Microsoft Office Tutorials and References
In Depth Information
Getting the Fields Where You Want Them
Table 7-1. Examples of PivotTables: What Data Gets Broken Out, and What Data Does the Breaking Out
PivotTable Example
Data in Row Labels (What Does
the Breaking Out)
Data in Values (What Gets
Broken Out)
Sales data broken out by
salesperson (our PivotTable)
Salesperson
Order amount
Student aggregate GPAs
broken out by major
Major subjects (e.g.,
sociology, chemistry)
Student GPAs
Total budget expenditures,
broken out by budget category
Budget categories
Amount spent on purchases
Table numbers (I’ll explain this
shortly)
Dinner seating totals, broken
out by table
Table numbers
So the essential PivotTable question asks
what information you want to see broken
out, and by what variable. If you wanted to
break out the sales figures by country
instead of salesperson, you’d place
Country in the Row Labels area, and you’d
wind up with what’s shown in Figure 8–14.
Figure 8–14 . International comparison: Sales by
country
Getting the Fields Where You Want Them
And how do you move, or place, the field data into either the Row Labels or Values
areas? In our first PivotTable, we ticked the check boxes alongside Salesperson and Order
Amount, and Excel decided by default into which areas they’d go. However, you can
manually place a database field in any of the four areas in the PivotTable Field List by
clicking in the field and dragging it into the desired area.
Let’s say you’re starting the PivotTable again from scratch. Once you’ve clicked through
the Insert PivotTable sequence, you can start to drag on the desired fields instead of
resorting to the check boxes. If, for example, you want to lodge the Salesperson field in
the Row Labels area, you can click, drag, and drop it, as in Figure 8–15.
 
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