A

IT SKILL LAB -2

On

“CREATING PIVOT TABLE THROUGH THE DATE RANGE

& FORMATTING TECHNIQUES”

-: SUBMITTED TO :-

Department of Management Studies,

H R Institute of Technology, Ghaziabad affiliated to
Dr. APJ Abdul Kalam Technical University, Lucknow

-:GUIDED BY:-

Internal Guide

Mr. Rahul Sir

Assistant Professor
HRIT, GHAZIABAD

-:SUBMITTED BY:-
Chetan Kumar
MBA – IInd. Semester
Roll Number:210194070007

H R INSTITUTE OF TECHNOLOGY, GHAZIABAD

(2021-23)
1
 Department of MBA
HRIT Group of Institutions
(An ISO 9001:2008 Certified Institute)
7th KM. STONE, DELHI-MEERUT ROAD, GHAZIABAD (U.P)-201003

Student’s Undertakings

I, Chetan Kumar having Roll No 210194070007 hereby declare that:

(i) I am a student of MBA 2021-23 batch, studying in IInd. semester.

(ii) This IT Skill lab is based on my own work carried out during IInd. semester study and submitted
for the partial fulfillment of the award of the Degree of Master of Business Administration from
Dr. APJ Abdul Kalam Technical University, Lucknow.

I further declare to the best of my knowledge and belief that this mini project report does not contain any
part of any work which has been submitted for the award of any other degree/diploma/certificate in this
Institute or any other Institute.

Signature:

Name: Chetan Kumar

Roll No: 210194070007

2
 HRIT Group of Institutions (Department of MBA)
(ISO 9001:2008 Certified Institute)
7th KM. STONE, DELHI-MEERUT ROAD, GHAZIABAD (U.P)-201003

CERTIFICATE

This is to certify that Mr./Ms. Chetan Kumar is a bonafide student of MBA-IInd. Semester batch (2021-23)
of HR Institute of Technology Ghaziabad and has undertaken IT Skill Lab on “Creating Pivot Table Through
the Data Range & Formatting Techniques” during the study of the IInd. semester.

Name of Internal Guide Prof. Ms Madhu bhal

Head- Department of Management
(Designation)
Date: Date:

3
 INDEX
Pivot Table :
1. Define Pivot Table………………………………………………………........5
2. Creating Pivot Table Through the Data Range……………………………...6-7
3. Adding field to the pivot table………………………………………………7-8
4. Your first PivotTable is ready as shown below……………………….………9
5. Pivot Table Fields…………………………………………………………9-10
6. Pivot Table Fields Task Pane…………………………………………….11-12
7. Moving Pivot Table Task Pane…………………………………………..12-13
8. Resizing Pivot Table Task Pane………………………………………….13-14
9. Pivot Table Fields (Choose Fields)………………………………………15-16

Formatting Techniques :

1. Changing Fonts, Sizes, and Styles………………………………………17.1

2. Alignment Options………………………………………………………17.2
3. Resize Columns and Rows………………………………………………18.1
4. Indent………………………………………………………………….....18.2
5. Wrap Text………………………………………………………………..19.1
6. Number Formats…………………………………………………………19.2
7. Natural Keyboard Shortcut……………………………………...……….20.1
8. Borders………………………………………………..…………………20.2
9. Merging Cells………………………………….………………………..21.1
10.Line Break………………………………………………………………21.2

4
 Pivot Table
A PIVOT TABLE is a table of grouped values that aggregates the individual items of
a more extensive table (such as from a database, spreadsheet, or business intelligence program)
within one or more discrete categories. This summary might include sums, averages, or other
statistics, which the pivot table groups together using a chosen aggregation function applied to
the grouped values.

Excel gives you a more powerful way of creating a PivotTable from multiple tables,
different data sources, and external data sources. It is named as PowerPivot that works
on its database known as Data Model.
You can create a PivotTable either from a range of data or from an Excel table. In both
the cases, the first row of the data should contain the headers for the columns.

Go to the sheet named Exercise and select any cell in the data making sure that you select only
one cell, then go to the Insert tab and click the PivotTable button

5
 Creating a PivotTable from a Data Range
Consider the following data range that contains the sales data for each Salesperson, in each
Region and in the months of January, February and March

To create a PivotTable from this data range, do the following –

Ensure that the first row has headers. You need headers because they will be the field

names in your PivotTable.

Name the data range as Sales Data Range.

Click on the data range – Sales Data Range.

Click the INSERT tab on the Ribbon.

