Simon Sez IT

Online software training and video tutorials for Microsoft, Adobe & more

  • Course List
    • Adobe
      • Dreamweaver
        • Dreamweaver CC
        • Dreamweaver CS6
        • Dreamweaver CS5
        • Dreamweaver CS4
      • Flash
        • Flash CS5
      • InDesign
        • InDesign CS6
        • InDesign CS5
      • Photoshop
        • Photoshop CS6
        • Photoshop CS5
        • Adobe Photoshop CS4
      • Photoshop Elements
        • Photoshop Elements 2022
        • Photoshop Elements 2019
        • Photoshop Elements 2018
        • Photoshop Elements 15
        • Photoshop Elements 14
        • Photoshop Elements 13
        • Photoshop Elements 12
        • Photoshop Elements 11
        • Photoshop Elements 10
        • Photoshop Elements 9
        • Photoshop Elements 8
    • Microsoft
      • Access
        • Access 2021 Beginners
        • Access 2019
        • Access 2019 Advanced
        • Access 2016
        • Access 2016 Advanced
        • Access 2013
        • Access 2013 Advanced
        • Access 2010
        • Access 2010 Advanced
        • Access 2007
      • Excel
        • Data Analytics in Excel
        • Excel 2021 Advanced
        • Excel 2021 Intermediate
        • Excel 2021 Beginners
        • PivotTables for Beginners
        • Excel Dashboards
        • Advanced Formulas in Excel
        • Excel for Business Analysts
        • Advanced PivotTables
        • Power Pivot, Power Query and DAX in Excel
        • Excel 2019 Beginners (Mac)
        • Excel 2019 Beginners
        • Excel 2019 Advanced
        • Excel 2016 Beginners
        • Excel 2016 Intermediate
        • Excel 2016 Advanced
        • Excel 2013
        • Excel 2013 Advanced
        • Excel 2010 Beginners
        • Excel 2010 Advanced
        • Excel 2007
      • OneNote
        • OneNote Desktop and Windows 10
        • OneNote 2016
      • Outlook
        • Outlook 2021
        • Outlook 2019
        • Outlook 2016
        • Outlook 2013
        • Outlook 2010
        • Outlook 2007
      • Power Automate
        • Introduction to Power Automate
      • Power BI
        • Power BI
        • Power BI Intermediate
      • PowerPoint
        • PowerPoint 2021
        • PowerPoint 2019
        • PowerPoint 2016
        • PowerPoint 2013
        • PowerPoint 2010
        • PowerPoint 2007
      • Project
        • Project 2021 Beginners
        • Project for the Web
        • Project 2019
        • Project 2019 Advanced
        • Project 2016
        • Project 2016 Advanced
        • Project 2013
        • Project 2013 Advanced
        • Project 2010
        • Project 2010 Advanced
      • Publisher
        • Publisher 2013
      • SharePoint
        • SharePoint Online
        • SharePoint Foundation 2013
        • SharePoint Server 2013
        • SharePoint Foundation 2010
      • Teams
        • Microsoft Teams (2023 Update)
      • VBA
        • Macros and VBA for Beginners
        • VBA for Excel
        • VBA Intermediate Training
      • Visio
        • Microsoft Visio 2019
        • Visio 2016
        • Visio 2013
        • Microsoft Visio 2010
      • Windows
        • Windows 11 (2023 Update)
        • Windows 10 (2020 Update)
        • Windows 10
        • Windows 8
        • Windows 7
        • Windows Vista
      • Word
        • Word 2021
        • Word 2019 Advanced
        • Word 2019
        • Word 2016
        • Word 2013
        • Word 2010
        • Word 2007
    • QuickBooks
      • QuickBooks
        • QuickBooks Desktop Pro 2022
        • QuickBooks Pro 2021
        • QuickBooks Online Advanced
        • QuickBooks Online
        • QuickBooks Canada
        • QuickBooks Pro 2020
        • QuickBooks 2019
        • QuickBooks 2018
        • QuickBooks Pro 2017
        • QuickBooks Pro 2016
        • QuickBooks Pro 2015
        • QuickBooks Pro 2014
        • QuickBooks Pro 2013
        • QuickBooks Pro 2012
        • QuickBooks Pro 2011
        • QuickBooks Pro 2010
        • QuickBooks Pro 2009
    • Web Development
      • AngularJs
        • AngularJS Crash Course
      • Dreamweaver
        • Dreamweaver CC
        • Dreamweaver CS6
        • Dreamweaver CS5
        • Dreamweaver CS4
      • Bootstrap
        • Bootstrap Framework
      • Html/CSS
        • HTML/CSS Crash Course
        • HTML5 Essentials
      • Python
        • Python Object-Oriented Programming
        • Pandas for Beginners
        • Introduction to Python
      • Java
        • Java for Beginners
      • JavaScript
        • JavaScript for Beginners
        • jQuery Crash Course
      • MySql
        • MySQL for Beginners
      • PHP
        • PHP for Beginners
        • Advanced PHP Programming
      • XML
        • XML Crash Course
    • Data Analysis
      • Financial Modeling
        • Financial Risk Management
        • Financial Forecasting and Modeling
      • Data Analytics
        • Introduction to Analytics and Artificial Intelligence
        • Data Analytics in Excel
      • Alteryx
        • Alteryx Advanced
        • Introduction to Alteryx
      • Power BI
        • Power BI Intermediate
        • Power BI
      • Qlik Sense
        • Qlik Sense Advanced
        • Qlik Sense
      • R Programming
        • R Programming
      • Tableau
        • Tableau Desktop Advanced
        • Tableau Desktop
      • Python
        • Python Object-Oriented Programming
        • Pandas for Beginners
        • Introduction to Python
    • Work Productivity
      • Google Sheets
        • Google Sheets for Beginners
      • Confluence
        • Introduction to Confluence
      • Monday
        • Getting Started in Monday.com
      • Asana
        • Asana for Employees and Managers
        • Introduction to Asana
      • Jira
        • Getting Started in Jira
  • For Business
  • About Us
    • Testimonials
    • Contact Us
    • FAQ
    • Membership
    • About Us
  • Pricing
  • Free Resources
  • Sign In
  • Get Started
Home > Microsoft Excel > How to Use Excel 2010 Pivot Tables and Charts – Part 3

