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  • Working with PivotTables in Excel

    - by Mark Virtue
    PivotTables are one of the most powerful features of Microsoft Excel.  They allow large amounts of data to be analyzed and summarized in just a few mouse clicks. In this article, we explore PivotTables, understand what they are, and learn how to create and customize them. Note:  This article is written using Excel 2010 (Beta).  The concept of a PivotTable has changed little over the years, but the method of creating one has changed in nearly every iteration of Excel.  If you are using a version of Excel that is not 2010, expect different screens from the ones you see in this article. A Little History In the early days of spreadsheet programs, Lotus 1-2-3 ruled the roost.  Its dominance was so complete that people thought it was a waste of time for Microsoft to bother developing their own spreadsheet software (Excel) to compete with Lotus.  Flash-forward to 2010, and Excel’s dominance of the spreadsheet market is greater than Lotus’s ever was, while the number of users still running Lotus 1-2-3 is approaching zero.  How did this happen?  What caused such a dramatic reversal of fortunes? Industry analysts put it down to two factors:  Firstly, Lotus decided that this fancy new GUI platform called “Windows” was a passing fad that would never take off.  They declined to create a Windows version of Lotus 1-2-3 (for a few years, anyway), predicting that their DOS version of the software was all anyone would ever need.  Microsoft, naturally, developed Excel exclusively for Windows.  Secondly, Microsoft developed a feature for Excel that Lotus didn’t provide in 1-2-3, namely PivotTables.  The PivotTables feature, exclusive to Excel, was deemed so staggeringly useful that people were willing to learn an entire new software package (Excel) rather than stick with a program (1-2-3) that didn’t have it.  This one feature, along with the misjudgment of the success of Windows, was the death-knell for Lotus 1-2-3, and the beginning of the success of Microsoft Excel. Understanding PivotTables So what is a PivotTable, exactly? Put simply, a PivotTable is a summary of some data, created to allow easy analysis of said data.  But unlike a manually created summary, Excel PivotTables are interactive.  Once you have created one, you can easily change it if it doesn’t offer the exact insights into your data that you were hoping for.  In a couple of clicks the summary can be “pivoted” – rotated in such a way that the column headings become row headings, and vice versa.  There’s a lot more that can be done, too.  Rather than try to describe all the features of PivotTables, we’ll simply demonstrate them… The data that you analyze using a PivotTable can’t be just any data – it has to be raw data, previously unprocessed (unsummarized) – typically a list of some sort.  An example of this might be the list of sales transactions in a company for the past six months. Examine the data shown below: Notice that this is not raw data.  In fact, it is already a summary of some sort.  In cell B3 we can see $30,000, which apparently is the total of James Cook’s sales for the month of January.  So where is the raw data?  How did we arrive at the figure of $30,000?  Where is the original list of sales transactions that this figure was generated from?  It’s clear that somewhere, someone must have gone to the trouble of collating all of the sales transactions for the past six months into the summary we see above.  How long do you suppose this took?  An hour?  Ten?  Probably. If we were to track down the original list of sales transactions, it might look something like this: You may be surprised to learn that, using the PivotTable feature of Excel, we can create a monthly sales summary similar to the one above in a few seconds, with only a few mouse clicks.  We can do this – and a lot more too! How to Create a PivotTable First, ensure that you have some raw data in a worksheet in Excel.  A list of financial transactions is typical, but it can be a list of just about anything:  Employee contact details, your CD collection, or fuel consumption figures for your company’s fleet of cars. So we start Excel… …and we load such a list… Once we have the list open in Excel, we’re ready to start creating the PivotTable. Click on any one single cell within the list: Then, from the Insert tab, click the PivotTable icon: The Create PivotTable box appears, asking you two questions:  What data should your new PivotTable be based on, and where should it be created?  Because we already clicked on a cell within the list (in the step above), the entire list surrounding that cell is already selected for us ($A$1:$G$88 on the Payments sheet, in this example).  Note that we could select a list in any other region of any other worksheet, or even some external data source, such as an Access database table, or even a MS-SQL Server database table.  We also need to select whether we want our new PivotTable to be created on a new worksheet, or on an existing one.  In this example we will select a new one: The new worksheet is created for us, and a blank PivotTable is created on that worksheet: Another box also appears:  The PivotTable Field List.  