PivotTable Tutorial1

Welcome
Instructions for screen readers: Make your first PivotTable. PivotTables are not as hard as you think. After you go through 21 more sheets in
this tutorial, you'll learn how to quickly create one. The instructions for each sheet start in cell A1, and each subsequent step is in cell A2, A3,
and so on.
The instructions will indicate which cells to navigate to for use of a feature, or further reading.
To start, press CTRL+PAGE DOWN.
Make your first PivotTable

PivotTables are not as hard as you think. After you walk through
these simple steps, you'll know how to quickly create one.
Let's go >
Go back to top by pressing CTRL+HOME. To start the tour, press CTRL+PAGE DOWN.
What is a PivotTable? In its most basic form, a PivotTable takes data and summarizes it so you can make sense of it, all without typing any formulas!
What
Cells is a E17
B10 through PivotTable? In itsaremost
contain Data. There basic form,
four columns: a PivotTable
Date, Buyer, takesEach
Type, and Amount. data andhassummarizes
column various values forit each
so you
row.
Cells H10 through I14 contain a PivotTable which summarizes the data. The PivotTable has two columns: Buyer and Sum of Amount. The Buyer column contains the values Dad, Mom, Kelly, and Grand Total; The Sum of Amount column contains the values $20, $544, $270, and $834.
can make sense of it, all without typing any formulas!
To continue with this tutorial, press CTRL+PAGE DOWN. To go to the previous sheet, press CTRL+PAGE UP.
Give feedback on this tutorial
This is data. This simple PivotTable summarizes the data.
Date Buyer Type Amount Buyer Sum - Amount

1-Jan Mom Fuel $74 Dad $20
15-Jan Mom Food $235 Mom $544
17-Jan Dad Sports $20 Kelly $270
21-Jan Kelly Books $125 Total Result $834
2-Feb Mom Food $235
20-Feb Kelly Music $20
25-Feb Kelly Tickets $125
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Page 2 of 27
That was a simple example. Here's a more sophisticated one. This one shows the spending amounts broken down by type of purchase and by buyer.
That
Cells was aE17
B10 through simple example.
contain Data. There are Here's a more
four columns: sophisticated
Date, Buyer, one. Each
Type, and Amount. Thiscolumn
one shows the
has various spending
values for each row.
Cells G10 through K18 contain a more sophisticated PivotTable which summarizes the data. The PivotTable has five columns: Type, Dad, Kelly, Mom, and Grand Total. The Type column contains the values Books, Food, Fuel, Music, Sports, and Tickets. The Dad, Kelly, and Mom columns contain various dollar amounts, and the Grand Total column contains the total dollar amounts for each Type.
amounts broken down by type of purchase and by buyer.
A more sophisticated PivotTable
Date Buyer Type Amount Sum - Amount Buyer

1-Jan Mom Fuel $74 Type Dad Kelly Mom Total Result
15-Jan Mom Food $235 Books $125 $125
17-Jan Dad Sports $20 Food $470 $470
21-Jan Kelly Books $125 Fuel $74 $74
2-Feb Mom Food $235 Music $20 $20
20-Feb Kelly Music $20 Sports $20 $20
25-Feb Kelly Tickets $125 Tickets $125 $125
Total Result $20 $270 $544 $834
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Page 3 of 27
There are also PivotCharts, which are a more visual way to summarize and make sense of the data. We won't be covering these, but for now, just know that they're possible to do.
There
Cells are E17
B10 through also PivotCharts,
contain Data. There arewhich are aDate,
four columns: more visual
Buyer, way
Type, and to summarize
Amount. and
Each column has make
various sense
values ofrow.
for each the
To the right of the data is a PivotChart which summarizes and visualizes the data. To select it, press ALT+H, FD, P. Then use your arrows keys to move to PivotChartExample and press Enter. When you're done, press CTRL G, type A4, then Enter.
data. We won't be covering these, but for now, just know that they're possible to do.
This PivotChart summarizes and visualizes the data.
Date Buyer Type Amount Sum - Amount

