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You’ve got data and lots of it. When you want to analyze all that data, learn how to use the Power Pivot add-in with Excel to import data sets, identify relationships, build PivotTables, and create PivotCharts.
How to Get the Excel Power Pivot Add-in
Power Pivot gives you the power of business insights and analytics app. You don’t need specialized training to develop data models and perform calculations. You just need to enable it before you can use it.
Follow Along with the Tutorial
When you want to get up and running with Power Pivot quickly, learn by example. Microsoft has several example datasets available as a free download, which contain the raw data, the Data Model, and examples of data analysis. These are great learning tools that provide insight into how professionals analyze big data.
This tutorial uses the Microsoft Student Data Model sample workbook. You’ll find a download link to the sample workbook and to a completed data model in the first note on the page.
The data in this sample Excel workbook has the following:
The workbook contains four worksheets.
Each worksheet contains related data, meaning there’s at least one column heading on a worksheet matching a column heading in another worksheet.
The data in each worksheet is formatted as a table.
Every cell in the table contains data. There are no blank cells, rows, or columns in the tables.
There are other example datasets on the Microsoft website. Explore these learning resources:
Download data from a Microsoft Access database that describes Olympic Medals.
Download three Business Intelligence samples that show how to use Power Pivot to import data, create relationships, build PivotTables, and design PivotCharts.
How to Add Data to Your Excel File and Build a Data Model
You’ve collected the data you’ll need. Now it’s time to import your data sets into Excel and automatically create a Data Model. A Data Model is similar to a relational database and provides the tabular data used in PivotTables and PivotCharts.
To import Excel data into a Power Pivot Data Model:
Open a blank worksheet and save the file with a unique name.
Select the tables you want to import.
To make sure the import was successful and the Data Model was created, go to Data and, in the Data Tools group, select Go to the Power Pivot Window.
The tabs at the bottom of the Power Pivot Window correspond to each of the tables that were imported.
Close the Power Pivot Window.
Create Relationships Between Tables with Power Pivot Excel
Now that you have a Data Model, it’s time to create relationships between each of the data tables.
How to Create PivotTables
When you use Power Pivot to create a Data Model, most of the hard work involving PivotTables and PivotCharts has been done for you. The relationships you created between the tables in your dataset are used to add the fields you’ll use to create PivotTables and PivotCharts.
In the Create PivotTable dialog box, select New Worksheet, then select OK.
To sort the PivotTable data, drag a field to the Filters area. In this example, the Class Name field is added to the Filters area so the list can be filtered to show student’s average grade for a class.
To change the calculation method used by a field in the Values area, select the dropdown box next to the field name and select Value Field Settings. In this example, Sum of Grade was changed to Average of Grade.
Analyze your data. Experiment with the filters and sort data using the column header dropdown arrows.
Convert a PivotTable into a PivotChart
If you want to visualize your PivotTable data, turn a PivotTable into a PivotChart.
Select Pivot Chart to open the Insert Chart dialog box.
Choose a chart, then select OK.
Create PivotCharts
If you’d rather analyze your data in a visual format, create a PivotChart.
In the Power Pivot window, select Home, then select the PivotTable dropdown arrow. A list of options appears.
Analyze your data. Experiment with the Filters and sort data with the column header dropdown arrows.
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How To Use The Excel Pivot Table Field List
Tips for working with the PivotTable Field List. Move it, change its layout, sort the fields, to save time and work efficiently. Also see: List all Pivot Fields with Details
Pivot Table Field List
When you create a pivot table, and select a cell in it, by default, a pivot table field list should appear, at the right of the Excel window. You can use the field list to select fields for the pivot table layout, and to move fields to a specific area in the layout.
To see the PivotTable Field List:
The PivotTable Field List pane should appear at the right of the Excel window, when a pivot cell is selected.
Change the Pivot Table Field List
To see the steps for adjusting the pivot table field list, please watch this short video tutorial. The written instructions are below the video. Download the sample file from this video, to follow along.
Change the Pivot Table Field List Layout
By default, the field list shows a list of the fields at the top, and the four pivot table areas in a square at the bottom. You can change that layout, by using a command on the field list.
To change the layout:
The default layout is at the top of the list — Fields Section and Areas Section Stacked
Select one of the other layouts, such as Fields Section and Areas Section Side-by-Side
Which layout to select:
The Fields Section and Areas Section Stacked layout is best if the pivot table has long field names, or a short list of fields
The Fields Section and Areas Section Side-by-Side layout is better when field names are short, or there is a long list of fields.
