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A pivot table is a reliable Excel tool used to summarize data. It helps extract relevant
information from a large data file. It is helpful in the analysis of data without formulas. A pivot
table is also useful in easing the presentation of data. It enables one to attain the idea of what the
entire data is all about. Its multifaceted view of information is imperative. It allows one to make
broad conclusions regarding a dataset. This narrative seeks to provide insights on the appropriate
approaches which can apply in developing pivot tables with the need to characterize a specific
piece of dataset adequately.
Steps to create a pivot table
❖ The first step is to create a data list of at least three columns, which will be used to develop
the pivot table. A pivot table is used to summarize the data. It is suitable if the dataset
contains a sufficient number of entries under the same name.

The example shows salaries in different departments of different employees from a
petroleum company. Here, we want to know the total salaries of all the employees.
Figure 1.0
❖ The next step is to select the entire data and click on the insert button, then click on the pivot
table located on the extreme left.
Figure 2.0
❖ Once you click on the pivot table button, a dialogue box will appear.

“Select a table or range” will automatically highlight the selected table area.

Then select “New Worksheet” so that we get a pivot table on a new worksheet.

Then press “OK.”
Figure 3.0
❖ Next, you will see blank pivot table on the left side of the new sheet and pivot table fields list
on the right side.
Figure 3.0
❖ In the next step, select “Employee,” “Salary,” “Overtime pay,” and “Badge #” from the pivot
table field list.
Figure 5.0
❖ The employee name and badge number should appear in “Row Labels,” and the sum of salaries
and overtime pay should appear as “Values.” The pivot table will be shown on the left side,
highlighting names and badge numbers under row labels. Total salaries and overtime pay for
each employee under the sum of salaries. Then grand totals at the bottom as shown in the figure
❖ If you want to know the grand totals for just a specific department, you can use the filters
feature in the tool of the PivotTable field.

To do that, select the “department” in the field name to add it in the table.

Add it to the filters field

The filter will appear above the table
❖ Select the department that you want to show its data, and the filter eliminates all other
employees from the table.
Figure 6.0
❖ If you want to know the average of salaries and overtime pay for all the employees

Go to the “Values” Field

Click on the information mark

Change the type of the values from “Sum” to “Average.”

Do the same steps for both salaries and overtime pay.
Figure 7.0
❖ pivot table showing the average salary and overtime pay for all of the employees as shown.
Figure 8.0
The pivot table appearing contains a summarized form of the dataset. It is important in
enabling the audience to attain a proper understanding of the information provided within the data.
Thus, the audience can easily characterize the data in such a way that it remains to be highly
sensible to them and, thereby, attain the ease of making appropriate conclusions based on the
information which is detailed within the dataset.

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