How to Use Excel 2010 Pivot Tables and Charts – Part 3

Filters are a particularly useful tool in Excel 2010, especially when used with Pivot Tables and Charts. One method of Filtering data is through the use of Groups, elements applied to various rows and columns and which can be created through the Group Selection command. Additionally, Groupings also appear within the Field Lists area and within the Pivot Table as a new row entry.

Filtering is also available through individual buttons assigned to each field, enabling the user to select all field elements or choose individual elements.

The Report Filter zone is another method for filtering in Excel 2010, utilizing the dropzone to Filter data in much the same manner as Groups.

Watch the free video here, transcripts for the entire video follow:


Facebook Linkedin Twitter

Do you need to learn Microsoft Excel? Get 35 hours of Microsoft Excel training – click here.

Video transcripts:

Hello again and welcome back. In this section, we’re going to continue looking at Pivot Tables and Charts and we’re going to concentrate in this section on Filters. But before we do that we’ve got a couple of other things to finish off from last time and a couple of potential problem areas really. When we finished the last section, we had just grouped all of the transactions into months, so we’d created groups and we’ve got a Table and Chart showing for six months the sales in three selected branches, totaled value over those months and showing that the Boston branch, generally speaking, has by far the highest sales. Now when we did that we used a facility on the Options tab of Group and we used Group Field and we selected Months as the group. Now, what that would actually do is to look at all of the transactions in our Pivot Table and put together all of the ones that were in each of the months; so, all of the April transactions are in this row. Now that’s not April in any one year, it’s April in all years. Now, in fact, the transactions I used here were over a relatively short period of time, although there were over 30,000 of them, so they were actually in the same year, but that was more by accident than design. And if I really wanted to cover a long period of time and show a chronological sequence, I’d have to change this grouping to be months and years. So I can select two items. And if I do that, watch what happens in the table and the chart. And what you can see is that Excel gives me a year category and within the year category, the months. It also adjusts the chart accordingly.

