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You ve created two reports from the monthly sales per region pivot table. In the first report, you showed the percentage change from one month to the next. In the second report, you showed the running total, per month, over the year. Now the sales manager wants a third report, based on the same data. In the new report, you should show what percentage of each month s sales came from each region. For example, if there were $100 sales in the East region in January and $300 in the North region, then East would be 25 percent of the January sales, and North would be 75 percent. Each month s totals are in a row in the pivot table, so you ll use the % of row custom calculation to create the report. In the pivot table, OrderDate is in the Row Labels area, filtered for 2007 dates; Region is in the Column Labels area; and Sum of TotalPrice is in the Values area. You ll keep the current pivot table layout and change the custom calculation so it shows the percent of monthly sales that each category contributes. 1. In the pivot table, right-click one of the value cells. 2. In the context menu, click Summarize Data By, and then click More Options.
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CHAPTER 9 CREATING CALCULATIONS IN A PIVOT TABLE
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3. In the Value Field Settings dialog box, click the Show Values As tab. 4. From the drop-down list for Show Values As, select % of row. 5. For a % of row custom calculation, no base field or base item is required. 6. Click Number Format, and format the values as Percentage, with no decimal places. 7. Click OK to close the Format Cells dialog box, and then click OK to close the Value Field Settings dialog box. The values in the pivot table change to show the percent of the monthly sales that each category contributes (see Figure 9-11).
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Figure 9-11. Region sales per month displayed as % of row The revised pivot table shows the percentage of the month s total for each region. In this report, the sales manager can quickly see that the East region has the stronger sales most months and that the North region has the weaker sales overall for the entire year.
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Currently the pivot table shows the percent of the row that each region contributes to each month s total sales. To complement this report, the sales manager wants you to create another report that shows what percentage of each region s sales occurred in each month. To create this new report from the same data, you ll change the custom calculation. The monthly totals are listed down each region s column, so you ll use the % of column custom calculation: 1. In the pivot table, right-click one of the value cells. 2. In the context menu, click Summarize Data By, and then click More Options. 3. In the Value Field Settings dialog box, click the Show Values As tab. 4. From the drop-down list for Show Values As, select % of column.
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CHAPTER 9 CREATING CALCULATIONS IN A PIVOT TABLE
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5. For a % of column custom calculation, no base field or base item is required. 6. Click OK to close the Value Field Settings dialog box. The values in the pivot table change to show the percent of each region s total sales for each order date (see Figure 9-12).
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Figure 9-12. Region sales per month displayed as % of column The Grand Total column shows the overall percent per order date. The Grand Total row shows 100 percent for each category, because that is the total for each column. By using the custom calculation, % of column, you can see which months have the highest and lowest sales, for each category, and overall. The revised pivot table shows the percentage of the region s total for each month. In this report, the sales manager can quickly see that July was the lowest month in the East region and that the North region had its weakest sales in June.
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