Total Result Buyer
1-Jan Mom Fuel $74 Type
Tickets Dad Kelly Mom Total Result
15-Jan Mom Food $235 Books $125 $125
Sports
17-Jan Dad Sports $20 Food $470 Mom$470
Music
21-Jan Kelly Books $125 Fuel $74 Kelly $74
2-Feb Mom Food $235 Fuel
Music $20 Buyer $20
Dad
20-Feb Kelly Music $20 Food
Sports $20 $20
25-Feb Kelly Tickets $125 Tickets
Books $125 $125
Total$0
Result $20 $1,000
$200 $400 $600 $800 $270 $544 $834
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Page 4 of 27
But let's back up. The first step to making a good PivotTable is to make sure the data is in good shape. So, make sure you do the following before you make one:
But
Cells B10 let's
throughback up. The
E17 contain Data. first
There step tocolumns:
are four making a Buyer,
Date, goodType,
PivotTable
and Amount. is Each
to make
column sure the no
has values, data is in good
duplicates, and no blanks.
There is a label pointing to the columns that says, "Name your columns." There is also a label pointing to the rows that says, "And make sure there are no duplicate rows, or blank cells."
shape. So, make sure you do the following before you make one:
Name your columns.
Date Buyer Type Amount

1-Jan Mom Fuel $74
15-Jan Mom Food $235
17-Jan Dad Sports $20 And make sure there are no
21-Jan Kelly Books $125 duplicate rows, or blank cells.
2-Feb Mom Food $235
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Page 5 of 27
Something to keep in mind: Lots of people use the word "column." But to a PivotTable, a column is a "field." Remember this as you progress with the tutorial.
Something
Cells B10 through E17to keep
contain inThere
Data. mind: Lots
are four of people
columns: useType,
Date, Buyer, the and
word column.
Amount. But to
Each column has a PivotTable,
a label a that says "Field."
pointing to it
column is a field. Try to remember this as you progress with the tutorial.
GOOD TO KNOW: Why the word "field"? It's just a traditional term used when working with data and database applications. The PivotTable menus and buttons use the word "field" a lot. So if you get used to it now, it will make things easier as you make PivotTables.
Field Field Field Field

GOOD TO KNOW
Why the word "field"? It's just a traditional
Date Buyer Type Amount term used when working with data and
database applications.
1-Jan Mom Fuel $74
15-Jan Mom Food $235 The PivotTable menus and buttons use the
17-Jan Dad Sports $20 word "field" a lot. So if you get used to it now,
it will make things easier as you make
21-Jan Kelly Books $125 PivotTables.
2-Feb Mom Food $235
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Page 6 of 27
Let's focus on one of the fields. One of the fields below, the Amount field, is probably the most important. Wouldn't it be great if it was summed up?
Let's
Cells focusE17
B10 through oncontain
oneData.of the
Therefields. One ofDate,
are four columns: theBuyer,
fieldsType,
below, the Amount
and Amount. The Amountfield, is has
column probably the to it that says "This field should be summed up."
a label pointing
most important. Wouldn't it be great if it was summed up?
This field should be summed up.

1-Jan Mom Fuel $74
17-Jan Dad Sports $20
21-Jan Kelly Books $125
2-Feb Mom Food $235
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Page 7 of 27
So we did that. We summed up the Amount field with a PivotTable. (Really?) Yes. Sum of Amount and $834 make up a small PivotTable that totals up the Amount field.
So
Cells B10we didE17
through that. WeData.
contain summed
There are up
four the Amount
columns: fieldType,
Date, Buyer, withandaAmount.
PivotTable. (Really?)
Each column Yes.
has various Sum
values for of
each row.
Amount and $834 make up a small PivotTable that totals up the Amount field.
Cells H10 and H11 contain a PivotTable which totals the Amount column. The PivotTable has one column: Sum of Amount. And that column only has one value: $834. There is a label pointing to the PivotTable that says, "It may not look like much, but this is a PivotTable."
It may not look like much, but this is a PivotTable.

