How To Use the Pivot Table in Excel ?


Data analytics has been used as an efficient technique operating behind the scenes to manage the analytical job and get the best outcomes possible. Microsoft Excel is a strong tool for handling data by building customizable data analysis, visually representing data, calculating margins and other common comparisons, and so on. While working with more complex data, Excel allows users to adjust the fields and functions that perform computations. It also allows for simple cooperation amongst numerous users at the same time. Excel has a variety of new tools, like the Pivot tables, that help improve analytical applications. Pivot tables have become a commonly used tool in organizations due to their ability to make things simpler by performing multiple analytical actions to elaborate and process data. 

What Is the Pivot Table Function?

A pivot table is a table that is used to consolidate, sort, rearrange, categorize, tally, aggregate, or mean data. It enables us to convert columns to rows and rows to columns. A Pivot Table is an Excel function that allows you to swiftly and simply summarize vast amounts of data. Pivot Tables allow you to retrieve answers to a series of simple questions about your data with minimum effort when given an input table containing tens, scores, or even thousands of rows.

It helps aggregate data by any field (column) and do complex computations on it. A pivot table is a sophisticated feature in an Excel sheet that minimizes data entry, processing, and analysis. With huge data sets, you may utilize a pivot table. Let’s discuss how to use a pivot table to provide the same data but in a different format and in less time.

Uses of Pivot Table 

Pivot Tables are most efficiently utilized to summarize data at a high level. Here are some other circumstances in which Pivot Tables might help us. Let’s consider a typical scenario of sales. 

  • Pivot tables can, given an input dataset of the client, arrange data by date.
  • Calculate total monetary sales per customer.
  • Calculate the total number of orders by the customer. 
  • Compute total sales in Rupees by item category. 
  • A pivot table can make a table that summarizes sales by customer and item type.
  • Calculate the average sale amount to a certain client over the months.
  • Make a table summary that shows the highest order value per customer and month.
  • Create a breakdown of orders by client, month, and item type.

If you’re familiar with the fundamental operation of how to use pivot tables in excel, you’ll discover that this fantastic tool may be applied to a variety of analytical scenarios, substantially accelerating your Excel work in a variety of situations. 

The Process of Applying a Pivot Table

Many people feel that generating a Pivot Table is time-consuming and difficult. But this is not the case. The recent versions of pivot tables in excel are user-friendly and extremely quick. One can create one’s summary table in a matter of minutes by using the following tips on how to use pivot in excel. 

Sample Data: Organize the data into rows and columns before making a summary report, and then transform the data range into an Excel Table. Select all of the data, then go to the Insert tab and choose Table. Utilizing an Excel Table for the source data provides you with a data range that becomes “dynamic”. A dynamic range in this context indicates that your table will automatically grow and decrease as you add or delete entries, so you won’t have to worry about your Pivot Table being out of date.

Insert Pivot Tables: Go to the Insert tab > Tables group > PivotTable after selecting any cell in the source data table. This will launch the Create PivotTable dialogue box. In the Table/Range field, ensure that the right table or range of cells is marked. Next, for your Excel Pivot Table, select the location. When you choose Create Worksheet, a table will be created in a new worksheet, beginning with cell A1. 


When you choose Existing Worksheet, your table will be placed in the provided location in an existing worksheet. Click the Collapse Dialog button in the Location box. Use the Collapse Dialog button to select the first cell in which you wish to place your table. When you click OK, a blank Pivot Table is created at the desired place. 


Drag Fields: By using the Drag feature, you can arrange the fields in the Layout section in three ways:

  • Using the mouse, drag and drop fields between the four regions of the Layout section. Simply put, click and hold the field name in the Field section, then drag it to a layout section area – this will remove the field from the current Layout section area and insert it in the new area.
  • Choose the place where you want to add the field by right-clicking the field name in the Field section:
  • To pick a field in the Layout section, click on it. This will also reveal the alternatives for that specific field.

Value Field Settings: Excel utilizes the Sum function by default for numeric value fields placed in the Values area of the Field List. The Count function is used when you enter non-numeric data (text, date, or Boolean) or blank values in the Values field. You may, of course, use a different summary function if you want. Right-click the value field you wish to alter, choose to Summarize Values By, and then select the desired summary function.

Sorting By Value: When you have a large quantity of data in a Pivot Table or PivotChart, sorting it is useful. Sorting options include alphabetical order, highest to lowest values, and lowest to highest values. Sorting is one method of structuring your data so that it is easier to discover certain objects that require further examination. 

  • Click the tiny arrow next to the Row Labels and Column Labels cells in a Pivot Table.
  • Choose a field in the row or column to sort. 
  • Select the Filter drop-down arrow on Row Labels or Column Labels, and then select the desired sort option. 
  • Click Sort A to Z or Sort Z to A to sort data in ascending or descending order. 
  • Text items will be sorted alphabetically, with numbers from smallest to largest (or vice versa) and dates or times from oldest to newest (or vice versa).

By right-clicking a cell, selecting Sort, and then selecting a sorting technique, you may sort on individual values or subtotals. The sort order applies to all cells in the column that contains the cell at the same level.

Two-Dimensional Pivot Table: A two-dimensional pivot table has fields on both the rows and columns. Assume we wish to show employee names as rows and customer names as columns, with total sales filling in the cells. 

  • Turn on the Sales Datasheet.
  • Choose the INSERT tab.
  • Choose the Pivot Chart & Table option.
  • Choose all of the information. Excel should now remember the prior range, so simply click the OK button.
  • The pivot table tools will generate a new sheet.

Applying Filters to a Pivot table: There are built-in filters in the header cells when you add fields to the pivot table row and column regions. Click on the arrow in the heading cell to display the filters, as seen in the screen photo below. You may apply a Label Filter or a Value Filter or utilize the checkboxes to reveal and conceal individual items using the instructions in the drop-down list.

Grouping Data in a Pivot Table: One of the most helpful aspects of Pivot Tables is the ability to organize data into subgroups. You may organize data by day, month, and so on. You can also group by texts and dates or do manual grouping. Choose a cell from your pivot table. Click Group Field under the Group option on the Analyse tab. When your field contains date information, the Grouping dialogue box’s date version shows. The Months option is used by default. You may divide the time into seconds, minutes, hours, days, months, quarters, and years.

Percentage Contribution in a Pivot Table: Excel pivot tables are fantastic tools for data analysis. They let you aggregate, summarize, identify insights, and show a vast quantity of data in just a few clicks, as well as calculate a percentage from supplied data.


The importance of data is rising by the day, and it provides a competitive edge to many businesses that depend on data. Raw data is complex, and it can occasionally contain missing information. Pivot tables are one of Excel’s most amazing and useful features, and it is important to know how to use the Pivot Table in Excel for data analysis. Pivot tables enable users to examine their data from many angles and views. With the help of the information provided in the article, you’ll be able to filter and extract significance from the data set you’re working with. Enroll in the Certificate Program in People Analytics & Digital HR from UNext to have a better idea of how to use the Pivot Table in Excel for data analysis.

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