 

Excel 2013 training

 

Now, in fact, we can take the concept of grouping like this one step farther and we can apply it to either rows or columns and we can even create groups of our own, for our own convenience. Now I’ve got data on five branches, three of them are shown at the moment. What I’m going to do is to switch all of the branches on for the moment. So, I’ve got all five there; I’ve got Boston, Chicago, Denver, Miami, and a New York branch. And what I’m going to do is I’m going to choose the Boston, hold the Control key down, select Miami and New York and I’m going to click on Group Selection. Now, that actually creates a group and if you now look down at the chart you’ll see that what it says on the chart is Group 1 – Boston, Group 1 – Miami, Group 1 – NY. If I select Group 1 and then in the Formula Bar I’m going to give it, this is just to demonstrate the principle, I’m going to give it the name of “Eastern” and I’ve now effectively grouped those three branches into what I’ve called my Eastern group. Now, of course, there was nothing about Eastern in the original transactional data. This is a group name that I’ve introduced for my own convenience and, in fact, within Pivot Table and Pivot Chart processing in Excel 2010 there are many opportunities to add concepts and entities of our own to our analysis of the data.

So, next I’m going to choose Chicago and Denver, group those, and I’m going to select that group name, Group 2 and I’m going to call it “Western.” There we are. And now all five of my branches have a prefix name shown here, which is the group followed by the branch name. Now, you will notice on the chart, you can probably just about see it, that I’ve still got a full set of five columns for each of the months in 2010 for which I have transactions. Now watch what happens if I collapse the Eastern groups and next to the Eastern group I have a little minus sign to collapse the group and what is in fact on the chart now shows that all of my Eastern group figures have been combined into a total for Eastern, the Western ones are still separate.

And, of course, I can do the same for Western. I can collapse the Western group down and now I just have in my Composite Bar Chart, I just have two bars, an Eastern Bar and a Western Bar. And in this way I can form any combination of which ever entity it is, in this case branches, but I could do the same with the departments or any other entity that I have in my table and I can do analysis at that grouping level.

Now it’s worth looking at what’s happened in the Field List as a result of doing this. In the upper section, we have two new fields appeared. Obviously these are not fields which we identified at the beginning, but they’re ones we’ve introduced for the purposes of analysis and reporting. We’ve got years and we’ve got Branch 2. If we click on the dropdown against Years, we’ve effectively got a Filter there and in fact all of the transactions are in the year 2010, so that’s not really a big issue in the case of the transactional data I’ve got here. But if I had transaction over a very large number of years I could Filter accordingly here. Branch 2, which is effectively the next level of branch, if I click on that, that lets me Filter on the two introduced groups: Eastern and Western.

 

Microsoft Office 2013 training online

 

And as far as my Pivot Table is concerned, when I introduced these groups they became one row in the table, so they operate at the level of Eastern, where I can collapse or expand and the individual branches come at the next row level down. Similarly, I can expand Western.

And I can, of course, take this one step further because I could select Eastern, hold the Control key down, select Western. Click on Group Selection again and I’m going to name this group U.S.A. and I now have a new level. It’s appeared in my Column Labels. It’s appeared on my Chart. It’s appeared in my Field List and I can, of course, collapse it which gives me a total for U.S.A. sales. And of course if I’ve got an international operation I might be able to then combine nations into continents and so on. So, I have a multi-level grouping facility which can further add to the power of my Pivot Table and Pivot Chart reporting.

Okay, let’s start with the Filters that we can access from the chart itself. Now we’ve all ready got buttons here from which we can filter, so let’s take Date for example. If I click on Date I can do Select All or I could say I just want January and February. Click on OK, there are of course no records in those dates, so let’s try June and July, where, of course, there are records.