This field list will be shown whenever we click on any cell within the PivotTable (above): The list of fields in the top part of the box is actually the collection of column headings from the original raw data worksheet.  The four blank boxes in the lower part of the screen allow us to choose the way we would like our PivotTable to summarize the raw data.  So far, there is nothing in those boxes, so the PivotTable is blank.  All we need to do is drag fields down from the list above and drop them in the lower boxes.  A PivotTable is then automatically created to match our instructions.  If we get it wrong, we only need to drag the fields back to where they came from and/or drag new fields down to replace them. The Values box is arguably the most important of the four.  The field that is dragged into this box represents the data that needs to be summarized in some way (by summing, averaging, finding the maximum, minimum, etc).  It is almost always numerical data.  A perfect candidate for this box in our sample data is the “Amount” field/column.  Let’s drag that field into the Values box: Notice that (a) the “Amount” field in the list of fields is now ticked, and “Sum of Amount” has been added to the Values box, indicating that the amount column has been summed. If we examine the PivotTable itself, we indeed find the sum of all the “Amount” values from the raw data worksheet: We’ve created our first PivotTable!  Handy, but not particularly impressive.  It’s likely that we need a little more insight into our data than that. Referring to our sample data, we need to identify one or more column headings that we could conceivably use to split this total.  For example, we may decide that we would like to see a summary of our data where we have a row heading for each of the different salespersons in our company, and a total for each.  To achieve this, all we need to do is to drag the “Salesperson” field into the Row Labels box: Now, finally, things start to get interesting!  Our PivotTable starts to take shape….   With a couple of clicks we have created a table that would have taken a long time to do manually. So what else can we do?  Well, in one sense our PivotTable is complete.  We’ve created a useful summary of our source data.  The important stuff is already learned!  For the rest of the article, we will examine some ways that more complex PivotTables can be created, and ways that those PivotTables can be customized. First, we can create a two-dimensional table.  Let’s do that by using “Payment Method” as a column heading.  Simply drag the “Payment Method” heading to the Column Labels box: Which looks like this: Starting to get very cool! Let’s make it a three-dimensional table.  What could such a table possibly look like?  Well, let’s see… Drag the “Package” column/heading to the Report Filter box: Notice where it ends up…. This allows us to filter our report based on which “holiday package” was being purchased.  For example, we can see the breakdown of salesperson vs payment method for all packages, or, with a couple of clicks, change it to show the same breakdown for the “Sunseekers” package: And so, if you think about it the right way, our PivotTable is now three-dimensional.  Let’s keep customizing… If it turns out, say, that we only want to see cheque and credit card transactions (i.e. no cash transactions), then we can deselect the “Cash” item from the column headings.  Click the drop-down arrow next to Column Labels, and untick “Cash”: Let’s see what that looks like…As you can see, “Cash” is gone. Formatting This is obviously a very powerful system, but so far the results look very plain and boring.  For a start, the numbers that we’re summing do not look like dollar amounts – just plain old numbers.  Let’s rectify that. A temptation might be to do what we’re used to doing in such circumstances and simply select the whole table (or the whole worksheet) and use the standard number formatting buttons on the toolbar to complete the formatting.  The problem with that approach is that if you ever change the structure of the PivotTable in the future (which is 99% likely), then those number formats will be lost.  We need a way that will make them (semi-)permanent. First, we locate the “Sum of Amount” entry in the Values box, and click on it.  A menu appears.  We select Value Field Settings… from the menu: The Value Field Settings box appears. Click the Number Format button, and the standard Format Cells box appears: From the Category list, select (say) Accounting, and drop the number of decimal places to 0.  Click OK a few times to get back to the PivotTable… As you can see, the numbers have been correctly formatted as dollar amounts. While we’re on the subject of formatting, let’s format the entire PivotTable.  There are a few ways to do this.  Let’s use a simple one… Click the PivotTable Tools/Design tab: Then drop down the arrow in the bottom-right of the PivotTable Styles list to see a vast collection of built-in styles: Choose any one that appeals, and look at the result in your PivotTable:   Other Options We can work with dates as well.  