Module –02

PivotTable and
Grouping for Data
Analysis
Table of Contents

1. Introduction to PivotTable ............................................................................................................................... 4

2. Calculated Fields in PivotTable ....................................................................................................................... 4

3. Grouping Data in PivotTable ........................................................................................................................... 5

4. GetPivotData Function ..................................................................................................................................... 6

5. Slicers in PivotTable.......................................................................................................................................... 7

6. PivotTable Timeline .......................................................................................................................................... 7

7. Formatting PivotTable ...................................................................................................................................... 8

8. Value Field Settings ........................................................................................................................................... 8

9. Group, Ungroup, and Subtotal ........................................................................................................................ 9

Module Description

In this module, you will learn the PivotTable and grouping for data analysis in detail.

Learning Objectives

By the end of this module, you will be able to:

• Explain various features of the PivotTable

• Explore Calculated fields
• Explain the concept of grouping data
• Describe GetPivotData function
• Explore slicers in PivotTable
• Explain PivotTable Timeline
• Describe formatting in PivotTable
• Describe value field settings
• Explain group, ungroup, and subtotal
1. Introduction to PivotTable

In this topic, you will understand the PivotTable.

➢ PivotTable is an option that helps analyze the data in interesting ways and adds different
levels.

➢ The filters can also be added to the PivotTable.

➢ The PivotTable option is at the insert tab, where you have the option of PivotTable.

➢ The main idea of having the PivotTable is to analyze the data much more quickly and create
an excellent present table.

Figure 2.1 PivotTable option

2. Calculated Fields in PivotTable

Let us talk about Calculated fields in PivotTable.

➢ Calculated fields in the PivotTable are to do calculations and create new fields based on the
existing ones.

➢ The Calculated Field in PivotTable helps to create new fields from the existing field. For
example, to calculate profit-ratio, you need to create a new field called profit-ratio, which will
be the division of two existing fields, that is, profit by the sales.

➢ Similarly, you can create calculations like net profit; it will be the subtraction of two existing
fields: Rrevenue minus Eexpenses.

➢ The option is to create and set the Calculated Ffield from the field items.

➢ On clicking the Calculated Field, you will get a pop-up where you can give the field name and
create your formula again.
 Figure 2.2 Calculated Field in PivotTable

3. Grouping Data in PivotTable

Let’s discuss grouping data in PivotTable.

➢ It is essential to group the data to analyze it much more quickly.

➢ Grouping the data leads to creating the bins in the data, specifically in the numerical columns.

➢ Group will lead to the creation of the bins, which gives an understanding of the frequency
distribution.

➢ For example, say, there is a column called sales. If you do a group on the sales column, it will
generate a bill-like structure. For example, let's say youwe have sales varying from $1 to
$1,000. So, thethat sales amount will be further divided into bins. BSo, based on the bins, the
total values will be seen in the data.

➢ The transactions where the sale size was between $1 one andto $10 can be calculated and is
known as frequency distribution.
 Figure 2.3 Example- Grouping of sales data

4. GetPivotData Function

In this topic, you will learn the function called Get Pivot Data.

➢ Get Pivot Data fFunction fixes the value for the calculation. There is an option to disable this
also.

➢ GetPivotData function will help to do some calculations and fix one of the cells in the
calculation., the.

➢ However, sometimes it may cause some issues as well. So, it must be disabled by unchecking
the option of Generate GetPivotData.

Figure 2.4 GetPivotData Function

5. Slicers in PivotTable

Let’s understand the ‘Slicers’ in PivotTable.

➢ Slicers are an essential concept that helps us to filter the data.

➢ Slicers are like an easy filter in PivotTable. The option is Insert Slicer in the Excel sheet.

➢ The slices are created to make the analysis quick and simple.

➢ It helps to select the values more quickly so that data can be rapidly analyzed.

Figure 2.5 Slicer in PivotTable

6. PivotTable Timeline

In this topic, you will learn about the PivotTable Ttimeline.

➢ PivotTable Ttimeline helps to filter the data based on the dates.

➢ PivotTable Ttimelines are like easy filters for the dates in the PivotTable.

➢ Different years, quarters, etc., can be selected from the Ttimeline so that the data can be seen
at that specific timeline.

Figure 2.6 PivotTable Timelines

7. Formatting PivotTable

In this topic, you will understand formatting PivotTable.

➢ Formatting the PivotTable option will help the user present the data appropriately so that
the end user will understand the information quickly.

➢ Once the PivotTable is created, there is a chance to design the table in Excel.

Figure 2.7 Formatting PivotTable

8. Value Field Settings

Let us understand the Value Field Settings.

➢ The Vvalue Ffield Ssettings will help the end user change the data aggregation based on the
requirement.

➢ The data can be seen at various aggregations like sum, count, average, etc.

Figure 2.8 Value Field Settings

9. Group, Ungroup, and Subtotal

In this topic, you will understand Group, Ungroup, and Subtotal.

➢ The purpose of grouping and ungrouping is to take care of the rows and columns to hide or
unhide.

➢ Subtotal helps to add the values based on some of the groups.

➢ Group and Ungroup will group the rows and columns as per the requirement.

➢ The primary purpose of grouping and ungrouping is to have a display in a proper format.

➢ The Subtotal will add the values based on the subsections of the data.

➢ Subtotal will make the groups, and the data will be seen.

➢ In the Data tab, you will get Group, Ungroup, and Subtotal options (Figure 2.9).

Figure 2.9 Group, Ungroup, and Subtotal