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CHAPTER 4 SUMMARIZING DATA
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You can save your file now as WorkOrders_02.xlsx. That will leave the original file unchanged since its last save, and you can use the new file for your work in the next chapter.
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In this chapter, you learned different ways to summarize the data in the pivot table. First, you changed the function that was used for a value field and tested the result of using different functions. You added multiple value fields and summarized the same value field using different functions. Next, you hid and showed the grand totals for rows and columns, added subtotals to the outer fields in the pivot table, and positioned the subtotals above or below the items. Finally, you grouped the items in the row fields to summarize by a range of numbers or a date range. For the text field, you manually selected and grouped the items. I have now covered the basics of summarizing the pivot table data, and next you ll apply formatting to enhance the presentation of the data.
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Formatting a Pivot Table
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n this chapter, you ll continue to work with the WorkOrders pivot table. First, download and open the sample file WorkOrders_02.xlsx. You ll add formatting to the pivot table to enhance the data presentation. With suitable formatting, you can make the pivot table easier to read, and you can highlight specific data. You ll also apply, modify, and create pivot table styles and themes in order to make formatting consistent throughout your workbook.
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Controlling the Report Layout
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First you ll experiment with the overall layout options for the pivot table. Three layouts are available for pivot tables: Compact Form, Outline Form, and Tabular Form. When you create a new pivot table, it is automatically formatted with the Compact Form layout. You ll apply the other two layouts to your pivot table and then reapply the Compact Form layout so you can see the differences.
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Applying Outline Form Layout
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The first layout you ll apply is the Outline Form layout to see how it differs from the Compact Form layout. Before changing the report layout, you ll turn on the subtotals so you can also see how they are affected by the layout changes: 1. Select a cell in the pivot table. 2. On the Ribbon, under the PivotTable Tools tab, click the Design tab. 3. At the far left, in the Layout group, click the Subtotals command, and click Show All Subtotals at Top of Group. 4. In the Layout group, click the Report Layout command, and click Show in Outline Form (see Figure 5-1).
CHAPTER 5 FORMATTING A PIVOT TABLE
Figure 5-1. Report Layout menu options After you ve applied the Outline Form layout, the row labels change from using one column for all the labels to using a separate column for each field (see Figure 5-2). In the Compact Form layout, the labels are all shown in column A, under the heading Row Labels. In Outline Form layout, there are two headings LeadTech2 is in cell A3, and LeadTech is in cell B3. Below each heading are the labels for the field that is named in the heading cell.
Figure 5-2. Compact Form (on the left) and Outline Form (on the right) layouts The Outline Form layout may be useful when you want to show all the field names as heading labels and aren t concerned about the width of the pivot table.
Applying Tabular Form Layout
Next, you ll apply the Tabular Form layout to the pivot table to see how it differs from the Outline Form layout: 1. Select a cell in the pivot table. 2. On the Ribbon, under the PivotTable Tools tab, click the Design tab. 3. At the far left, in the Layout group, click the Report Layout command. 4. Click Show in Tabular Form.
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