in different years combine together. For example, the June item would display sales for both 2001 and 2002. Note 484 Part III ✦ Beyond Mastery: Initiative within Office Copying a Pivot Table A pivot table is a special type of object , and you cannot manipulate it as you may expect. For example, you can’t insert a new row or enter formulas within the pivot table. If you want to manipu- late a pivot table in ways not normally permitted, make a copy of it. To copy a pivot table, select the table and choose Edit _ Copy. Then activate a new worksheet and choose Edit _ Paste Special. Select the Values option and click OK. The contents of the pivot table are copied to the new location so you can do whatever you like to them. You also may want to repeat the Edit _ Paste Special command and select Formats (to copy the formatting from the pivot table). This technique is also useful when you want to create a standard chart. If you attempt to create a chart from a pivot table, Excel always creates a pivot chart that contains field buttons. Sometimes you may prefer a standard chart. Note that the copied information is no longer linked to the source data. If the source data changes, your copied pivot table does not reflect these changes. Creating a Calculated Field or Calculated Item After you create a pivot table, you can create two types of calculations for further analysis: ✦ A calculated field: A new field created from other fields in the pivot table. A calculated field must reside in the Data area of the pivot table. (You can’t use a calculated field in the Page, Row, or Column areas.) ✦ A calculated item: A calculated item uses the contents of other items within a field of the pivot table. A calculated item must reside in the Page, Row, or Column area of a pivot table. (You can’t use a calculated item in the Data area.) The formulas used to create calculated fields and calculated items are not standard Excel formulas. In other words, you do not enter the formulas into cells. Rather, you enter these formulas in a dialog box, and they are stored along with the pivot table data. The examples in this section use the worksheet database table shown in Figure 20-16. The table consists of five fields and 48 records. Each record describes monthly sales information for a particular sales representative. For example, Amy is a sales rep for the North region, and she sold 239 units in January for total sales of $23,040. 485Chapter 20 ✦ Analyzing Data with Pivot Tables in Excel Figure 20-16: This data demonstrates calculated fields and calculated items. Figure 20-17 shows the basic pivot table created from the data. This pivot table shows sales, broken down by month and sales rep. Figure 20-17: This pivot table was created from the data in Figure 20-16. The examples that follow will create ✦ A calculated field, to compute average sales per unit ✦ A calculated item, to summarize the data by quarters Creating a calculated field in a pivot table Because a pivot table is a special type of data range, you can’t insert new rows or columns within the pivot table. This means that you can’t insert formulas to perform calculations with the data in a pivot table. However, you can create calculated fields for a pivot table. A calculated field consists of a calculation that can involve other fields. 486 Part III ✦ Beyond Mastery: Initiative within Office A calculated field is basically a way to display new information in a pivot table. It essentially presents an alternative to creating a new Data field in your source database. A calculated field cannot be used as a Row, Column, or Page field. In the sales example, for instance, suppose you want to calculate the average sales amount per unit. You can compute this value by dividing the Sales field by the Units Sold field. The result shows a new field (a calculated field) for the pivot table. Use the following procedure to create a calculated field that consists of the Sales field divided by the Units Sold field: 1. Move the cell pointer anywhere within the pivot table. 2. Using the PivotTable toolbar, choose PivotTable _ Formulas _ Calculated Field. Excel displays the Insert Calculated Field dialog box. 3. Enter a descriptive name in the Name field and specify the formula in the Formula field (see Figure 20-18). The formula can use other fields and worksheet functions. For this example, the calculated field name is Avg Unit Price, and the formula appears as the following: =Sales/’Units Sold’ 4. Click Add to add this new field. 5. Click OK to close the Insert Calculated Field dialog box. Figure 20-18: The Insert Calculated Field dialog box. You can create the formula manually by typing it or by double-clicking items in the Fields list box. Double-clicking an item transfers it to the Formula field. Because the Units Sold field contains a space, Excel adds single quotes around the field name. After you create the calculated field, Excel adds it to the Data area of the pivot table. You can treat it just like any other field, with one exception: You can’t move it to the Page, Row, or Column area. (It must remain in the Data area.) Note 487Chapter 20 ✦ Analyzing Data with Pivot Tables in Excel Figure 20-19 shows the pivot table after you’ve added the calculated field. The new field displays as Sum of Avg Unit Price. (You can change this text, if desired, by editing any of the cells in which that text appears.) The calculated field also appears on the PivotTable Field List toolbar, along with the other fields available for use in the pivot table. Figure 