Chapter 6 Advanced Pivot Table Techniques

While basic pivot table functionalities are beneficial, there are advanced techniques that can take your data analysis to the next level. This section will delve into advanced pivot table techniques, covering topics such as calculated fields, slicers, timelines, multiple consolidation ranges, and external data sources. By mastering these advanced techniques, you will become a proficient data analyst and derive deeper insights from your datasets.

6.1 Calculated Fields

Calculated fields are a powerful feature in pivot tables that enable users to perform custom calculations based on existing data fields. This provides flexibility in data analysis and allows you to derive insights beyond the standard aggregation functions. Here are some key aspects of working with calculated fields:

  • Creating Calculated Fields: To create a calculated field, select any cell within the pivot table, go to the PivotTable Tools Analyze or Options tab, and click on “Fields, Items, & Sets.” Choose “Calculated Field” and enter a name for the new field. You can then use formulas to perform calculations based on existing fields in the pivot table.

  • Formulas and Functions: Calculated fields support a wide range of Excel functions and operators, including arithmetic, statistical, logical, and text functions. You can also reference other calculated fields in your formulas, enabling complex calculations.

  • Aggregating Data: Calculated fields can perform calculations at the row level, the column level, or across the entire pivot table. This allows you to customize your analysis and derive insights specific to your data.

  • Expressions and Conditions: You can use logical expressions and conditions in calculated fields to apply calculations selectively. For instance, you can create conditional statements to perform different calculations based on specific criteria.

  • Custom Measures: Calculated fields are particularly useful when dealing with data from multidimensional databases or external data sources that do not provide all the necessary calculations. You can create custom measures to supplement missing information and enhance your analysis.

6.2 Slicers and Timelines

Slicers and timelines are interactive tools that allow users to filter and analyze data in pivot tables more efficiently. They provide a visual and intuitive way to explore data subsets and focus on specific time periods. Here’s how to use slicers and timelines effectively:

  • Adding Slicers: To add a slicer to your pivot table, select any cell within the pivot table, go to the PivotTable Tools Analyze or Options tab, and click on “Insert Slicer.” Choose the field you want to use as a slicer, and Excel will create an interactive filter for that field.

  • Slicer Styles: Excel offers various slicer styles that allow you to customize the appearance of the slicer. You can change colors, layouts, and sizes to match your preferred design.

  • Slicer Interactions: If your workbook contains multiple pivot tables, you can use slicer interactions to control how slicers affect each pivot table. For instance, you can sync slicers across multiple pivot tables or restrict slicer interactions to a specific pivot table.

  • Adding Timelines: Timelines are similar to slicers, but they are designed specifically for date and time fields. To add a timeline, select any cell within the pivot table, go to the PivotTable Tools Analyze or Options tab, and click on “Insert Timeline.” Choose the date field you want to use as a timeline.

  • Timeline Filters: Timelines provide a visual representation of date ranges, allowing you to filter data by selecting specific periods on the timeline. This is particularly useful when analyzing time-series data.

6.3 Multiple Consolidation Ranges

Multiple consolidation ranges (MCR) allow users to consolidate data from different worksheets or workbooks into a single pivot table. This feature is valuable when dealing with datasets distributed across multiple sources. Here’s how to use multiple consolidation ranges effectively:

  • Consolidating Data: To consolidate data from multiple worksheets or workbooks, go to the PivotTable Tools Analyze or Options tab, click on “Insert PivotTable,” and choose “Multiple Consolidation Ranges.”

  • Selecting Data: In the Multiple Consolidation Ranges Wizard, select “I will create the page fields” if you want to create page fields to filter the data from different ranges. Alternatively, choose “Consolidate multiple ranges” to combine all the data without page fields.

  • Data Range Selection: Select the ranges of data you want to consolidate by clicking on the “Add” button in the wizard. You can add data ranges from different worksheets or workbooks.

  • Pivot Table Creation: After selecting the data ranges, choose whether to create the pivot table in a new worksheet or an existing one. Excel will generate a consolidated pivot table that includes data from all the selected ranges.

  • Refreshing Data: If your source data changes, you can refresh the pivot table to update the consolidated information. Ensure that you have access to all the original data sources when refreshing.

6.4 External Data Sources

Excel pivot tables can connect to external data sources, such as databases, web queries, or other data files. This allows you to analyze data from various sources without importing it into Excel. Here’s how to work with external data sources in pivot tables:

  • Connecting to External Data: To connect to an external data source, go to the PivotTable Tools Analyze or Options tab, click on “Insert PivotTable,” and choose “Use an external data source.”

  • Data Source Selection: Excel provides options to connect to various external data sources, including databases, SharePoint lists, OData feeds, and text files. Choose the appropriate data source and follow the instructions to establish the connection.

  • Data Transformation: If necessary, you can use Power Query to transform the external data before importing it into your pivot table. Power Query enables data cleansing, transformation, and filtering operations.

  • Data Model Integration: Connecting to external data sources through Power Query can also integrate the data into the Power Pivot data model. This allows for more complex relationships and data modeling in your pivot table.

  • Data Refresh: External data sources may require authentication or periodic refreshes to keep the data up to date. Configure the data connection settings to enable data refresh when needed.