The pivot tables in excel Pivot tables have become one of the most powerful and versatile tools for anyone working with data. When it comes to extracting key insights and quickly analyzing large volumes of data, pivot tables make a clear difference.
But beyond their basic utility, these tables allow you to customize, filter, and analyze data from different perspectives with just a few clicks, achieving professional results without needing to be an Excel expert. In this article, I explain in detail what pivot tables are, what they're used for, how to create them step by step, and how you can get the most out of them in your own projects or in your daily work.
What is a pivot table in Excel?
A dynamic table, also known by its English name pivot tables, is an interactive table that allows you to automatically reorganize, summarize, and analyze large volumes of data. Its main appeal is that you can modify the layout of fields, grouping them by rows, columns, or values as needed, without altering the original data. In other words, you don't have a fixed structureYou can move fields around to view information from different perspectives and quickly obtain different reports.
For example, if you manage sales data for a company, you can use a pivot table to display the total sales By product, by salesperson, by geographic area, or even a combination of several of these criteria, all without changing the original database. This makes pivot tables ideal for both quick overviews and more complex analyses.
What are pivot tables used for?
The main objective of a pivot table is transform complex data into useful information for decision-making. They are designed to summarize, compare values, search for trends, analyze data by category, and easily generate customizable reports. Their most common uses include:
- Generate interactive reports that are updated in real time when the source data changes.
- Compare different variables or criteria, such as sales by product and region, or performance by employee and period.
- Filter information to focus only on the relevant data at any given time.
- Get automatic calculations and summaries through sums, averages, counts, maximum and minimum values, among others.
- Visualize grouped data by categories, dates, brands and any other fields in the database.
These types of tools allow you to go far beyond the simple use of formulas, as information can be instantly restructured to adjust reports and comparisons based on your needs.
How to create a pivot table step by step in Excel
Learning how to create a pivot table in Excel is much simpler than it seems. You just need a well-structured data source and follow the appropriate steps. Below, I'll explain everything clearly so you can apply it even if it's your first time using a pivot table.
1. Prepare your data source
The first thing is to have the database you are going to work with ready. It is essential that the data is organized in tabular format, that is, each column should have a unique header, and each row should contain one record. For example, a sales list with columns such as invoice number, date, product, salesperson, amount, etc. Try to avoid merged cells and ensure there are no blank rows or columns within the table, as this could hinder subsequent analysis.
2. Insert the pivot table
With the data prepared, select any cell within the data table. Go to the menu Insert and click the option Dynamic tableA window will open where you can choose whether you want to place the pivot table in a new sheet or an existing sheet. Excel will automatically select the entire contiguous data range, but you can modify it if needed. If you have the add-in PowerPivot, you can also add the data to the data model for more advanced analysis.
3. Configure the pivot table fields
When you create the pivot table, Excel will show you on the right side the list of fields, where you'll see all the headers for your database. Here you can decide how you want to structure your report:
- Filters: To display only records that meet certain criteria (for example, filter by year or city).
- Columns: Groups data into columns based on the selected field.
- Rows: groups the data into rows according to the field you select (usually main categories).
- Values: This is where you place the numeric fields you want to summarize (by default Excel usually applies the SUM function, but you can later change it to average, count, maximum, minimum, etc.).
Drag the fields from the list to the different areas according to the information you want to highlight. For example, if you drag "salesperson name" to rows, "brand" to columns, and "total sale amount" to values, you'll get a matrix showing the total sales for each salesperson and brand.
4. Customize calculations and formatting
By default, Excel assigns the function SUM in the values area, unless the data is text, in which case it applies TELLIt's important to ensure that all numeric data is formatted correctly to avoid errors in calculations. If you want to change the calculation type, click the arrow in the values field and select Value field settingsHere you can choose between sum, average, count, maximum, minimum, and other options.
Also, you can change the number format for the entire field, choosing the style you prefer (currency, percentage, decimal number, etc.), so that the information is presented in the clearest and most professional way possible.
How to display pivot table results in different ways
Excel allows you to go a step further by displaying data not only as an absolute value, but also as a percentage of the total, the difference from another row or column, or even as a combination of several calculations at once. This is very useful in comparative analyses.
Display values as a percentage
One of the most popular options is display values as a percentage of the grand total, a row, a column, or a specific field. For example, in a household expense report, you can see not only the total amount by category, but also what percentage each represents of the total spent. To set this up, you must go to Value field settings and select the tab Show values asFrom here you can choose different ways to present the data according to your analysis needs.
Display a value as a calculation and as a percentage
If you want to see the absolute value and its percentage at the same time, simply drag the same field to the values section twice and set one to display as a sum (or any other calculation) and the other as a percentage.
Summarize values by different criteria
Remember that, in addition to addition, you can choose other methods such as average, maximum, minimum o countThis will give you a much broader and more versatile view of your data, allowing you to tailor the report to each case.
Pivot tables recommended by Excel
In recent versions of Excel there is a very useful function: Recommended Pivot TablesThis option, available in the Insert menu, analyzes the layout of your data and suggests several pre-configured dynamic reports. So, if you're not sure how to structure your analysis, you can select one of the suggestions and adjust it as needed. This feature is perfect for users who want to save time or need inspiration to start analyzing their data.
Practical tips to get the most out of pivot tables
- Plan the structure of your data: Make sure your database is stable, with no merged cells or blank rows/columns within the main data range.
- Do not mix data types in the same field: This prevents problems when summarizing values and ensures that Excel correctly applies aggregation functions.
- Easily change the layout of your report: Try dragging fields to other areas to view your data from different perspectives and discover trends that might otherwise go unnoticed.
- Use filters or segmentations to interact with data and obtain customized reports in seconds.
- Remember that it is not necessary to use formulas: The summary and grouping functions are already integrated, and you just need to choose the one that best suits what you are looking for.
Common use cases for pivot tables
Pivot tables are used in all kinds of professional and personal contexts. Some of the most common examples are:
- Companies: Analyze sales by product, region, period, or representative, study revenue trends, calculate commissions, examine expenses by department, etc.
- Education: summarize grades by student, subject, or teacher, analyze survey results, compare performance across courses, etc.
- personal management: keep track of household expenses, analyze budgets, compare investments or savings, etc.
- Market Research: Analyze responses from questionnaires and surveys, segment results by preferences, age, gender, location, etc.
With proper management of the appropriate functions and tools, pivot tables can significantly optimize data analysis in various areas, enabling more informed and accurate decisions.