20-19: This pivot table uses a calculated field. The formulas that you develop can also use worksheet functions, but the functions cannot refer to cells or named ranges. Inserting a calculated item into a pivot table The preceding section describes how to create a calculated field. Excel also enables you to create a calculated item for a pivot table field. Keep in mind that a calculated field can be an alternative to adding a new field to your data source. A calculated item, on the other hand, uses the contents of items within a single field. The sales example uses a field named Month, which consists of text strings. You can create a calculated item (called Qtr-1, for example) that displays the sum of Jan, Feb, and Mar. You also can do this by grouping the items, but using grouping hides the individual months and shows only the total of the group. Creating a calculated item for quarterly totals is more flexible because it shows the total and the individual months. Tip 488 Part III ✦ Beyond Mastery: Initiative within Office To create a calculated item to sum the data for Jan, Feb, and Mar, follow these steps: 1. Move the cell pointer to the Row, Column, or Page area of the pivot table that contains the item that will be calculated. In this example, the cell pointer should be in the Month area. 2. Use the PivotTable toolbar, and choose PivotTable _ Formulas _ Calculated Item from the shortcut menu. Excel displays the Insert Calculated Item dialog box. 3. Enter a name for the new item in the Name field and specify the formula in the Formula field (see Figure 20-20). The formula can use items in other fields, but it can’t use worksheet functions. For this example, the new item is named Qtr-1, and the formula appears as follows: =Jan+Feb+Mar 4. Click Add. 5. Repeat Steps 3 and 4 to create additional calculated items for Qtr-2 (=Apr+May+Jun), Qtr-3 (=Jul+Aug+Sep), and Qtr-4 (=Oct+Nov+Dec). 6. Click OK to close the dialog box. Figure 20-20: The Insert Calculated Item dialog box. If you use a calculated item in your pivot table, you may need to turn off the Grand Total display to avoid double counting. In this example the Grand Total includes the calculated item, so each month is counted twice. To turn off Grand Totals, use the PivotTable Options dialog box (see the “Pivot Table Options” sidebar, earlier in this chapter). After you create the items, they appear in the pivot table. Figure 20-21 shows the pivot table after you’ve added the four calculated items. Notice that the calculated items are added to the end of the Month items. You can rearrange the items by selecting and dragging. Figure 20-22 shows the pivot table after rearranging the items logically. (Calculated items were made bold.) Caution 489Chapter 20 ✦ Analyzing Data with Pivot Tables in Excel Figure 20-21: This pivot table uses calculated items for quarterly totals. Figure 20-22:The pivot table, after rearranging the calculated items. A calculated item appears in a pivot table only if the field on which it is based also appears. If you remove or pivot a field from either the Row or Column category into the Data category, the calculated item does not appear. It’s also possible to get quarterly summaries by grouping items. Because the month names are not actual dates, the grouping must be done manually. Figure 20-23 shows the pivot table after creating four groups. You create the first group by selecting the Jan, Feb, and Mar items. Then you right-click, and choose Group and Show Detail _ Group from the shortcut menu. Excel inserted the default name, Group 1 — which you then change to Qtr 1. Next, right-click the group item and chose Field Settings to display the PivotTable Field dialog box. In this dialog box, you would specify the Sum function to summarize the grouped data. Finally, you then repeat this process for the other three quarters. Note 490 Part III ✦ Beyond Mastery: Initiative within Office Figure 20-23: Grouping items to show quarterly summary information. Summary This chapter demonstrated the powerful capabilities of Excel’s pivot tables. Hopefully, you now have the knowledge and ability to create the kind of reports and calculations that will make your work easier. Key points from the chapter include: ✦ After you create a pivot table, you can rearrange the information in almost any way imaginable and even insert special formulas that perform new calculations. ✦ You can create a pivot table from a database by executing the following steps: Specifying the data location, specifying the data, and specifying how you want to display the relationship between that data and completing the table. ✦ One of the more useful features of a pivot table is the ability to combine items into groups. To group items, select them, right-click, and choose Group and Outline _ Group from the shortcut menu that appears. ✦ A calculated field is basically a way to display new information in a pivot table. It essentially presents an alternative to creating a new Data field in your source database. A calculated field cannot be used as a Row, Column, or Page field. ✦✦✦ 21 21 In This Chapter Creating user interaction Adding hyperlinks to slides Placing action buttons Distributing user-interactive presentations CHAPTER Designing User-Interactive PowerPoint Presentations S elf-running presentations do their jobs without any intervention from the audience or from you. If a self-running presentation runs at a trade show and there is no one to hear it, it runs nonetheless. In contrast, user-interactive shows also lack a human