Click PivotTable in the Tables group. The Create PivotTable dialog box appears

6
In Create PivotTable dialog box, under Choose the data that you want to analyze, you can
either select a Table or Range from the current workbook or use an external data source.

As you are creating a PivotTable from a data range, select the following from the dialog box-

Select a table or range.

In the Table/Range box, type the range name – Sales Data Range.
Select New Worksheet under Choose where you want the PivotTable report to be
placed and click OK.

You can choose to analyze multiple tables, by adding this data range to Data Model. You can
learn how to analyze multiple tables, use of Data Model and how to use an external data
source to create a PivotTable in the tutorial Excel PowerPivot.

7
 A new worksheet is inserted into your workbook.
The new worksheet contains an empty PivotTable.
Name the worksheet – Range-PivotTable

As you can observe, the PivotTable Fields list appears on the right side of the worksheet,
containing the header names of the columns in the data range. Further, on the Ribbon,
PivotTable Tools – ANALYZE and DESIGN appear.

Adding Fields to the PivotTable

8
You will understand in detail about PivotTable Fields and Areas in the later chapters in this
tutorial. For now, observe the steps to add fields to the PivotTable.

Suppose you want to summarize the order amount salesperson-wise for the months
January, February, and March. You can do it in few simple steps as follows-

Click on the field Salesperson in the PivotTable Fields list and drag it to the ROWS
area.
Click the field Month in the PivotTable Fields list and drag that also to ROWS area.
Click on Order Amount and drag it to ∑ VALUES area.

Your first PivotTable is ready as shown below-

Observe that two columns appear in the PivotTable, one containing the Row Labels that you
selected, i.e. Salesperson and Month and a second one containing Sum of Order Amount. In
addition to Sum of Order Amount month wise for each Salesperson, you will also get subtotals
representing the total sales by that person. If you scroll down the worksheet, you will find the
last row as Grand Total representing total sales.

An Excel table will inherently have a name and the columns will have headers, which is a
requirement to create a PivotTable. Suppose the table name is Sales Data Table.

To create a PivotTable from this Excel table, do the following –

9
 Click on the table – Sales Data Table.
 Click the INSERT tab on the Ribbon.
 Click PivotTable in the Tables group. The Create PivotTable dialog box appears.

 Click Select a table or range.

 In the Table/Range box, type the table name – Sales Data Table.
 Select New Worksheet under Choose where you want the PivotTable report to be
placed. Click OK.

10
 PivotTable – Fields
PivotTable Fields is a Task Pane associated with a PivotTable. The PivotTable
Fields Task Pane comprises of Fields and Areas. By default, the Task Pane
appears at the right side of the window with Fields displayed above Areas.
Fields represent the columns in your data – range or Excel table, and will have
check boxes. The selected fields are displayed in the report. Areas represent the
layout of the report and the calculations included in the report.
At the bottom of the Task Pane, you will find an option – Defer Layout Update
with an UPDATE button next to it.
By default, this is not selected and whatever changes you make in the
selection of fields or in the layout options are reflected in the PivotTable
instantly.
If you select this, the changes in your selections are not updated until you
click on the UPDATE button.

11
 PivotTable
Fields Task Pane
You can find the PivotTable Fields Task Pane on the worksheet where you have a
PivotTable. To view the PivotTable Fields Task Pane, click the PivotTable. In
case the PivotTable Fields Task Pane is not displayed, check the Ribbon for the
following –
Click the ANALYZE tab under PIVOTTABLE TOOLS on the Ribbon
Check if Fields List is selected (i.e. highlighted) in the Show group.
If Fields List is not selected, then click it.
The PivotTable Fields Task Pane will be displayed on the right side of the
window, with the title – PivotTable Fields

12
 Moving PivotTable Fields Task Pane
On the right of the title PivotTable Fields of the PivotTable Task Pane, you will
find the button.
This represents Task Pane Options. Click the button.
The Task Pane Options- Move, Size and Close appear in the dropdown list.

You can move the PivotTables Task Pane to anywhere you want in the window as
follows-
Click Move in the dropdown list. The button appears on the Task Pane.
Click the icon and drag the pane to a position where you want to place it.
You can place the Task Pane next to the PivotTable as given below.

13
You can place the Task Pane on the left side of the window as given below.

Resizing PivotTable Fields Task Pane

You can resize the PivotTables Task Pane – i.e. increase / decrease the Task Pane
length and/or width as follows-
Click on Task Pane Options - that is on the right side of the title - PivotTable
Fields.
Click on Size in the dropdown list.
Use the symbol to increase / decrease the width of the Task Pane.
Use the symbol to increase / decrease the width of the Task Pane.
In the ∑ VALUES area, to make Sum of Order Amount visible completely, you
can resize the Task Pane as given below.

