Excel 2007 PivotTables Recipes
Debra DalgleishExcel 2007 PivotTables RecipesA Problem-Solution Approach Excel 2007 PivotTables Recipes: A Problem-Solution ApproachCopyright © 2007 by Debra DalgleishAll rights reserved. No part of this work may be reproduced or transmitted in any form or by any means,electronic or mechanical, including photocopying, recording, or by any information storage or retrievalsystem, without the prior written permission of the copyright owner and the publisher.ISBN-13 (pbk): 978-1-59059-920-4ISBN-10 (pbk): 1-59059-920-9Printed and bound in the United States of America 9 8 7 6 5 4 3 2 1Trademarked names may appear in this book. 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Contents at a GlanceAbout the Author .xiiiAbout the Technical Reviewer .xvAcknowledgments .xviiIntroduction xix■CHAPTER 1 Creating a Pivot Table 1■CHAPTER 2 Sorting and Filtering Pivot Table Data 21■CHAPTER 3 Calculations in a Pivot Table .41■CHAPTER 4 Formatting a Pivot Table .71■CHAPTER 5 Grouping and Totaling Pivot Table Data 101■CHAPTER 6 Modifying a Pivot Table .123■CHAPTER 7 Updating a Pivot Table 139■CHAPTER 8 Pivot Table Security, Limits, and Performance .155■CHAPTER 9 Printing and Extracting Pivot Table Data .167■CHAPTER 10 Pivot Charts 189■CHAPTER 11 Programming a Pivot Table .205■INDEX .237iii ContentsAbout the Author .xiiiAbout the Technical Reviewer .xvAcknowledgments .xviiIntroduction xix■CHAPTER 1Creating a Pivot Table .11.1. Planning a Pivot Table: Getting Started .11.2. Planning a Shared Pivot Table .21.3. Preparing the Source Data: Using Excel Data 41.4. Preparing the Source Data: Creating an Excel Table 61.5. Preparing the Source Data: Excel Field Names Not Valid 81.6. Preparing the Source Data: Using Filtered Excel Data 81.7. Preparing the Source Data: Using an Excel Table with Monthly Columns .91.8. Preparing the Source Data: Using an Access Query .131.9. Preparing the Source Data: Using a Text File .141.10. Preparing the Source Data: Using an OLAP Cube 141.11. Creating the Pivot Table: Using Excel Data as the Source .151.12. Creating the Pivot Table: Using Excel Data on Separate Sheets 151.13. Creating the Pivot Table: Using the PivotTable Field List 181.14. Creating the Pivot Table: Changing the Field List Order .20■CHAPTER 2Sorting and Filtering Pivot Table Data .212.1. Sorting a Pivot Field: Sorting Row Labels 212.2. Sorting a Pivot Field: New Items Out of Order 232.3. Sorting a Pivot Field: Sorting Items Left to Right .242.4. Sorting a Pivot Field: Sorting Items in a Custom Order .252.5. Sorting a Pivot Field: Items Won’t Sort Correctly 272.6. Filtering a Pivot Field: Filtering Row Label Text 28v 2.7. Filtering a Pivot Field: Applying Multiple Filters to a Field 292.8. Filtering a Pivot Field: Filtering Row Label Dates 312.9. Filtering a Pivot Field: Filtering Values for Row Fields 322.10. Filtering a Pivot Field: Filtering for Nonconsecutive Dates 332.11. Filtering a Pivot Field: Including New Items in a Manual Filter 342.12. Filtering a Pivot Field: Filtering by Selection .352.13. Filtering a Pivot Field: Filtering for Top Items 362.14. Using Report Filters: Hiding Report Filter Items 372.15. Using Report Filters: Filtering for a Date Range 382.16. Using Report Filters: Filtering for Future Dates 38■CHAPTER 3Calculations in a Pivot Table .413.1. Using Summary Functions: Defaulting to Sum or Count 413.2. Using Summary Functions: Counting Blank Cells .453.3. Using Custom Calculations: Difference From .463.4. Using Custom Calculations: % Of 483.5. Using Custom Calculations: % Difference From 493.6. Using Custom Calculations: Running Total .503.7. Using Custom Calculations: % of Row .523.8. Using Custom Calculations: % of Column 533.9. Using Custom Calculations: % of Total 543.10. Using Custom Calculations: Index .553.11. Using Formulas: Calculated Field vs. Calculated Item 563.12. Using Formulas: Adding Items With a Calculated Item 