Now usually, there are many, many dates in a transaction list such as the one we started with.  But Excel provides the option to group data items together by day, week, month, year, etc.  Let’s see how this is done. First, let’s remove the “Payment Method” column from the Column Labels box (simply drag it back up to the field list), and replace it with the “Date Booked” column: As you can see, this makes our PivotTable instantly useless, giving us one column for each date that a transaction occurred on – a very wide table! To fix this, right-click on any date and select Group… from the context-menu: The grouping box appears.  We select Months and click OK: Voila!  A much more useful table: (Incidentally, this table is virtually identical to the one shown at the beginning of this article – the original sales summary that was created manually.) Another cool thing to be aware of is that you can have more than one set of row headings (or column headings): …which looks like this…. You can do a similar thing with column headings (or even report filters). Keeping things simple again, let’s see how to plot averaged values, rather than summed values. First, click on “Sum of Amount”, and select Value Field Settings… from the context-menu that appears: In the Summarize value field by list in the Value Field Settings box, select Average: While we’re here, let’s change the Custom Name, from “Average of Amount” to something a little more concise.  Type in something like “Avg”: Click OK, and see what it looks like.  Notice that all the values change from summed totals to averages, and the table title (top-left cell) has changed to “Avg”: If we like, we can even have sums, averages and counts (counts = how many sales there were) all on the same PivotTable! Here are the steps to get something like that in place (starting from a blank PivotTable): Drag “Salesperson” into the Column Labels Drag “Amount” field down into the Values box three times For the first “Amount” field, change its custom name to “Total” and it’s number format to Accounting (0 decimal places) For the second “Amount” field, change its custom name to “Average”, its function to Average and it’s number format to Accounting (0 decimal places) For the third “Amount” field, change its name to “Count” and its function to Count Drag the automatically created field from Column Labels to Row Labels Here’s what we end up with: Total, average and count on the same PivotTable! Conclusion There are many, many more features and options for PivotTables created by Microsoft Excel – far too many to list in an article like this.  To fully cover the potential of PivotTables, a small book (or a large website) would be required.  Brave and/or geeky readers can explore PivotTables further quite easily:  Simply right-click on just about everything, and see what options become available to you.  There are also the two ribbon-tabs: PivotTable Tools/Options and Design.  It doesn’t matter if you make a mistake – it’s easy to delete the PivotTable and start again – a possibility old DOS users of Lotus 1-2-3 never had. We’ve included an Excel that should work with most versions of Excel, so you can download to practice your PivotTable skills. Download Our Practice Excel File Similar Articles Productive Geek Tips Magnify Selected Cells In Excel 2007Share Access Data with Excel in Office 2010Make Excel 2007 Print Gridlines In Workbook FileMake Excel 2007 Always Save in Excel 2003 FormatConvert Older Excel Documents to Excel 2007 Format TouchFreeze Alternative in AutoHotkey The Icy Undertow Desktop Windows Home Server – Backup to LAN The Clear & Clean Desktop Use This Bookmarklet to Easily Get Albums Use AutoHotkey to Assign a Hotkey to a Specific Window Latest Software Reviews Tinyhacker Random Tips Revo Uninstaller Pro Registry Mechanic 9 for Windows PC Tools Internet Security Suite 2010 PCmover Professional Ben & Jerry’s Free Cone Day, 3/23/10 New Stinger from McAfee Helps Remove ‘FakeAlert’ Threats Google Apps Marketplace: Tools & Services For Google Apps Users Get News Quick and Precise With Newser Scan for Viruses in Ubuntu using ClamAV Replace Your Windows Task Manager With System Explorer

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  • CodePlex Daily Summary for Sunday, January 23, 2011

    CodePlex Daily Summary for Sunday, January 23, 2011Popular ReleasesCommunity Forums NNTP bridge: Community Forums NNTP Bridge V42: Release of the Community Forums NNTP Bridge to access the social and anwsers MS forums with a single, open source NNTP bridge. This release has added some features / bugfixes: Bugfix: Decoding of Subject now also supports multi-line subjects (occurs only if you have very long subjects with non-ASCII characters)Microsoft All-In-One Code Framework: All-In-One Code Framework 2011-01-23: Improved and Newly Added Examples:For an up-to-date code sample index, please refer to All-In-One Code Framework Sample Catalog. NEW Samples for Azure Name Description Owner CSAzureBingMaps Azure + Bing map sample application (C#) YiLun VBAzureBingMaps Azure + Bing map sample application (VB) Wenchao NEW Samples for ASP.NET Name Description Owner CSASPNETEmailAddressValidator Validate email address in ASP.NET (C#) Jerry VBASPNETEmailAddressValidator...Minecraft