Microsoft Office Tutorials and References
In Depth Information
Setting Up the PivotTable
Needless to say, these screenshots need to be explained. The first shot (Figure 8–8) captures the
areas, all currently empty, in which the various data from the data source (that is, the original table)
are to be positioned, or dropped. We’ve already identified most of these: Row Labels, Column Labels,
and Values (the fourth, the Report Filter , streaming across the upper edge of the screenshot, remains to
be discussed). The second screen shot identifies what’s called the PivotTable Field List , whose uppe r
half simply lists the names of the data source fields .
Setting Up the PivotTable
Now remember that we want to compile a sales-in-dollars-by-salesperson pivot report. Here goes:
1.
To start, click the Salesperson check box on the PivotTable Field List. That
means we want to see information from that field, which consists simply of the
names of the salespersons recorded each time they register a sale: You’ll see
(Figure 8–10):
Figure 8–10. The Salespersons. Note that each is listed only once.
This introduces an important point, one of those PivotTables have-to-knows. Note that all the
salesperson names are listed in the row area as a result of that click, but each is listed only once.
Remember our source data contains 799 records, but nevertheless when those data are installed in the
Row Label area, each salesperson is listed once, that is, uniquely After all, we want to aggregate the .
sales data by salesperson, so it stands to reason that each name is enumerated once, in order to
summarize and report their total sales. The general principle here is: Any field data that is placed in the
Row Label area lists its distinct entries once, and only once . We see that our sales force comprises nine
salespersons, and no matter how many sales any one of them records, her name will be listed in the
Row Label area once (we’ll need to qualify this point a bit later, but that’s the essential idea).
Note in addition that when we clicked on the Salesperson check box, those data were sent directly
to the Row Label area. That was Excel’s decision, not ours, because Excel assumes that this kind of
data—which is textual is the kind that is typically assigned to the Row area. But as we’ll see, you can
place any source data field in any of the PivotTable areas.
2.
Ne xt, cl i ck the che ck box n e xt to the Order Amount field. You’ll see (Figure 8–
11):
 
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