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Five Quick Tips for Mastering Excel PivotTables

Today's world is data-driven, so the ability to quickly and effectively analyze large datasets is crucial for making informed business decisions.


Excel PivotTables are a powerful tool that allows you to summarize, analyze, explore, and present your data in a meaningful way. They enable you to transform raw data into actionable insights by organizing and comparing data points, identifying trends, and uncovering patterns that might not be immediately obvious.

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Picture of spreadsheet under a keyboard, calculator, and pen.

PivotTables can be particularly valuable because they:


  • Simplify Complex Data: PivotTables can handle large volumes of data and simplify it into a more digestible format, making it easier to understand and interpret.

  • Enhance Data Accuracy: By automating the data summarization process, PivotTables reduce the risk of human error, ensuring more accurate results.

  • Increase Efficiency: With PivotTables, you can quickly generate reports and dashboards, saving time and allowing you to focus on analysis rather than data preparation.

  • Provide Flexibility: PivotTables offer a high degree of customization, allowing you to filter, sort, and group data in various ways to meet your specific needs.

  • Support Decision-Making: By providing clear and concise data summaries, PivotTables help you make data-driven decisions that can improve business outcomes.


In our Quick Tips for Excel PivotTables workshop, we share five valuable tips on how to make the most out of Excel PivotTables. Whether you're a seasoned Excel user or just getting started, these tips will help you enhance your data analysis skills and boost your productivity.

Tip #1: Use the PivotTable Wizard

The PivotTable Wizard is a powerful tool that provides additional functionality not always available through the standard PivotTable creation process. You can access it using the keyboard shortcut Alt + D, P.


This wizard allows you to create pivot tables from multiple consolidation ranges and other pivot tables, offering more flexibility in your data analysis.


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Screenshot of the PivotTable Wizard Dialog box

Tip #2: Customize the PivotTable Field Window

Once you create your PivotTable, the PivotTable Field window appears, allowing you to drag and drop different fields. By default, the fields are displayed at the top with areas at the bottom, but you can move these elements around or undock the task pane to place it elsewhere on your screen. This customization helps you organize your workspace for better visibility and ease of use.


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Screenshot of the PivotTable Field Pane

Tip #3: Add a Field Multiple Times

You can add the same field multiple times to a PivotTable to perform different calculations simultaneously. For example, you might want to see the sum, count, and average of a particular field all at once. This feature allows you to conduct comprehensive data analysis without creating multiple pivot tables.


Tip #4: Replace Blank Cells

Blank cells in your PivotTable can make your data look incomplete and harder to interpret. Use the PivotTable options to replace blank cells with a default value, such as zero. This small adjustment can significantly improve the presentation and readability of your data.


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Screenshot of PivotTable Options dialog box

Tip #5: Show Report Filter Pages

We saved the best tip for last. Instead of manually copying and pasting pivot table pages for each item in a report filter, you can use the "Show Report Filter Pages" feature.


This tool automatically creates separate pivot table pages for each filter item, saving you time and effort. Simply go to the PivotTable Analyze tab, select Options, and then choose Show Report Filter Pages.


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Ready for More?

These five tips are just the beginning of what you can do with Excel PivotTables. By incorporating these techniques into your workflow, you can streamline your data analysis process and make more informed decisions. For a deeper dive into PivotTables, check out our PivotTable Part 1 and Part 2 classes, where we cover the mechanics of creating pivot tables and advanced formatting techniques.

Explore additional tips and techniques when you follow our “Everyday Excel” series. Subscribe to our Eventbrite page to be the first to know about our live interactive classes.


Would you like onsite or customized training? We can help! Reach out and we will be happy to assist. Complete our contact us form to request a quote or set up a call.


Follow our blog, our Flipboard magazine, and LinkedIn page for sources of free training and articles on topics such as Excel and Data Analysis. See you in class!

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