Excel Trivia | Everything about Excel Function and Formulas: Pivot Table

Friday, October 3, 2025

Master Excel Pivot Tables: Analyze Data Like a Pro with Step-by-Step Examples

Urvil Darji October 03, 2025 0

When working with large amounts of data, it can feel overwhelming to find insights quickly. That’s where Excel Pivot Tables come in. They allow you to summarize, analyze, and visualize data in just a few clicks.

Whether you are a student analyzing project data or a professional creating reports, mastering Pivot Tables will take your Excel skills to the next level.

🔹 What is a Pivot Table?

A Pivot Table is a tool in Excel that helps you:

Summarize large datasets instantly
Group and filter information
Create meaningful reports without writing formulas
Generate quick insights with charts

Simply put, Pivot Tables turn raw data into structured insights.

🔹 Why Use Pivot Tables?

✅ Save Time – No need to use complex formulas.
✅ Flexibility – Rearrange rows and columns anytime.
✅ Interactive Reports – Slice and dice data easily.
✅ Professional Output – Impress teachers, managers, and clients.

🔹 Step-by-Step: How to Create a Pivot Table

Step 1: Select Your Data

Highlight your dataset (or use a table).
Go to Insert → Pivot Table.

Step 2: Choose Where to Place It

Select New Worksheet (recommended).

Step 3: Drag & Drop Fields

Drag columns into Rows, Columns, Values, and Filters areas.
Example: Sales data → Region (Rows), Product (Columns), Sales (Values).

Step 4: Apply Formatting

Right-click values → choose Summarize by Sum, Count, Average.
Use Number Formatting for clean reports.

🔹 Step-by-Step Examples

📊 Example 1: Student Project

You have exam scores of students across multiple subjects.

Drag Subject → Rows
Drag Student Name → Columns
Drag Marks → Values

👉 Instantly see which student performs best in each subject.

📊 Example 2: Professional Report

You have monthly sales data across regions.

Drag Region → Rows
Drag Month → Columns
Drag Sales → Values

👉 Get a clear report showing sales trends by region and month.

🔹 Advanced Features to Try

Slicers & Timelines
- Add interactive buttons to filter data quickly.
Pivot Charts
- Create dynamic charts linked with your Pivot Table.
Calculated Fields
- Add custom formulas inside your Pivot Table (e.g., Profit = Sales – Cost).

🔹 Pro Tips for Pivot Table Mastery

Always convert your dataset to a Table before inserting a Pivot Table (Ctrl + T).
Use Refresh All to update reports when data changes.
Rename fields for cleaner presentation.
Combine with Power Query for automated reporting.

🔹 Final Thoughts

Pivot Tables are one of the most powerful tools in Excel. They not only help you analyze data like a pro but also save hours of manual work.

👉 Start by practicing with small datasets and gradually explore advanced features like slicers and calculated fields.

Once you master Pivot Tables, you’ll find yourself creating professional-grade reports in minutes instead of hours!

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Monday, May 13, 2019

How to Use Excel Pivot Table | Microsoft Excel

Urvil Darji May 13, 2019 0

Pivot table is a table which summerise data of large database which includes some mathematical function like sum, average, count etc

Here we are taking a small example to learn Pivot Table in Excel

I have data of three company and its product, sell in 2018 and sell in 2019.

Insert Pivot Table

Step 1 Click on Insert tab

Step 2 Select Pivot Chart

Step 3 Select Pivot Chart & Pivot Table

Step 4 A window Will Open

Choosing Data For Analyze

Select Table or Range

Here We have to choose Table or Range of table If you have selected a cell in the and after you apply Pivot Table Table name will appear automatically.

Otherwise, you can manually select the table by a range.

Use an external data source

If you have a table in another worksheet and you want pivot table in existing worksheet you can use this option

You just have to select the table from other worksheets.

Choosing the place where to Display Pivot chart

New Worksheet

If you want to your pivot chart to another worksheet you can use this option.

Existing Worksheet

If you want your pivot chart in the same worksheet use this option

Here we have a table automatically selected in the option and we want pivot table in new worksheet

so here we select New Work sheet

Then Click on Ok

Step 5

Ina new worksheet you can see a blank pivot tabel, blank chart 1 and in the right side of the sheet youcan see a Pivot Chart Field Window as shown below

Blank Pivot Table

Blank Pivot Chart1

The details of the headers of ther table

Step 6 We have to select the fields we want to show or analyze on the pivot table

Here We have selcted all the four possible values from the pivot chart field

We have place Company in filter block

Same As
Product in Axis (Rows)
Sell in 2018 and sell in 2019 in Values Section

Step 7 Here you can see a analyzed data of cars of all the company

Step 8 Now you can change the selection of the company to view a specific compny sell

Here we have to click on the down arrow shown near(all) and select the company name of which we have analyze data

Step 9 Here you can see a Filtered data of Mahidra Company. You can apply it for on, two or more than two objects also

Step 10 You can short data by simply using right click on the column in which you want to short the data ande select the sort smallest to larhest or sort largest to smallest.