1-Jan Mom Fuel $74 $834
2-Feb Mom Food $235
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Page 8 of 27
Why make such a small PivotTable? Because it emphasizes the concept of a PivotTable value
Why make such a small PivotTable? Because it emphasizes the concept of a PivotTable value field. If one of the fields in your data contains numeric values, a PivotTable can total it up. When it does this, it's called a PivotTable value field.
Cells B11 through E18 contain Data. There are four columns: Date, Buyer, Type, and Amount. Each column has various values for each row. There is a label pointing to the Amount column that says, "This field contains numeric values…"
field
Cells H11. and
If one of thea PivotTable
H12 contain fields inwhich
yourtotals
data thecontains
Amount column.numeric values,hasaone
The PivotTable PivotTable
column: Sumcan total itAndup.
of Amount. thatWhen
column only has one value: $834. There is a label pointing to the PivotTable that says, "…and this PivotTable made it into a 'value field.'"
it doeswith
To continue this,
thisit's called
tutorial, a CTRL+PAGE
press PivotTable
DOWN.value
To gofield
to the. previous sheet, press CTRL+PAGE UP.
...and this PivotTable

This field contains numeric values...
made it into a value field.

1-Jan Mom Fuel $74 $834
2-Feb Mom Food $235
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Page 9 of 27
PivotTables start getting interesting when you add conditions that divide or break down the value field. In this case, we added a new condition of Buyer to divide the value field.
PivotTables
Cells B11 through E18start
containgetting
Data. There interesting
are four columns:when you
Date, Buyer, Type,add Each columnthat
conditions
and Amount. dividevalues
has various or break
for each down
row.
the value field. In this case, we added a new condition of Buyer to divide the value field.
Cells H11 through I15 contain a PivotTable which summarizes the data. The PivotTable has two columns: Buyer and Sum of Amount. The Buyer column contains the values Dad, Kelly, Mom, and Grand Total; the Sum of Amount column contains the values $20, $270, $544, and $834. There is a label pointing to the Buyer column that says, "We added a condition here to divide the value field by 'Buyer.'" There is also a label that points to the Sum of Amount column that says "Value field."
We added a condition here to divide

Value field
the value field by Buyer.

15-Jan Mom Food $235 Kelly $270
17-Jan Dad Sports $20 Mom $544
2-Feb Mom Food $235
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Page 10 of 27
And here's another version of the PivotTable, but this time we added the condition of Type to see how much was spent for each type of purchase.
And
Cells here's
B10 through E17another
contain Data.version ofcolumns:
There are four the PivotTable, butAmount.
Date, Buyer, Type, and this time we added
Each column the
has various condition
values for each row.of
Cells H10 through I17 contain a PivotTable which summarizes the data. The PivotTable has two columns: Type and Sum of Amount. The Type column contains the values Books, Food, Fuel, Music, Sports, Tickets, and Grand Total; the Sum of Amount column contains the values $125, $470, $74, $20, $20, $125, and $834. There is a label pointing to the Type column that says, "We added a condition here to divide the value field by 'Type.'" There is also a label that points to the Sum of Amount column that says, "Value field."
Type to see how much was spent for each type of purchase.
We added a condition here to

Value field
divide the value field by Type.
Date Buyer Type Amount Type Sum - Amount

1-Jan Mom Fuel $74 Books $125
15-Jan Mom Food $235 Food $470
17-Jan Dad Sports $20 Fuel $74
21-Jan Kelly Books $125 Music $20
2-Feb Mom Food $235 Sports $20
20-Feb Kelly Music $20 Tickets $125
25-Feb Kelly Tickets $125 Total Result $834
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Page 11 of 27
Another PivotTable term: The conditions we've added so far are called PivotTable row fields. In these examples, the row field breaks down, or divides, the value field.
Another
Cells PivotTable
B10 through E17 contain Data.term:
ThereThe conditions
are four we've
columns: Date, Buyer,added
Type, andso far are
Amount. called
Each columnPivotTable rowforfields
has various values . In
each row.
Cells H10 through I14 contain a PivotTable which summarizes the data. The PivotTable has two columns: Buyer, and Sum of Amount. The Buyer column contains the values Dad, Kelly, Mom, and Grand Total; the Sum of Amount column contains the values $20, $270, $544, and $834. There is a label pointing to the Buyer column that says, "Row field." There is also a label that points to the Sum of Amount column that says "Value field."
these examples, the row field breaks down, or divides, the value field.
Row field Value field

