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Excel Guide

How to Create Pivot Tables in Excel

Pivot tables are a powerful feature in Excel that allows you to summarize and analyze large data sets efficiently. Here's a step-by-step guide on how to create pivot tables in Excel.

Creating a Pivot Table:

1. Select Data:

  • Choose the data you want to include in the pivot table.

2. Insert PivotTable:

  • Click on the "Insert" tab on the ribbon.
  • Click on "PivotTable."
  • In the "Create PivotTable" dialog box, ensure your selected data is in the "Table/Range" field.
  • Choose whether to place the pivot table in a new worksheet or an existing one.
  • Click "OK."

Adding Fields to the Pivot Table:

PivotTable Fields:

  • After creating the pivot table, add fields by clicking the "PivotTable Fields" pane on the right side.
  • Drag the desired fields from the "Field List" pane to the following areas:
  • Filters: Specify values to include (e.g., data from certain states or countries).
  • Columns: Specify columns (e.g., data for each month).
  • Rows: Specify rows (e.g., data for each product).
  • Values: Specify values to include (e.g., sales data for each product).

Formatting the Pivot Table:

1. Format using PivotTable Tools:

  • Click on the "PivotTable Tools" tab on the ribbon, then go to the "Design" tab.
  • Utilize options in the "Design" tab to format the pivot table.

2. Change Layout:

  • Click the "Layout" button in the "Layout" group to explore different layout options.

3. Format Numbers:

  • Click the "Number Format" button in the "Numbers" group to choose different number formatting options.

4. Add a Subtotal:

  • Click the "Subtotal" button in the "Totals & Filters" group.
  • In the "Subtotal" dialog box, select the field to subtotal and choose the calculation method.
  • Click "OK."

Sorting and Filtering the Pivot Table:

1. Sort Data:

  • Click on the "PivotTable Tools" tab on the ribbon, then go to the "Sort & Filter" tab.
  • Use the "Sort" button to sort data based on a selected field.

2. Filter Data:

  • Use the "Filter" button to apply filters based on a selected field.


Pivot tables are a valuable tool for summarizing and analyzing data in Excel. This guide has covered the creation, formatting, sorting, and filtering of pivot tables. By following these steps, you can create informative and visually appealing pivot tables tailored to your needs.