Tools: Minecraft Topographical Survey 1.3: MTS requires version 4 of the .NET Framework - you must download it from Microsoft if you have not previously installed it. This version of MTS adds automatic block list updates, so MTS will recognize blocks added in game updates properly rather than drawing them in bright pink. New in this version of MTS: Support for all new blocks added since the Halloween update Auto-update of blockcolors.xml to support future game updates A splash screen that shows while the program searches for upd...StyleCop for ReSharper: StyleCop for ReSharper 5.1.14996.000: New Features: ============= This release is just compiled against the latest release of JetBrains ReSharper 5.1.1766.4 Previous release: A considerable amount of work has gone into this release: Huge focus on performance around the violation scanning subsystem: - caching added to reduce IO operations around reading and merging of settings files - caching added to reduce creation of expensive objects Users should notice condsiderable perf boost and a decrease in memory usage. Bug Fixes...TweetSharp: TweetSharp v2.0.0.0 - Preview 9: Documentation for this release may be found at http://tweetsharp.codeplex.com/wikipage?title=UserGuide&referringTitle=Documentation. Note: This code is currently preview quality. Preview 9 ChangesAdded support for lists and suggested users Fixes based on user feedback Third Party Library VersionsHammock v1.1.6: http://hammock.codeplex.com Json.NET 4.0 Release 1: http://json.codeplex.comjqGrid ASP.Net MVC Control: Version 1.2.0.0: jqGrid 3.8 support jquery 1.4 support New and exciting features Many bugfixes Complete separation from the jquery, & jqgrid codeMediaScout: MediaScout 3.0 Preview 4: Update ReleaseCoding4Fun Tools: Coding4Fun.Phone.Toolkit v1: Coding4Fun.Phone.Toolkit v1MFCMAPI: January 2011 Release: Build: 6.0.0.1024 Full release notes at SGriffin's blog. If you just want to run the tool, get the executable. If you want to debug it, get the symbol file and the source. The 64 bit build will only work on a machine with Outlook 2010 64 bit installed. All other machines should use the 32 bit build, regardless of the operating system. Facebook BadgeAutoLoL: AutoLoL v1.5.4: Added champion: Renekton Removed automatic file association Fix: The recent files combobox didn't always open a file when an item was selected Fix: Removing a recently opened file caused an errorDotNetNuke® Community Edition: 05.06.01: Major Highlights Fixed issue to remove preCondition checks when upgrading to .Net 4.0 Fixed issue where some valid domains were failing email validation checks. Fixed issue where editing Host menu page settings assigns the page to a Portal. Fixed issue which caused XHTML validation problems in 5.6.0 Fixed issue where an aspx page in any subfolder was inaccessible. Fixed issue where Config.Touch method signature had an unintentional breaking change in 5.6.0 Fixed issue which caused...MiniTwitter: 1.65: MiniTwitter 1.65 ???? ?? List ????? in-reply-to ???????? ????????????????????????? ?? OAuth ????????????????????????????ASP.net Ribbon: Version 2.1: Tadaaa... So Version 2.1 brings a lot of things... Have a look at the homepage to see what's new. Also, I wanted to (really) improve the Designer. I wanted to add great things... but... it took to much time. And as some of you were waiting for fixes, I decided just to fix bugs and add some features. So have a look at the demo app to see new features. Thanks ! (You can expect some realeses if bugs are not fixed correctly... 2.2, 2.3, 2.4....)iTracker Asp.Net Starter Kit: Version 3.0.0: This is the inital release of the version 3.0.0 Visual Studio 2010 (.Net 4.0) remake of the ITracker application. I connsider this a working, stable application but since there are still some features missing to make it "complete" I'm leaving it listed as a "beta" release. I am hoping to make it feature complete for v3.1.0 but anything is possible.mytrip.mvc (CMS & e-Commerce): mytrip.mvc 1.0.52.1 beta 2: New MVC3 RTM fix bug: Dropdown select fix bug: Add Store/Department and Add Store/Produser WEB.mytrip.mvc 1.0.52.1 Web for install hosting System Requirements: NET 4.0, MSSQL 2008 or MySql (auto creation table to database) if .\SQLEXPRESS auto creation database (App_Data folder) SRC.mytrip.mvc 1.0.52.1 System Requirements: Visual Studio 2010 or Web Deweloper 2010 MSSQL 2008 or MySql (auto creation table to database) if .