2-Feb Mom Food $235
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Page 12 of 27
Let's review. You'll learn how to actually make a PivotTable in a few moments. But let's review the concepts we've taught you so far:
LET'S REVIEW
Cells B10 through E17 contain Data. There are four columns: Date, Buyer, Type, and Amount. Each column has various values for each row. There is a label pointing to the data that says, "First start with good data."
Cells H10 through I14 contain a PivotTable which summarizes the data.
TheYou'll learn
PivotTable hashow to actually
two columns: Buyer,make a of
and Sum PivotTable
Amount. The inBuyer
a few moments.
column contains But let's Dad,
the values review
Kelly,the
Mom,concepts
and Grandwe've
Total. The Sum of Amount column contains the values $20, $270, $544 and $834. There is a label pointing to the Buyer column that says, "A 'row field' breaks down..." There is also a label that points to the Sum of Amount column that says, "...a 'value field.'"
taught with
To continue youthisso tutorial,
far: press CTRL+PAGE DOWN. To go to the previous sheet, press CTRL+PAGE UP.
First, start with good A row field breaks a value
data. down... field.

2-Feb Mom Food $235
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Page 13 of 27
When you create a PivotTable in a moment, you'll see the PivotTable Fields List. It's not just a list though, it's a more like a panel. At the top you'll see the fields from your data.
When
Cells youF21
C14 through create
contain a PivotTable
Data. There are fourin a moment,
columns: you'll
Date, Buyer, Type, and the PivotTable
seeAmount. Each column Fields Listvalues
has various . It'sfor
not just
each row.a
There is a label pointing to the data fields that says, "Excel looks at your data..."
list though, it's a more like a panel. At the top you'll see the fields from your data.
There is an arrow that starts at the top of the field names and points to the same field names in a picture of the PivotTable Fields List.
Excel looks at ...and then lists

your data... the fields, by
name, here.
1-Jan Mom Fuel $74
2-Feb Mom Food $235
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Page 14 of 27
Type)
don't
contain
numerical
values, so
they
aren't the
best ones
to usedo
Don't forthis now but in a couple steps, you'll work with a PivotTable. The first thing you'll do is create a value field. You'll do that by dragging the Amount field to the Values area.
the value
A Don't
PivotTable
field. do
Fieldsthis nowshows
List image but aninarrow
a couple steps, the
cursor dragging you'll
Amountworkfieldwith
to theaValues
PivotTable.
area. The first thing you'll do
is create a value field. You'll do that by dragging the Amount field to the Values area.
BEST PRACTICE
If you're ever unsure how to start a
PivotTable, think about creating the value
field first.
Fields that are best for value fields are ones

with numerical amounts. In this example,
Amount is the best one.
The other fields (Date, Buyer, Type) don't

contain numerical values, so they aren't the
best ones to use for the value field.
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Page 15 of 27
After you drag the field to the Values area, "Sum of Am..." will appear at the bottom of the PivotTable Fields List. (Sometimes Excel doesn't have room to show the full name, which is really "Sum of Amount.")
After you drag the field to the Values area, "Sum of Am..." will appear at the bottom of the
Cells E12 and E13 contain a PivotTable which totals the Amount column. The PivotTable has one column: Sum of Amount. And that column only has one value: $834. There is a label pointing to the PivotTable that says, "Creating a value field sums up the 'Amount' field and makes a small PivotTable like this."
PivotTable
PivotTable Fields
Fields List imageList.
shows(Sometimes Excel doesn't
"Sum of Am…" highlighted havearea.
in the Values room to show the full name, which is really
"Sum of
To continue Amount.")
with this tutorial, press CTRL+PAGE DOWN. To go to the previous sheet, press CTRL+PAGE UP.
Creating a value field sums up the Amount

field and makes a small PivotTable like this.
Sum - Amount
$834
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Page 16 of 27
Then you'll want a condition to divide the value field by. And to do that, you drag any of the other fields down to the Rows area.
Then Fields
PivotTable you'll
List want a condition
image shows to dragging
an arrow cursor dividethe the value
Buyer field tofield by.area.
the Rows AndTheto
Rowsdoarea
that, you'd drag any of
is highlighted.
Cells E12 and E13 contain a PivotTable which totals the Amount column. The PivotTable has one column: Sum of Amount. And that column only has one value: $834.
the other fields down to the Rows area.
Sum - Amount
$834
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Page 17 of 27
Now that the Buyer field is in the Rows area, you'll see that the PivotTable shows each buyer's amount. You'll see how easy this is in a second...and the great part about this is it doesn't require typing any formulas!
Now that the Buyer field is in the Rows area, you'll see that the PivotTable shows each buyer's
Cells D12 and E16 contain a PivotTable. The PivotTable has two columns: Row Labels and Sum of Amount. Row Labels contains the values Dad, Kelly, Mom, and Grand Total. Sum of Amount contains the values $20, $270, $544, and $834.
amount.
There is a labelYou'll
pointingsee how
to the Roweasy
Labelsthis is inthat
column a second...and the'Buyer'";
says, "The row field great another
part about this isto itthedoesn't
label points require
Sum of Amount typing
column that says, "Divides the value field 'Sum of Amount.'"
any formulas!
A PivotTable Fields List image shows "Buyer" highlighted in the Rows area.
Divides up the
The row field
value field (Sum
(Buyer)
of Amount).
Buyer Sum - Amount