573.13. Using Formulas: Modifying a Calculated Item .583.14. Using Formulas: Removing a Calculated Item .593.15. Using Formulas: Using Index Numbers in a Calculated Item 593.16. Using Formulas: Modifying a Calculated Item Formula in Cell 603.17. Using Formulas: Creating a Calculated Field 613.18. Using Formulas: Modifying a Calculated Field .623.19. Using Formulas: Removing a Calculated Field .633.20. Using Formulas: Determining the Type of Formula .633.21. Using Formulas: Adding a Calculated Item to a Field with Grouped Items 643.22. Using Formulas: Calculating the Difference Between Amounts 64■CONTENTSvi 3.23. Using Formulas: Correcting the Grand Total for a Calculated Field .653.24. Using Formulas: Calculated Field—Count of Unique Items 663.25. Using Formulas: Correcting Results in a Calculated Field .673.26. Using Formulas: Listing All Formulas .673.27. Using Formulas: Accidentally Creating a Calculated Item 673.28. Using Formulas: Solve Order 68■CHAPTER 4Formatting a Pivot Table .714.1. Using PivotTable Styles: Applying a Predefined Format 714.2. Using PivotTable Styles: Removing a PivotTable Style .734.3. Using PivotTable Styles: Changing the Default Style 744.4. Using PivotTable Styles: Creating a Custom Style 744.5. Using PivotTable Styles: Copying a Custom Style to a Different Workbook 764.6. Using Themes: Impacting PivotTable Styles 774.7. Using the Enable Selection Option 784.8. Losing Formatting When Refreshing the Pivot Table 794.9. Hiding Error Values on Worksheet 794.10. Showing Zero in Empty Values Cells .804.11. Hiding Buttons and Labels 814.12. Applying Conditional Formatting: Using a Color Scale 814.13. Applying Conditional Formatting: Using an Icon Set 824.14. Applying Conditional Formatting: Using Bottom 10 Items 844.15. Applying Conditional Formatting: Formatting Cells Between Two Values .854.16. Applying Conditional Formatting: Formatting Labels in a Date Period .864.17. Applying Conditional Formatting: Using Data Bars .874.18. Applying Conditional Formatting: Changing the Data Range .894.19. Applying Conditional Formatting: Changing the Order of Rules .914.20. Removing Conditional Formatting .924.21. Creating Custom Number Formats in the Source Data 924.22. Changing the Report Layout 93■CONTENTS vii 4.23. Increasing the Row Labels Indentation .944.24. Repeating Row Labels .954.25. Separating Field Items with Blank Rows 964.26. Centering Field Labels Vertically .964.27. Changing Alignment for Merged Labels 974.28. Displaying Line Breaks in Pivot Table Cells .974.29. Freezing Heading Rows 984.30. Applying Number Formatting to Report Filter Fields 984.31. Displaying Hyperlinks 984.32. Changing Subtotal Label Text 994.33. Formatting Date Field Subtotal Labels 994.34. Changing the Grand Total Label Text .100■CHAPTER 5Grouping and Totaling Pivot Table Data 1015.1. Grouping: Error Message When Grouping Dates .1015.2. Grouping: Error Message When Grouping Numbers 1025.3. Grouping the Items in a Report Filter .1045.4. Grouping: Error Message About Calculated Items 1055.5. Grouping Text Items .1065.6. Grouping Dates by Month .1075.7. Grouping Dates Using the Starting Date 1075.8. Grouping Dates by Fiscal Quarter 1085.9. Grouping Dates by Week .1085.10. Grouping Dates by Months and Weeks 1105.11. Grouping Dates in One Pivot Table Affects Another Pivot Table .1105.12. Grouping Dates Outside the Range .1125.13. Summarizing Formatted Dates .1125.14. Creating Multiple Values for a Field .1135.15. Displaying Multiple Value Fields Vertically .1145.16. Displaying Subtotals at the Bottom of a Group 1155.17. Preventing Subtotals from Appearing .1165.18. Creating Multiple Subtotals .1175.19. Showing Subtotals for Inner Row Labels .1185.20. Simulating an Additional Grand Total .1195.21. Hiding Specific Grand Totals 1205.22. Totaling Hours in a Time Field 1215.23. Displaying Hundredths of Seconds 121■CONTENTSviii ■CHAPTER 6Modifying a Pivot Table .1236.1. Using Report Filters: Shifting Up When Adding Report Filters .1236.2. Using Report Filters: Arranging Fields Horizontally .1246.3. Using Values Fields: Changing Content in the Values Area 1266.4. Using Values Fields: Renaming Fields 1276.5. Using Values Fields: Arranging Vertically 1276.6. Using Values Fields: Fixing Source Data Number Fields .1286.7. Using Values Fields: Showing Text in the Values Area 1286.8. Using Pivot Fields: Adding Comments to Pivot Table Cells .1296.9. Using Pivot Fields: Collapsing Row Labels 1306.10. Using Pivot Fields: Collapsing All Items in the Selected Field 1316.11. Using Pivot Fields: Changing Field Names in the Source Data 1326.12. Using Pivot Fields: Clearing Old Items from Filter Lists 1326.13. Using Pivot Fields: Changing (Blank) Row and Column Labels .1336.14. Using Pivot Items: Showing All Months for Grouped Dates .1346.15. Using Pivot Items: Showing All Field Items .1346.16. Using Pivot Items: Hiding Items with No Data 1356.17. Using Pivot Items: Ignoring Trailing Spaces When Summarizing Data 1366.18. Using a Pivot Table: Allowing Drag-and-Drop 1376.19. Using a Pivot Table: Deleting the Entire Table 137■CHAPTER 7Updating a Pivot Table .1397.1. Using Source Data: Locating the Source Excel Table .1397.2. Using Source Data: Automatically Including New Data .1417.3. Using Source Data: Automatically Including New Data in an External Data Range 1437.4. Using Source Data: Moving the Source Excel Table 1447.5. Using Source Data: Changing the Source Excel Table 1457.6. Using Source Data: Locating the Source Access File .1467.7. Using Source Data: Changing the Source Access File 1467.8. Using Source Data: Changing the Source CSV File .147■CONTENTS ix 7.9. Refreshing When a File Opens 1497.10. Preventing a Refresh When a File Opens 1497.11. Refreshing Every 30 Minutes 1507.12. Refreshing All Pivot Tables in a Workbook .1517.13. Stopping a Refresh in Progress .1517.14. Creating an OLAP-Based Pivot Table Causes Client Safety Options Error Message 1527.15. Refreshing a Pivot Table on a Protected Sheet .1527.16. Refreshing When Two Tables Overlap 1537.17. Refreshing Pivot Tables After Queries Have Been Executed .1537.18. Refreshing Pivot Tables: Defer Layout Update 154■CHAPTER 8Pivot Table Security, Limits, and Performance 1558.1. Security: Storing a Database Password .1558.2. Security: Enabling Data Connections .1568.3. Protection: Preventing Changes to a Pivot Table .1578.4. Protection: Disabling Show Report Filter Pages .1608.5. Privacy: Preventing Viewing of Others’ Data 1608.6. Understanding Limits: 16,384 Items in the Column Area 1628.7. Understanding Limits: Number of Records in the Source Data 1628.8. Improving Performance When Changing Layout .1638.9. Reducing File Size: Excel Data Source 164■CHAPTER 9Printing and Extracting Pivot Table Data .1679.1. Repeating Pivot Table Headings .1679.2. Setting the Print Area to Fit the Pivot Table .1709.3. Printing the Pivot Table for Each Report Filter Item 1709.4. Printing Field Items: Starting Each Item on a New Page 1729.5. Printing in Black and White .1739.6. Extracting Underlying Data for a Value Cell 1739.7. Re-creating the Source Data Table 1749.8. Formatting the Extracted Data .1759.9. Deleting Sheets Created by Extracted Data .1769.10. Using GetPivotData: Automatically Inserting a Formula 1769.11. Using GetPivotData: Turning Off Automatic Insertion of Formulas 178■CONTENTSx [...]