Excel Chapter 13

TOOLS FOR SUMMARIZING

AND ANALYZING DATA IN
AN EXCEL DATABASE

Multiple Sets of
Summary Information

Keys to Developing
Summary Information

Sort Database using grouping field as first sort key

Select Subtotals command to display Subtotal Dialog

Box, which can be seen on the next slide:
1. Select group field in 1st List Box
2. Select summary function in 2nd List Box
3. Select 1 or more data fields in 3rd List Box from which
to generate the summary data for each group
4. Unless you want to remove any summary data
present, remove check from Replace current
subtotals check box.

Initial and Completed

Subtotal Dialog Boxes

Initial Dialog Box

Completed Dialog Box

Subtotaling a Subset of
an Excel Database
Filter the database:
Click on the Filter button in the
Sort & Filter group of the
Data tabs Ribbon.
Specify one or two criteria for one or more fields.
To remove the filter, click again on the Filter button in the
Sort & Filter group of the Data tabs Ribbon.

Removing and Replacing

Summary Information

To remove all summary and grand total rows from the database:
1.

Click on the Subtotals button in the Outline group of the Data

tabs Ribbon to display the Subtotal dialog box.

2.

Click on the Remove All button.

To replace existing summary and grand total rows with updated

summary information:
1.

Click on the Subtotals button in the Outline group of the Data

tabs Ribbon to display the Subtotal dialog box.

2.

Select the appropriate field names and other options,

3.

Check the Replace current subtotals box in the Subtotal dialog

box, and

4.

Click on the OK button.

Analyzing and Summarizing

Data with PivotTables
Because it sorts, groups, summarizes, and, optionally filters,
data all at once, a PivotTable provides quick answers to
questions about data organized in a large Excel list or
database.
The figures on the next two slides provide examples of
PivotTables created from databases in the Dept & Salary
worksheet of the Employee workbook and the Qty & Cost
worksheet of the Inventory workbook, respectively.

PivotTable from Data in

Dept & Salary Worksheet
of Employee Workbook

PivotTable from Data in Qty & Cost

Worksheet of Inventory Workbook

Create PivotTable Dialog Box

Initial Layout of PivotTable

Placement of Department Field in Row

Labels Area and Sum of Salary in the
Values Area

The Department Field is in Row

Labels Column and Values field is
in the Sum of Salary Column
of the PivotTable

Location of All Fields

in PivotTable

Changing a Summary Function of a

Data Field in a PivotTable with the
Value Field Settings Dialog Box

Completed Layout of PivotTable

of Employee Database

Creating a PivotChart
The fastest way to create a chart based on data in a
PivotTable is to select any cell in the PivotTable and then
press F11.
As soon as you press the F11 key, Excel creates a
PivotChart on a separate Chart sheet, as shown in the next
slide.
If you havent yet created a PivotTable and you want the
chart on the same sheet as the PivotTable, click the arrow at
the bottom of the PivotTable button and then click on the
PivotChart command.

Completed PivotChart from Summary

Data in PivotTable of Employee Workbook

 Because the number of employees is so much smaller

than the other data values in the chart, the data markers
for number of employees become invisible in the chart.
Accordingly, remove this summary data series from the
chart as follows:
Click on the summary field Count of SSN in the Values
list box.
Hold down the left mouse button.
While holding down the left mouse button, drag the
Count of SSN summary field to the Choose fields to add
to report: list box.

Completed PivotChart from Summary

Data in PivotTable of Employee
Workbook

Creating a PivotTable with

Subgroups for Each Group
Occasionally, you want to create a PivotTable that
summarizes data for both groups and subgroups within
each group.
For example, open the Inventory workbook and select
the Qty & Cost worksheet.
If you recall from a previous section of this chapter, the
Qty & Cost worksheet lists the item number, description,
location, quantity, unit cost, and total cost for each item in
the inventory database.

Creating a PivotTable with

Subgroups for Each Group
Suppose that you want to create a PivotTable that
summarizes inventory quantity and total cost by location
(i.e., Chicago, Los Angeles, and New York) and in total for
each inventory item.
In such a case, you would want to group the data by
inventory item and subgroup the data by location.

PivotTable Which Summarizes Data

by Inventory Items and by Loction
within Each Inventory Item

Filtering Data with a PivotTable

A PivotTable report helps you to see what your data
means.
You can make the report even clearer by filtering the data.
Filtering shows you just want you want to look at and
hides the rest temporarily.
As you view the data in the Qty & Cost worksheet, you
see the various products that each warehouse has.

Filtering Data with a PivotTable

Suppose you want to see only chairs, or only chairs in Los
Angeles and New York.
To filter the PivotTable report data, click on the arrow at the
right end of Row Labels in the PivotTable. You will see a
drop-down list similar to that shown on the next page.
Next, click on (Select All) to remove the check from that and
the other boxes and then click on ChairExecutive Tilt/Swivel
and Chair-Modern Pneumatic to place checks in those
boxes.
Upon doing so, your PivotTable would appear like that shown
that in on the second page from this one.

Drop-Down List from Clicking on

Row Labels Arrow

Filtered PivotTable

Filter PivotTable with Labels

and Values
You can also filter a PivotTable with labels and values.
Before doing this, however, change the PivotTable back to
its original form by:
Clicking on the arrow at the right-end of Row Labels and then
clicking on Clear Filter from DESCRIPTION in the dropdown list and
Clicking on the arrow at the right-end of Column Labels and
then clicking on Clear Filter from LOCATION in the dropdown list.

Filter PivotTable with Labels

and Values
Click on the arrow at the right-end of Row Labels, click on
the Value Filters in the drop-down list, and then choose
Between from the submenu.
Excel will then display a Value Filter (DESCRIPTION) dialog
box.
In the dialog box, click on the arrow on the left side of the
dialog box and choose Sum of Total from the list box.
Next, enter 5000 (or 5,000) in the second box from the right
and 25000 (or 25,000) in the box on the right.

Filter PivotTable with Labels

and Values
Your dialog box should like that shown on the next page.
Click on OK to close the dialog box and return to the
PivotTable.
Your PivotTable should appear like that shown on the second
page past this one. As you can readily see, the PivotTable
has five data rows, each with a Total Sum of TOTAL value in
column I between $5,000 and $25,000.

Value Filter (DESCRIPTION)

Dialog Box

Filtered PivotTable