I don’t use the other layouts — Fields Section Only, Areas Section Only (2 by 2), Area Section Only (1 by 4)
Adjust the Field List Width
To adjust the width of the field list:
Point to the border between the field list and the worksheet
When the pointer changes to a two-headed arrow, drag left or right, to make the field list wider or narrower
Move the Field List
The field list can be locked in place at the right or left of the worksheet, or it can float over the worksheet.
To move the field list:
Point to the Title area of the field list
When the pointer changes to a four-headed arrow, drag the field list to a new position
To lock the floating field list into its previous position:
Point to the Title area of the field list
It will go to the side where it was last locked.
Sort the Field List
The fields in the field list can be sorted alphabetically, or in the same order that the fields are arranged in the source data.
To sort the fields in Excel 2013:
To sort the fields in Excel 2010:
Download Sample File
Download the sample file that was used in the Pivot Table Field List video. The zipped file is in xlsx format, and does not contain any macros.
More Pivot Table Resources
FAQs – Pivot Tables Pivot Table Introduction List all Pivot Fields with Details Remove Pivot Fields with Macros
Grouping Data
Summary Functions
Clear Old Items in Pivot Table
Using Pivot Tables In Excel 2022
The only thing in the bottom section that you need to make a pivot table work is Values. You will find that Rows, Columns, and Filters help to organize the data and information in the pivot table.
To see what we mean, let’s choose a column from the top half.
We are going to choose Employee. We want each employee to appear in a row, so we drag it to the Rows section in the bottom half.
We chose Sum of Sales.
We are going to drag Week to the Columns section.
Now, if we look at our pivot table, we see that Excel has summarized the number of sales in our worksheet.
With pivot tables, there is something you need to keep in mind. If you drop a text field into values, Excel will assume you want to count the values. We did this, and it counted the number of occurrences of the item in our data. If you drop a numerical field into Values, Excel will assume you want a sum of the items.
You can also drag and drop to and from Values, Columns, Rows, and Filters.
You can do these things to create the pivot table that you want.
Changing the Formatting and Formulas of PivotTables
It is easy to create a pivot table in Excel 2016, but that is just where the fun begins. Now that you created a pivot table, it is time to learn how to format it.
Below is our pivot table.
If you wanted to format the data in the pivot table, you could do so by selecting a column or row, then going to the Home tab and applying formatting, such as changing the font type, font size, or font color. Those are very basic Excel skills and easy enough for you to do.
However, if you applied formatting in this manner, if you ever refreshed the data in your pivot table or added rows or columns, the formatting might not be applied.
We then see the Value Field Settings dialogue box.
In this dialogue box, we can change the name of the field in the pivot table by going to the Custom Name field.
This will return you to the Value Field Settings dialogue box.
Also in the Value Field Settings dialogue box, we can change the function. Right now, we have it at the default, which is Sum. It can be changed to Count, Average, Max, Min, etc. All of these functions relate to the total sales. For example, average of total sales, and so on.
You can also add the same field more than once.
This means that, if you wanted, you could change the function for the Sales field to Count. Then, you could drag the Sales field to the Values section again, which would display the Sum of Sales.
Just make sure you change the number format that matches the function. We would not want Currency for Sales function, for example.
Creating Different PivotTables Using the Same Data
You can create as many pivot tables as you need to using the same data from the same worksheet. You can choose to place the pivot tables together, or you can place them in different worksheets.
You can now see our new pivot table below our existing pivot table.
We can now add columns, rows, and values to our new pivot table by following the steps we learned earlier in this article.
Moving PivotTables
You can move a pivot table to a new location within a worksheet or to a new worksheet entirely.
You will then see the Move PivotTable dialogue box.
The pivot table is moved for you.
Deleting PivotTables
This selects the PivotTable.
You can then press Delete on your keyboard.
The Report Filter Option
In the snapshot below, we have a simple pivot table.
You can see that we have dragged and dropped the Employee field into the Rows section, and the Sales field into the Values section in order to create the pivot table.
Now we are going to learn what happens when you drag a field to the Filters section.
For this example, we are going to drag the Territory field to the Filters section.
When we do this, we can see the filter is added above our pivot table.