... written for Microsoft Excel 2007. A working knowledge of Excel 2007 is assumed, as is familiarity with pivot table basics. Sample code is provided in Chapter 11, and some programming experience may be required to adjust the code to con- form to your workbook setup. For an introduction to pivot tables in Excel 2007, see Beginning Pivot Tables in Excel 2007, by Debra Dalgleish; Apress, 2007. Downloading... Creating an Excel Table Problem You’ve just upgraded from Excel 2003, where you used the Excel List feature to prepare your data for use as pivot table source data. You’ve discovered that the List feature is no longer available, and you want to find an equivalent feature in Excel 2007. This problem is based on the sample file named ProductSales.xlsx. Solution In Excel 2007, you can create a formatted Excel. .. Creating the Pivot Table: Using Excel Data as the Source Problem You’re familiar with creating pivot tables in Excel 2003, but you can’t find the PivotTable Wizard on the Ribbon in Excel 2007. You want to create a pivot table from Excel data. Solution Before you create the pivot table, you should create an Excel Table from the data. This is a replacement for Excel Lists in Excel 2003, and it has many... can create a formatted Excel Table from the data. This replaces the Excel List feature found in Excel 2003, and it includes many new features that will make pivot table creation and updating easier. To create the Excel Table, organize your data in rows and columns, as described in Section 1.3. Then follow these steps to create the Excel Table. 1. Select a cell in the source data, and on the Ribbon,... Has Headers, and then click OK. When it’s created, the Excel Table is given a default name, such as Table1. You can rename the formatted Excel Table, so it will be easy to identify each table if multiple Excel Tables are in the workbook. This helps to ensure that you select the correct source data when you’re creat- ing pivot tables. To name the Excel Table, follow these instructions. CHAPTER 1 ■ CREATING... ■ CREATING A PIVOT TABLE 13 Creating an Excel Table from the Worksheet Data • As a final step in preparing the Excel source data, you should format the worksheet data as an Excel Table, to activate special features in the source data, such as the capability to automatically extend formulas as new rows are added to the end of the existing data. Instructions for creating an Excel Table are in Section 1.4. 1.4.... filters in related pivot tables, preventing layout changes, refreshing automatically when source data changes, and identifying and changing the pivot cache. ■ INTRODUCTIONxx Debra Dalgleish Excel 2007 PivotTables Recipes A Problem-Solution Approach 1.8. Preparing the Source Data: Using an Access Query Problem The sales manager has asked you to create a pivot table from sales orders stored in a Microsoft Access... complex Microsoft Excel and Microsoft Access applications, as well as sophisticated Microsoft Word forms and documents. Debra has led hundreds of Microsoft Office corporate training sessions, from beginner to advanced level. In recognition of her contributions to the Excel newsgroups, Debra has been awarded a Microsoft Office Excel MVP each year since 2001. You can find a wide variety of Excel tips and... a cell in the formatted Excel Table, and on the Ribbon, click the Design tab. 2. At the left end of the Ribbon, in the Properties group, type a one-word name, such as SalesData, in the Table Name box (see Figure 1-3). Figure 1-3. Table Name in the Properties group How It Works Using the Excel Table feature makes it easier to maintain the source data for a pivot table. In an Excel Table, if you add... results. If you add columns to an Excel Table, column headings, such as Column1, are automati- cally added for you. This feature ensures you won’t see errors caused by blank heading cells if you try to create or update a pivot table based on the Excel Table. You can change the default column headings to something more descriptive, if you prefer. Another advantage of using a formatted Excel Table is this: the . Debra DalgleishExcel 2007 PivotTables RecipesA Problem-Solution Approach Excel 2007 PivotTables Recipes: A Problem-Solution ApproachCopyright © 2007 by Debra. an introduction to pivot tables in Excel 2007, see Beginning Pivot Tables in Excel 2007, by Debra Dalgleish; Apress, 2007. Downloading the CodeSample workbooks