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CHAPTER 1 CREATING A PIVOT TABLE
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How Frequently Will the Source Data Be Updated If the source data will be updated frequently, you may want a routine that automatically refreshes the pivot table when the workbook is opened. If the data is stored outside the workbook, and updated occasionally, will you be notified that the data has changed and that you need to refresh the pivot table Does the Source Data Include All the Information You Need The source data may contain all the information that you want in the pivot table. However, you may need to report on other fields. For example, if variance from actual to budget is required in the pivot table, is variance a field in the source data If not, you ll need to calculate that in the pivot table, or add variance to the fields in the source data. If fields are missing from the source data, can they be calculated at the source, or will they be calculated in the pivot table Adding calculations to a large pivot table may cause any updates to be very slow, and they may have different results than doing line calculations in the source data.
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1.2. Planning a Shared Pivot Table
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As part of the annual budget process, you ve been asked to create a pivot table that summarizes the previous year s sales data and make the results available to other employees. Although you ve made several pivot tables for your own use, you aren t sure what to consider when making a pivot table for wider distribution.
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If a pivot table is to be shared with others, here are some things to consider. Will All Users Need the Same Level of Detail Some users may require a top-level summary of the data. For example, the senior executives may want to see a total per region for annual sales. Other users may require greater detail. The regional directors may want to see the data totaled by district, or by sales representative. Sales representatives may need the data totaled by customer, or by product number. If the requirements are varied, you may want to create multiple pivot tables, each one focused on the needs of a particular user group. If that s not possible, you ll want to create a pivot table that s easy to navigate, and adaptable for each user group s needs. Is the Information Sensitive Often, a pivot table is based on sensitive data. For example, the source data may contain sales results and commission figures for all the sales representatives. If you create a pivot table from the data, assume that anyone who can open the workbook will be able to view all the data. Even if you protect the worksheet and the workbook, the data won t be secure. Some passwords can be easily cracked, allowing the protection to be bypassed. This weakness is described in Excel s Help files, under the heading, Protect worksheet or workbook elements.
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CHAPTER 1 CREATING A PIVOT TABLE
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It includes the warning, Element protection cannot protect a workbook from users who have malicious intent. When requiring a password to open the workbook, use a strong password, as described in the Microsoft article Strong Passwords: How to Create and Use Them, at www.microsoft.com/ protect/yourself/password/create.mspx.
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Note A strong password contains a mixture of upper- and lowercase letters, numbers, and special characters (such as $ and %), and is at least six characters long.
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For sensitive and confidential data, the pivot table should only be based on the data that each user is entitled to view. You can create multiple Excel Tables, in separate workbooks, and create individual pivot tables from those. It requires more time to set these up, but it is worthwhile to ensure that privacy concerns are addressed. You can use macros and naming conventions to standardize the source data and the pivot tables, and to minimize the work required to create the individual copies. Another option is to use secured network folders to store the workbook, where only authorized users can access the data. Also available in Excel 2007 is Information Rights Management, a file-protection technology that enables you to assign permissions to users or groups. For example, some users can have Read permission only and won t be able to edit, copy, or print the file contents. Other users, with Change permission, can edit and save changes. You can also set expiry dates for the permissions to limit access to a specific time period. To learn more about Information Rights Management, see Excel s Help files, and check out Information Rights Management in the 2007 Microsoft Office system at www.microsoft.com/office/editions/prodinfo/technologies/irm.mspx. The Security for the 2007 Office System article discusses the security technologies available in Excel, as well as other Office programs, in the downloadable Word file available at http:// go.microsoft.com/fwlink/ LinkID=85671. Will the Information Be Shared in Printed or Electronic Format If the information will be shared in printed format only, the security issues are minimized. You can control what s printed and issued to each recipient. If the information is to be shared electronically, it s crucial that confidential data not be included in any pivot table that s being distributed to multiple users. Will the Pivot Table Be in a Shared Workbook Many features are unavailable in a shared workbook, including creating or changing a pivot table or pivot chart. Users will be able to view your pivot table, but they won t be able to rearrange the fields or select different items from the drop-down lists. If the workbook contains a formatted Excel Table, it cannot be shared, so you wouldn t be able to use this feature as a source for your pivot table. As described in Section 1.4, a formatted Excel Table offers many benefits, such as automatically expanding to include new rows. In a shared workbook, you would need another method of ensuring that all new data is included in the pivot table s source data.
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