Now when ever I’ve applied a Filter, the little Filter sign shows here. There’s also, of course, a Filter here for the year. I only have 2010 values. If I selected less-thans, I wouldn’t find any, more-thans I wouldn’t find any, so it’s only 2010s, so that won’t make any difference. If I look over here for Branch 2, which is basically the group which will be Eastern or Western, I can Filter on that. So, for instance, if I just click there, De-select, and say Eastern, although that grouping is effectively a value that I’ve introduced myself, the Filters still work on it and I only get the Eastern branches. Similarly if I now remove that by doing Select All, you can see the names of the branches – Boston, Miami, NY, Chicago, Denver. On branch I have, clearly, the set of selections here, but I can also use Label or Value Filters. For instance, Label Filter, I could say Begins with and I could say that the Label begins with B. Click on OK and I only get Boston because the branch name begins with a letter B. If I put on a Filter like this there’s a little tick mark here that shows that a Filter is in place. If I want to clear it, I just say Clear Filter.

So apart from being able to use these Filters that are on the chart any way, I also have the equivalent of an earlier Filter facility which is this drop zone here, Report Filter Zone. I can take any of my fields and drop it into the zone. So, if I take the Branch Field, for instance, and drag that into there, this fundamentally changes my report from the point of view of it now only has the group level shown here, although I obviously I can expand it out again. But the Filter now is positioned up here on the top left and is really read as a Filter on the whole report, so it’s going to achieve the same affect, but I can click and choose the branch or branches that I want, including selecting multiple options. So I could say I just want the Boston and Denver and they’re the only two that are included, one being an Eastern and one being in Western. If I remove that Filter, you note the relative sizes of the blues and reds. Remove that Filter by clicking Select All again, click on OK, and they’re back to the values that they were.

So we have several tools to help us with Filtering. We’ve seen most of them now and just going back to the Filters we’ve set so far, if we remove these, for instance, the Date Filter here, Select All again to get all dates back in. We have the Column Labels here, we still have both Eastern and Western included and the only Filter we’ve now got is one on department, but department is not shown. So a quick scan around we can check that nothing else is Filtered and that gets us ready for looking at the major new inclusion in Excel 2010 on the working of Pivot Tables and Pivot Charts which are slices and we’re going to look at slices in the next section. So, I’ll see you then.

 

Excel 2013 Pivot table training

 

Simon Calder

Chris “Simon” Calder was working as a Project Manager in IT for one of Los Angeles’ most prestigious cultural institutions, LACMA. He taught himself to use Microsoft Project from a giant textbook and hated every moment of it. Online learning was in its infancy then, but he spotted an opportunity and made an online MS Project course - the rest, as they say, is history!

Most Popular Posts

  • Kanban vs Scrum: Project Management Methodologies and Their Differences [2022]
  • How to Insert a Checkbox in Excel? 3 EASY Examples
  • How to Autofit Excel Cells? 3 Best Methods
  • XLOOKUP Google Sheets – 4 Best Alternatives!
  • Dashboards in Excel Using Pivot Tables, Pivot Charts and Slicers
  • Free Microsoft Project Training Course
  • Free Microsoft Access Tutorial for Beginners (3.5 Hours Video)
  • How to Use Blending Mode With Layers in Adobe Photoshop Elements 15

START LEARNING How to Use Excel 2010 Pivot Tables and Charts - Part 3 ON SIMONSEZIT.COM

START MY MEMBERSHIP

Similar Posts

How to Use Guided Edit Mode in Adobe Photoshop Elements 2019

How to Remove Dropdown in Excel? 3 Easy Methods

Setting Constraints and Deadlines in Microsoft Project 2016

Setup and Edit Vendors in QuickBooks 2019

How to Customize the Ribbon in Microsoft Excel 2016

How to Navigate the Microsoft Project 2016 Workspace

Course Categories

  • Adobe
  • Data Analysis
  • QuickBooks
  • Microsoft
  • Web Development
  • Work Productivity

About Us

  • About Us
  • Free Resources
  • Affiliates
  • Become an Instructor

Products

  • Pricing and Plans
  • Business Pricing
  • Government Discounts
  • Non-Profit Discounts

Support

  • FAQ’s
  • Contact Us
  • DVD support

Connect

YoutubeFacebookLinkedIn
© 2023 Simon Sez IT, Inc.
  • Terms
  • Privacy Policy
  • Sitemap
888.817.6665 Monday thru Friday 7:30 a.m. - 5:00 p.m. (ET)