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PivotTable Field Collapse/Expand Controls
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Figure 2-42 shows a dramatic change in display detail with the User2 group rows collapsed With just two mouse-clicks you can simplify the data presentation and
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Figure 2-42 PivotTable/PivotChart with collapsed fields
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focus the customer discussion on a very straightforward picture of the overall phone plan This is a quick way to condense the data display
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1 Click the Plus/Minus control for the Group1 element 2 Click the Plus/Minus control for the Group2 element
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Note that you can click again on the Plus/Minus controls for the User2 elements to reset the PivotTable and PivotChart to the full data display A more advanced Expand/Collapse option is demonstrated in Figure 2-43, where we ve hidden all detail below the User level on both the PivotTable and the PivotChart Thus the Phone and Rate Plan detail is not showing!
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1 Right-click the User2 column header to display the context-sensitive pop-up menu 2 Choose Expand/Collapse on the pop-up menu 3 Choose Expand To User on the secondary pop-up menu
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Figure 2-43 PivotTable/PivotChart with a different kind of Expand to User
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Note that you can reset the PivotTable and PivotChart display, by simply rightclicking the User2 column header and choosing Expand/Collapse and Expand Entire Field This expand capability allows us to suppress any combination of fields looking across the PivotTable from left to right In our working example we were able to hide the Phone and Rate Plan data, but keep the entire display area showing the same row-column layout It also made it easy to show just the fields desired on the PivotChart
Swapping Row and Column Fields in the PivotTable: Slice It and Dice It
And finally Figure 2-44 shows what is perhaps the most dramatic slicing and dicing example of all! We ve moved the Phone field to the Columns area of the PivotChart, which created a series of repeating Value columns for the Dash and Treo phones
Figure 2-44 PivotTable with Phone dragged and dropped to Columns area
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Essentially, the numeric columns are split out into groups for the Dash and Treo phones At this point we re working with a pretty advanced PivotTable with both row and column subtotaling
1 Click the Field List icon in the Show/Hide menu group, on the Ribbon menu
Options tab 2 Click the Phone field in the Row Labels rectangle, and while holding down the left button, drag it to the Column Labels rectangle 3 Click the Zoom slider control on the bottom-right of the screen, and drag it down to 62% to see the entire PivotTable on the screen at once Note that you can click again on the Field List icon on the Ribbon menu to hide the PivotTable Field List pane and see the entire PivotTable screen To reset the PivotTable and PivotChart to the previous data display, simply click again on the Field List icon on the Ribbon menu to open the PivotTable Field List pane, and drag the Phone field back into the Row Labels rectangle below the User field
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Value (or numeric) fields can be grouped by multiple levels of row text elements on the left side, and by multiple levels of column text elements on the top The result is an advanced cross-tab matrix with subtotals across the bottom for the row text elements, and subtotals down the righthand side for the column text elements This is known as a multidimensional spreadsheet! The PivotTable in Figure 2-44 has been zoomed out to fit the entire presentation on the screen so that we can see the visual effect of having both Row and Column text hierarchies it s hard to read any detail, but it does show the overall look and feel of this result People who work with PivotTables for a while become pretty familiar with the concept of dragging and dropping Fields from Rows to Columns and vice versa This truly enables advanced analysis in a Business Intelligence sense, where we can visually see the arrangement of large data sets in a way that seems to follow the way we re able to think of data And remember, the Undo icon at the top of the Excel screen will put the PivotTable and PivotChart back the way it was if you get lost in the slicing and dicing of data!
C h a p t e r 2 : P i v o t Ta b l e s , P i v o t C h a r t s , a n d C o n d i t i o n a l F o r m a t t i n g
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