Dad $20
Kelly $270
Mom $544
Total Result $834
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Page 18 of 27
WORK WITH THE PIVOTTABLE FIELDS LIST
WORK WITH THE PIVOTTABLE FIELDS LIST
Cells B14 through E21 contain Data. There are four columns: Date, Buyer, Type, and Amount. Each column has various values for each row.
1. In cells H14 through J31 is the PivotTable Area. Navigate to any of those cells.
2. Press ALT+JT, L to launch the PivotTable Fields List. Focus will default to the Search text box: "Type words to search for" edit. Do not type anything, instead, tab once.
1 your
3. Press Below
arrowand
keys move to the2
totothe The
Amount PivotTable
field. Press SPACEBAR to add 3 the Amount
Drag the Amount
field field area.4
to the Values Drag the Buyer
right,keys
4. Press arrows is the
to move to the Buyer field.Fields list shouldto add the Buyer field
Press SPACEBAR down to the
to the RowsValues field
area. Press ESC key to exit down toFields
PivotTable the pane.
Note: AfterPivotTable
you complete Area. appear
steps 3 and 4, you may have toonmake
the right. area.
the columns wider to see all of the text and numbers in theRows area. (This is a common "extra step" you have to do after creating a PivotTable.)
PivotTable.
To continueClick
withanywhere
this tutorial, press CTRL+PAGEIfDOWN.
you don't see
To go to it,
the previous sheet, press CTRL+PAGE UP.
Give feedbackinside thattutorial
on this area. right-click the
PivotTable Area,
and then click Show
Field List.
Date Buyer Type Amount (empty)

1-Jan Mom Fuel $74
2-Feb Mom Food $235
Note: After you complete

steps 3 and 4, you may
have to make the columns
wider to see all of the text
and numbers in the
PivotTable. (This is a
common "extra step" you
have to do after creating a
Previous
PivotTable.) Next
Feedback
Page 19 of 27
On the next step, you'll create a PivotTable from scratch. And when you do, there's something to keep in mind: Excel puts Pivot
On the next step, you'll create a PivotTable from scratch. When you do, there's som
There is a picture that shows 4 sheet tabs named 17, 18, 19, 20, and Learn More. 20 is the active tab.
to iskeep
There in mind:
a caption Excel
under the pictureputs PivotTables
that says, onlet's
"For example, a say
new,
yourseparate
data is on a sheet to the
sheet named left
"20." ofcreated
If you the sheet
a Pivot
on.is a picture that shows a new sheet tab called "Sheet12" that is in between sheet 19 and 20.
There
If you created a PivotTable, Excel would put it on a new sheet to the left. It would name it "Sheet" and then assign a number to
WHY DOES THIS HAPPEN? Well, the full name for a PivotTable is: "PivotTable Report." A report is based on data, and typically p
For example, ...Excel would