facilitator or speaker, but they rely on an audience’s attention. The audience presses buttons, clicks a mouse, or clicks graphics or hyperlinks on-screen to advance the show from one slide to the next, and they might even be able to control which content is displayed. (See the “Interactive Presentation Ideas” section at the end of this chapter for some usage ideas.) What Is a Hyperlink? The navigational controls you place in your presentation take various forms, but are all hyperlinks. A hyperlink object is a bit of text or a graphic that you (or your audience) can click to jump somewhere else. When you click a hyperlink, you might jump to a different slide in the same presentation, to a different presentation, to another program on your computer, or even to an Internet Web page. Most people associate the word hyperlink with the Internet be- cause of their familiarity with the Web and with hyperlinks on Web pages. However, a hyperlink is simply a link to somewhere else; it does not necessarily refer to an Internet location. Note [...]... the mercy of software hackers As of the printing of this book, Microsoft has released the Microsoft Jet 4.0 Service Pack 7 update, which provides an updated sandbox mode Sandbox mode allows Microsoft Office Access 2003 to block potentially unsafe expressions In fact, if you do not install this service pack, some features in Office Access 2003 will not function properly 517 ... to be without formatting WPD WordPerfect, a competitor to Word BMP Microsoft Paint (which comes free with Windows), or some other more sophisticated graphics program if one is installed MDB Microsoft Access, a database program MPP Microsoft Project, a project management program PPT Microsoft PowerPoint (you know what that is!) XLS Microsoft Excel, a spreadsheet program Creating a link to an e-mail... in the Hyperlink To box Refer to the right column in Table 21-1 to see the default setting for each action button Table 21-2 lists the choices you can make and what they do 497 498 Part III ✦ Beyond Mastery: Initiative within Office • If the action button should run a program, choose Run program and enter the program’s name and path, or click Browse to locate it For example, you could open a Web browser... click the text to move the insertion point back into it, just as you do with any text box Figure 21-4 shows some examples of custom buttons you can create with your own text 499 500 Part III ✦ Beyond Mastery: Initiative within Office Figure 21-4: You can create any of these sets of action buttons by typing and formatting text on blank buttons Creating your own action buttons You can create an action... of the show, or do you need to repeat the instructions on every slide? Think about your intended audience and their needs and come up with a plan Here are some sample plans: 493 494 Part III ✦ Beyond Mastery: Initiative within Office ✦ For a beginner-level audience: Begin the presentation with an instructional slide explaining how to navigate Place action buttons on the same place on each slide (using... functions The Jet security model has changed little since Access 95 Jet’s security is still a workgroup-based security model; all users in a workgroup are bound to the same security rules The rules enforced for individual users may vary from user to user, based on the permissions assigned to each user Note This chapter is from the Access 2003 Bible, which includes a CD with sample applications on it to... (such as Help), to help them return to the main presentation when they are finished Document Nothing, by default, but you can set it to run a program that you specify Continued 495 496 Part III ✦ Beyond Mastery: Initiative within Office Table 21-1 (continued) Button Name Hyperlinks to Sound Plays a sound that you specify If you don’t choose a sound, it plays the first sound on PowerPoint’s list of standard... whenever the presentation is run Table 21-3 Commonly Used Extensions for Popular Programs Extension Associated Program DOC Microsoft Word, or WordPad if Word is not installed Use for documents if you are not sure whether your audience has Word, but you are sure they at least have Windows 95 WRI Write, the predecessor to WordPad WordPad and Word also open these if Write is not installed Safest to use for... 492 Part III ✦ Beyond Mastery: Initiative within Office The most common type of hyperlink is underlined text Hyperlink text is typically underlined and a different color than the rest of the text on-screen In addition, followed... recipient For example, perhaps you would like the user to e-mail feedback to you about how he liked your presentation or send you requests for more information about your product 5 09 510 Part III ✦ Beyond Mastery: Initiative within Office Caution For an e-mail hyperlink to work, the person viewing the presentation must have an e-mail application installed on his or her PC and at least one e-mail account . data. Finally, you then repeat this process for the other three quarters. Note 490 Part III ✦ Beyond Mastery: Initiative within Office Figure 20-23: Grouping items to show quarterly summary information. Summary This. somewhere else; it does not necessarily refer to an Internet location. Note 492 Part III ✦ Beyond Mastery: Initiative within Office The most common type of hyperlink is underlined text. Hyperlink text. audience and their needs and come up with a plan. Here are some sample plans: 494 Part III ✦ Beyond Mastery: Initiative within Office ✦ For a beginner-level audience: Begin the presentation with an instructional