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CHAPTER 12 PRINTING AND EXTRACTING DATA FROM A PIVOT TABLE
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Formatting the Extracted Records
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The exported records are automatically formatted as an Excel table. Look at the Ribbon you ll see that the Design tab under TableTools is active, and you ll see the table s name in the Properties group at the left end of the Ribbon. To prepare the report before sending it to the safety director, you ll improve the formatting: 1. Some of the columns may be too narrow, such as Column A in Figure 12-3, which shows number signs instead of dates. Widen the columns, if necessary, to see the data. 2. The default table style for the workbook is automatically applied when the table for the extracted records is created. To make the table easier to read, you can select a different table style from the Table Styles gallery. For example, select Table Style Light 1, and turn off the Banded Rows setting.
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You can rename the Excel table that contains the extracted records using a descriptive name such as Tip
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3. To send the extracted records to the safety director, you can move the worksheet to a new workbook. Right-click the Sheet4 sheet tab, and in the context menu, click Move or Copy. 4. In the Move or Copy dialog box, from the drop-down list at the top, select (new book), and then click OK (see Figure 12-4).
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Figure 12-4. Move or Copy dialog box 5. Save the new workbook, and then close it and send your report to the safety director.
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CHAPTER 12 PRINTING AND EXTRACTING DATA FROM A PIVOT TABLE
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Changing the Default Table Style
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The safety director thanked you for the report on the Florida 2008 lost time incidents and asked whether you can extract another set of records. This time, your report should include all the records for medical claim reports in 2007. You noticed that the default table style for the workbook was automatically applied when you extracted the Florida records. You would prefer a different table style for any future extracts, so you ll change the default table style before you create the next report: 1. Activate Sheet1, and select a cell in the Excel table. 2. On the Ribbon, under the Table Tools tab, click the Design tab, and click the More button to open the Table Styles gallery. 3. Right-click Table Style Light 1, and click Set As Default (see Figure 12-5).
Figure 12-5. Change the default table style. Now that you have changed the default table style for the workbook, you ll create the next report to show the medical claim records for 2007. This time you try a different technique to extract the records. Instead of using the context menu command, you ll double-click the cell that summarizes the records you want to extract. 1. In the pivot table, change the report filter so the pivot table shows medical claims. 2. Double-click cell C14, which contains a 56. This is the number of medical claims incidents reported in 2007.
If you accidentally delete a pivot table s source data, you may be able to re-create it by using the Tip
Show Details feature. Remove any filters from the pivot table, and then double-click the Grand Total cell.
CHAPTER 12 PRINTING AND EXTRACTING DATA FROM A PIVOT TABLE
The 56 extracted records are listed in an Excel table on a new worksheet, and the new default table style has been applied (see Figure 12-6). You can move the worksheet to a new workbook and send the medical claims report to the safety director.
Figure 12-6. Extracted records in a new workbook
Disabling Show Details
In some pivot tables, you may want to disable the Show Details feature so you won t accidentally extract records if you double-click a cell in the Values area. You can follow these steps to turn off the feature: 1. Right-click a cell in the pivot table, and in the context menu, click PivotTable Options. 2. On the Data tab, in the PivotTable Data section, remove the check mark from Enable Show Details (see Figure 12-7), and then click OK.
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