let's say your put it on a new
data is on a sheet to the left.
sheet named It would name
"20." If you it "Sheet" and
created a then assign a
PivotTable... number to it
like "12", "13,"
WHY DOES THIS HAPPEN? etc. You can
Well, the full name for a PivotTable is: "PivotTable Report." A report is based on data, and typically people
always
like to see the reports separately from all of the data itself. Now, it is possible double-
to put PivotTables on the
same sheet as the data. But most of the time, PivotTables need a lot of
sheet is a good idea.
click the name,
space, so putting them on a new
and name it
something else
like
"PivotTable."
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Feedback
p in mind: Excel puts PivotTables on a new, separate sheet to the left of the sheet you are on.
you do, there's something
he
"20."left ofcreated
If you the sheet you are
a PivotTable…"
d then assign a number to it like "12", "13," etc. You can always select the sheet, Alt+H, O, R, and name it something else like "PivotTable."
ed on data, and typically people like to see the reports separately from all of the data itself. Now, it is possible to put PivotTables on the sam
l would
on a new
o the left.
ld name
et" and
ssign a
r to it
2", "13,"
u can
data, and typically people
double-
put PivotTables on the
he name,
o putting them on a new
me it
hing else
Table."
Next
omething else like "PivotTable."
ble to put PivotTables on the same sheet as the data. But most of the time, PivotTables need a lot of space, so putting them on a new shee
, so putting them on a new sheet is a good idea.
MAKE A PIVOTTABLE FROM SCRATCH
MAKE A PIVOTTABLE FROM SCRATCH
Cells B15 through E22 contain Data. There are four columns: Date, Buyer, Type, and Amount. Each column has various values fo
1. Navigate to any of the data cells.
2. Remember that after step 4, a new sheet will be created. And when that happens, remember to use ALT+JT, L to open the Pi
1 ALT+N,V
3. Press Click anywhere 2 Remember
to access the Create PivotTable dialog box. that 3 At the top of Excel,
inside
4. Press ENTER to the data
accept the default options. after step 4, a new click the Insert tab,
below.
To continue with this tutorial, press CTRL+PAGE sheet
DOWN.willTo be and
go to the previous sheet, thenCTRL+PAGE
press click the UP.
Give feedback on this tutorial created. And when PivotTable button.
that happens,
remember to drag
Amount to the
Values area, and
Buyer to the Rows
area.
1-Jan Mom Fuel $74
2-Feb Mom Food $235
Previous
Feedback
ount. Each column has various values for each row.
member to use ALT+JT, L to open the PivotTable Fields List if it's not open already. Then add the Amount field to the Values area, and Buye
e top of Excel, 4 In the dialog box
the Insert tab, that appears, click
hen click the
ess CTRL+PAGE UP. OK.
tTable button.
Next
d to the Values area, and Buyer to the Rows area.
Good job. You made it.
But keep going! There's more to learn…
More Pivot info: Discover more you can do by reading this helpful article on PivotTables.
Clean data is key: Excel can help. Check out this article to learn more about Get & Transform.
Good job. You made it.
LinkedIn Learning: Video courses for all levels—from beginner to advanced. Take at your own pace.
Community: Connect with other Excel fans. They can help you, and you can help them.
But keep going! There's more to learn...
More pivot info Clean data is key LinkedIn Learning Community

Discover more you Excel can help. Video courses for Connect with other
can do by reading Check out this all levels—from Excel fans. They can
this helpful article article to learn beginner to help you, and you
on PivotTables. more about Get & advanced. Take at can help them.
Transform. your own pace.
Learn more Learn more Learn more Learn more
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Welcome

Make your first PivotTable

This is data. This simple PivotTable summarizes the data.

Date Buyer Type Amount Buyer Sum - Amount

A more sophisticated PivotTable

Date Buyer Type Amount Sum - Amount Buyer

This PivotChart summarizes and visualizes the data.

Date Buyer Type Amount Sum - Amount

Name your columns.

Date Buyer Type Amount

Field Field Field Field

This field should be summed up.

Date Buyer Type Amount

It may not look like much, but this is a PivotTable.

Date Buyer Type Amount Sum - Amount

...and this PivotTable

Date Buyer Type Amount Sum - Amount

We added a condition here to divide

Date Buyer Type Amount Buyer Sum - Amount

We added a condition here to

Date Buyer Type Amount Type Sum - Amount

Row field Value field

Date Buyer Type Amount Buyer Sum - Amount

Date Buyer Type Amount Buyer Sum - Amount

Excel looks at ...and then lists

Fields that are best for value fields are ones

The other fields (Date, Buyer, Type) don't

Creating a value field sums up the Amount

Buyer Sum - Amount

Date Buyer Type Amount (empty)

Note: After you complete

For example, ...Excel would

But keep going! There's more to learn...

More pivot info Clean data is key LinkedIn Learning Community

Learn more Learn more Learn more Learn more

Give us feedback on this tutorial

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