We can now filter the data in our pivot table by the territory of the employee.
Of course, we can also add another filter to our pivot table to further refine the data that is summarized
Sorting Data in a PivotTable
Data in a pivot table can be sorted by row or column labels, as well as values.
Whenever you create a pivot table, Excel does the sorting for you. Excel puts row and column labels in the order that they appeared in the original data worksheet.
You can see Row Labels circled in red below.
As you can see in the next snapshot, we are now given the ability to sort the labels alphabetically from A to Z, or Z to A.
You will then see the following dialogue box.
Choose if you want to sort the values from A to Z or Z to A by putting a check beside your choice.
In the snapshot above, you see that we can also sort by Sum of Sales – or our values.
Our data is then sorted by values.
Refreshing the Data in a PivotTable
A pivot table is based on data that is contained in a worksheet. If you change the data in the worksheet after you have created a pivot table, you will need to refresh the data in the pivot table so that it reflects the current data in the original worksheet.
Let’s show you what we mean so that it makes sense.
Below is our pivot table.
Now, we are going to go back to our original worksheet.
However, when we go back to our pivot table, our Sum of Sales column still reflects the 21 sales we originally said we made.
We need to refresh the data so the changes made in the original data are reflected in our pivot table.
To do this, go to the Analyze tab under PivotTable Tools. Go to the Refresh dropdown menu, and select Refresh All.
As you can see, the data in our pivot table is now refreshed.
Another thing you can do to make sure that your data stays refreshed is to set your options in Excel so that the data in your pivot table is refreshed each time you open the workbook.
To do this, go to the Analyze tab again.
You will then see this dialogue box:
Verifying the Data in a PivotTable
It is easy to take for granted that the data presented in a pivot table is correct.
However, if you ever wanted to double check to make sure that the data is correct, there is an easy way to do that.
Let’s say we want to verify that the employee named Smith really made 31 sales.
The data shown above is displayed in a new worksheet. You can choose whether you want to keep the worksheet or delete it.
How To Use Vba In Powerpoint: A Beginner’S Guide
Here at BrightCarbon we’re always looking for new ways to improve our own PowerPoint productivity and then share that knowledge with the presentation community (that includes you, by the way!). One of the ways we do this is by using VBA code to automate and extend the functionality of PowerPoint. We publish free PowerPoint VBA code snippets here in our blog for you to use. This article explains how to grab the code from our articles and use it in your PowerPoint project, so that you can take your productivity to the next level!
Visual Basic for Applications (VBA) is a programming environment for Microsoft Office applications. It’s included with your installation of Office by default ( unless your system administrator has deactivated it ) . PowerPoint VBA provides you with a way to do one of two things using macros and add-ins:
int:If you ever find yourself repeating the same task over and over again, VBA could be your new best friend. Let’s say you have 100 slides and you need to unhide all hidden objects across all those slides . That could take you many eye-straining minutes, but with a PowerPoint VBA it takes around a second.
way in PowerPoint to get them back. PowerPoint :Sometimes PowerPoint doesn’t have the feature you need to complete your task . As an example, if you end up deleting default layouts from a template, there’s no easy This article includes PowerPoint VBA code to do just that!
How to open the VBE (Visual Basic Editor)
Getting to meet your VBA friend is very simple. With PowerPoint open and at least one presentation file open, press * on your keyboard. This will open the VBE (Visual Basic Editor):
Adding PowerPoint VBA code
You now have a module ready to paste the VBA code into from one of our blog articles :
‘ PowerPoint VBA Macro to display Hello World message. ‘ Copyright (c) 2019 BrightCarbon Ltd. All Rights Reserved. ‘ Source code is provided under Creative Commons Attribution License ‘ This means you must give credit for our original creation in the following form: ‘ “Includes code created by BrightCarbon Ltd. (brightcarbon.com)” ‘ Commons Deed @ http://creativecommons.org/licenses/by/3.0/ ‘ License Legal @ http://creativecommons.org/licenses/by/3.0/legalcode ‘ Purpose : Displays a dialog box with a Hello World text message. ‘ Author : Jamie Garroch ‘ Date : 06MAY2019 ‘ Website : https://brightcarbon.com/
Sub HelloWorld() MsgBox “Hello World!”, vbInformation + vbOKOnly, “This is my first VBA Macro” End Sub
You should now see something like this:
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