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1.46. Understanding PivotTable Options: Save Password
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What are the benefits of using the Save password option
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If the pivot table s external data source requires a password, you can turn on this option to store the password with the pivot table. However, security concerns may deter you from using this option. If you turn this option off, you ll be prompted for the password during the first refresh in a session with the pivot table workbook (see Figure 1-6).
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1.47 UNDERSTANDING PIVOTTABLE OPTIONS: BACKGROUND QUERY
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Figure 1-6. Password prompt for an external data source
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1.47. Understanding PivotTable Options: Background Query
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What are the benefits of using the Background query option
Solution
If you turn this option on, you can continue to work while Excel runs the query for the external data source. However, if you are refreshing the pivot table as part of running a series of macros, you may need to wait until the pivot table is refreshed before continuing with the remainder of the code. In that case, leave the option off to ensure that the pivot table is refreshed before other operations occur.
Note This option isn t available for OLAP-based pivot tables.
1.48. Understanding PivotTable Options: Optimize Memory
Problem
Your pivot table is based on an external data source, and you wonder if you should use the Optimize memory option.
Solution
Note This option isn t available for OLAP-based pivot tables.
1.49 UNDERSTANDING PIVOT TABLE LAYOUT
You can leave this option turned off, unless you receive an error that warns of insufficient memory when working with the PivotTable report. When the option is turned on, refreshing the pivot table is much slower. For example, with a pivot table based on an Access query with 30,000 records, the pivot table refreshed in under 3 seconds with the Optimize memory option turned off. When the option was turned on, the refresh took over 10 seconds.
How It Works
This option was introduced in Excel 97 to address memory problems that occurred when creating pivot tables in earlier versions of Excel. When the option is on, Excel queries the external data if the pivot table is refreshed, or the layout is changed, to determine how many unique items are in each field. If there are 256 or fewer items, it can optimize the storage for that field. However, running the queries has a negative impact on the pivot table performance, and the Optimize memory option should only be turned on if memory errors occur.
1.49. Understanding Pivot Table Layout
Problem
In Step 3 of the PivotTable and PivotChart Wizard, should you click the Layout button, and create the layout there, or should you use the worksheet to create the pivot table layout
Solution
Create the layout on the worksheet if field names are long, or there are several fields it s easier to see the fields in the field list than in the wizard. Use the Layout dialog box in the PivotTable and PivotChart Wizard if field names are short and there aren t too many fields; it may be quicker because the pivot table isn t created until you leave the PivotTable and PivotChart Wizard.
Place fields with more items in the row area, where they can fill down, rather than in the column Tip area, where they will fill across. Even if the number of items doesn t exceed the number of columns on the worksheet, it s usually easier to absorb information in a narrower layout.
CHAPTER
Sorting and Grouping Pivot Table Data
s you analyze data in a pivot table, you may want to rearrange the items in the Row and Column fields, or sort the summarized data, to focus on products that are selling the best, or regions that are doing poorly. Sort the fields or the data to move the important information to the top.
2.1. Sorting a Pivot Field: One Row Field
Problem
Your pivot table contains the field Product in the row area, and the field Sum of Sold in the data area, as Figure 2-1 shows. You want to sort the data in descending order, so the products with the highest revenue appear at the top of the pivot table.
Figure 2-1. The Product row field and Sum of Sold data field
2.1 SORTING A PIVOT FIELD: ONE ROW FIELD
Solution
You can quickly sort the data by using a toolbar button, or you can change the Product field settings. Quickly Sorting by the Sum of Sold Data 1. Select a cell in the data area in the Sum of Sold column. 2. On the Standard toolbar, click the Sort Descending button (Z-A).
Note This technique sets the Product field to Manual sort. If you refresh the pivot table, the Sum of Sold column will not automatically re-sort, so the data may no longer be in descending order. You might have to click the Sort Descending button again to see data in the correct order.
Setting the Sort Order for the Product Field 1. Right-click on the Product field button, and choose Field Settings. 2. Click the Advanced button to open the PivotTable Field Advanced Options dialog box. 3. Under AutoSort options, select Descending. 4. From the Using field dropdown list, select the Sum of Sold field (see Figure 2-2).
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