\SQLEXPRESS auto creation database (App_Data folder) Connector/Net...ASP.NET MVC Project Awesome, jQuery Ajax helpers (controls): 1.6.1: A rich set of helpers (controls) that you can use to build highly responsive and interactive Ajax-enabled Web applications. These helpers include Autocomplete, AjaxDropdown, Lookup, Confirm Dialog, Popup Form, Popup and Pager changes: RenderView controller extension works for razor also live demo switched to razorBloodSim: BloodSim - 1.3.3.1: - Priority update to resolve a bug that was causing Boss damage to ignore Blood Shields entirelyRawr: Rawr 4.0.16 Beta: Rawr is now web-based. The link to use Rawr4 is: http://elitistjerks.com/rawr.phpThis is the Cataclysm Beta Release. More details can be found at the following link http://rawr.codeplex.com/Thread/View.aspx?ThreadId=237262 As of this release, you can now also begin using the new Downloadable WPF version of Rawr!This is a pre-alpha release of the WPF version, there are likely to be a lot of issues. If you have a problem, please follow the Posting Guidelines and put it into the Issue Tracker. W...MvcContrib: an Outer Curve Foundation project: MVC 3 - 3.0.51.0: Please see the Change Log for a complete list of changes. MVC BootCamp Description of the releases: MvcContrib.Release.zip MvcContrib.dll MvcContrib.TestHelper.dll MvcContrib.Extras.Release.zip T4MVC. The extra view engines / controller factories and other functionality which is in the project. This file includes the main MvcContrib assembly. Samples are included in the release. You do not need MvcContrib if you download the Extras.N2 CMS: 2.1.1: N2 is a lightweight CMS framework for ASP.NET. It helps you build great web sites that anyone can update. 2.1.1 Maintenance release List of changes 2.1 Major Changes Support for auto-implemented properties ({get;set;}, based on contribution by And Poulsen) File manager improvements (multiple file upload, resize images to fit) New image gallery Infinite scroll paging on news Content templates First time with N2? Try the demo site Download one of the template packs (above) and open...New ProjectsAutomatic content Publishing for SharePoint 2010 using PowerShell script: While working on SharePoint publishing portals, many times we require the automated publishing of contents. I thought of writing script that has good options to choose from and, will automate the publishing of content.Basic Events: Basic Events makes it easier for developers to use out of the box events with basic properties in their eventargs like string message and datetime.Benedictus 3000: Ici on fait bien les choses. Rien de moins que la totale, et rien de plus. N'essayez pas d'en faire plus que nous, vous allez vous faire mal.CPEBook by FMUG & TPAY: CPEBook by MUG & TPAY Projet dot NET CPEBookDust2: ?.NET???,??ActiveRecord??????????。Dust2????ruby on rails?ActiveRecord???,?????.NET?????C#????。 Dust2????、????、??、??、????? ???????,Dust2???Migrations??!EaseCode: Want acces to paths that require long line codes? we make it 2 words want battery percentage, windows version, username, appdata, program files, etx. you get acces to that all by typing 2 words Enhanced Host File Manager: Enhanced Host File Editor / Manager Intended for web development (developers or designers) to switch between development and live easily, hassle free. Full access to the host file is required. It is assumed that host file is at default location: C:\Windows\System32\drivers\etc\Intervals: This class library, written in C# for .NET 3.5 and 4.0, allows you to work with intervals, with various utility methods that simplify the work. It will allow you to find overlapping regions, create interval slices, do slice calculations, etc.KeyboardMouseHooks C# Library: KeyboardMouseHooks C# classes are part of RamGec Tools collection for .NET developers. It enables you, in a very easy, optimized and OO-way, via C# events system to install and track low level Windows keyboard and mouse hooks.Lightning Talk Countdown Timer: This application is 5 minutes countdown timer for Lightning Talk. ???????????5????????????????。MASCOT2CSV: This simple tool combines input and output data for/to MASCOT protein database into one csv file to make it comparable by human reader.MD5FileCalculator: Windows application showing the MD5 Hash for a fileMux Log Cleaner: A simple text file log cleaner for use with text-based RPGs (MUX, MUSH, MUD, MOO, etc.) which filters out common out of character output and allows custom filters. Requires .NET framework 3.5 (4.0 doesn't seem to work with it presently)MyUtil: ???????Orchard Module Visual Studio Project Template: Visual Studio Project Template installer for Orchard ModulesOutlook Social Connector C# sample with Setup Project: The Outlook 2010 Social Connector allows you to integrate (mash-up) feeds from other Web 2.0 sites. This example comes with a Setup project that will help you publish and deploy your project PAEPing: a simple tool for pingingRegExEditor: RegExEditor makes it easier for .Net developers to design Regular Expressions. It is developed in C#.Shevek: Shevek is following the dotnetslackers.com "Building a StackOverflow inspired Knowledge Exchange" articlesstylecopmaker: stylecopmakerSystem.Json: System.Json is a basic implementation of Json parsing and usage, allowing easy consumption of Json data from any source. System.Json is called such as I feel this is the library that should simply be in .NET for handling Json.VtigercrmNet: ?.NET????vtigercrm????WPFTimer: A simple Timer in WPF.Xi Game Engine for XNA: Xi Game Engine is an evolution of the classic Ox Game Engine for XNA. It is a good foundation for modern 2D and 3D game applications. It features an all-in-one UI, 2D, and 3D editor. It is deeply integrated with game physics using Box2D and BEPU.Yet Another Silverlight Popup Menu: A Silverlight 4 popup menu example that includes separators, images, and finished sufficiently to configure in XAML.

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