14
 PivotTable Fields
The PivotTable Fields list comprises of all the tables that are associated with your workbook
and the corresponding fields. It is by selecting the fields in the PivotTable fields list, you will
create the PivotTable.

The tables and the corresponding fields with check boxes, reflect your PivotTable data. As
you can check / uncheck the fields randomly, you can quickly change the PivotTable,
highlighting the summarized data that you want to report or present.

As you can observe, if there is only one table, the table name will not be displayed in the
PivotTable Fields list. Only the fields will be displayed with check boxes.

Above the fields list, you will find the action Choose fields to add to report. To the right,

you will find the button - that represents Tools.

Click on the Tools button.

In the dropdown list, you will find the following –

Five different layout options for Fields and Areas.

Two options for Sort order of the fields in the Fields list – o Sort A to Z. o Sort in Data
Source Order.

15
As you can observe in the above Fields list, the Sort order is by default – i.e. in Data Source
Order. This means, it is the order in which the columns in your data table appear.

Normally, you can retain the default order. However, at times, you might encounter many
fields in a table and might not be acquainted with them. In such a case, you can sort the fields
in alphabetical order by clicking on – Sort A to Z in the dropdown list of Tools. Then, the
PivotTable Fields list looks as follows –

16
 Formatting Techniques in Excel
1. Changing Fonts, Sizes, and Styles
PC Users / MAC Users

a) The Ribbon

b) Mini Toolbar (Right Click) b) Menu Bar (FORMAT >> Cells)

c) Format Cells Dialog Box (CTRL + 1) c) Format Cells Dialog Box (CMD + 1)

2. Alignment Options
Align Top, Center, Bottom, Left, Right, Middle, or Angled

HOME >> Alignment group

17
 3. Resize Columns and Rows
a) Specify exact size

HOME >> Cells Group >> Format >> Row Width/Column Height or use the Right Click
menu

b) Autofit

Double click on the line separating two column letters

or use HOME >> Cells Group >> Format >> Autofit

c) Drag to adjust

Click on the line separating two columns and drag left or right, as desired

Note: Whenever you see ##### in a cell it means there is not enough space to display
the value and you need to increase the width of the column. Text will just cut off and
show what fits.

4. Indent
HOME >> Alignment group >> “Increase Indent”/“Decrease Indent”

18
 5. Wrap Text
Wraps and adjusts the cell text based on the width of the column.

Click on a cell or select a range of cells

HOME >> Alignment group >> Wrap Text

6. Number Formats
In Excel, the data is stored separately from the format. Data formats include text,
currency/accounting, percentage, date/time, special, custom and others. By default,
cells are formatted with a general category format, which allows any type of data.

HOME >> Number group >> dropdown box

19
 7. Natural Keyboard Shortcuts
Bold : CTRL + B (CMD + B for MAC)
Italic : CTRL + I (CMD + I for MAC)
Underline : CTRL + U (CMD + U for MAC)

8. Borders
Apply borders below headings, column labels, subtotals or grand totals to both draw
attention and section your model to facilitate the reader’s comprehension. You can apply
borders to any side of any cell, or range of cells.

The first method limits you to black solid borders. The second method allows you to
select a variety of colors, styles and apply them to any line in the area.

Method – Using Format Cells

 Click on a cell or select a range of cells

 Click on the bottom right corner of the Font Palette on the Home Ribbon
 Select the Border tab.
 Select the Color of the border
 Select the Style of the border
 Select a Preset (None, Outline, Inside) or Individual Borders

20
 9. Merging Cells
Merge multiple, adjacent cells into a single cell

a) Merge and Centre

 Select the horizontal range of cells to be merged

 The contents of the first cell will be centered across the rest of the selected cells
 HOME >> Alignment group >> Merge & Center

b) Merge Across

 Select the horizontal range of cells to be merged

 The contents of the first cell will not be centered across the rest of the selected cells
 HOME >> Alignment group >> Merge & Center >> Merge Across

c) Merge Cells

 Select the horizontal and vertical range of cells to be merged

 The contents of the first cell will not be centered across the rest of the selected cells
 HOME >> Alignment group >> Merge & Center >> Merge Cells

10. Line Break

 Insert a line break inside a string of text within a single cell
 Type the contents for the first line
 Hold down the Alt key and press Enter to force a line break
 Type the contents for the second line

21