Access 07 Pivot Tables

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Microsoft Access 2007 Database Training For The Haas School of Business, UC Berkeley - Dash Designs Consulting

DASH DESIGNS CONSULTING

Technology Training and Consulting Services

7

MicrosoftMicrosoft

Access 2007 Access 2007

Analyze Data Analyze Data

With Pivot TablesWith Pivot Tables




Microsoft Access 2007Analyze Data With Pivot Tables

ForThe Haas School of Business,

University of California

COPYRIGHTS AND TRADEMARKS

© 2008, DASH DESIGNS CONSULTING, JERRY MALETSKY

SAN R AFAEL, CA 94903EMAIL: [email protected]

WEB SITE: WWW.DASHDESIGNSCONSULTING.COM FAX (415) 491-1490

Any mention or use of Microsoft®, University of California, or any third party

products is hereby acknowledged by Dash Designs Consulting to be for the sole

purpose of editorial and educational use of this training manual and for the benefit

of the mentioned parties.

Dash Designs Consulting gives permission to the Haas School of Business of the

University of California at Berkeley to reprint this training manual for internal use

only. No re-sale of this material or renunciation of copyrights are granted by this

author.

Revised: April 2, 2008




Chapter 1: Create Pivot Tables From Queries ............... 1

Chapter 2: Modify Pivot Table Fields .............................. 9

Chapter 3: Filter Data In A Pivot Table .......................... 17

Chapter 4: Create Pivot Charts .................................... 23

Table of Contents

AANALYZENALYZE DDATAATA WWITHITH PPIVOTIVOT TTABLESABLES

WWITHITH MMICROSOFTICROSOFT AACCESSCCESS 20072007

Reference Database: PivotTables.accdb




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Creating Pivot Tables From Queries1

1

A Pivot Table is an interactive “spreadsheet” look at table or query data. Pivot

Tables summarize and analyze the underlying data and can be based on data from

more than one table or query.

Pivot Tables consist of four areas… Column fields, Row fields, Detail fields, and

Filter fields. Fields are added to a Pivot Table by graphically dragging fields into

the preferred area.

Access provides several methods to create Pivot Tables. A Pivot Table can be cre-

ated using the Crosstab Query Wizard in the Query Wizard dialog box. This

is not as flexible as actual Pivot Table but is a simple approach to creating one. An-

other method is to open a query and use View Command in the Home Tab to

show that query in a Pivot Table view. Finally, a Pivot Table can be created from a

table or query as a separate permanent object using the More Forms command

in the Create Tab.

USING QUERIES TO CREATE PIVOT TABLES

Reference query for Pivot Table: qryCustOrderDetail

Steps To Create A Separate Pivot Table Object:

Select the preferred object (table or query) in the Navigation Pane

Click the Create Tab, click More Forms, and then click Pivot Table

In the Pivot Table design screen, drag fields to the preferred areas

Note: multiple fields can be added to each area

To display summary data only, click on the Detail Field

Click the AutoCalc command, and select a summary function (i.e. Sum)

In the Show/Hide Group, click Hide Details command

Save Pivot Table

Pivot Table Field Areas Description

Column Designates fields for column headings

Row Designates fields for row headings

Detail Designates fields for summarization. The function beingapplied can be set in the AutoCalc command

Filter Designate fields to use for filtering data in the PivotTable



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2Microsoft Access 2007 Database Training For The Haas School of Business, UC Berkeley - Dash Designs Consulting

1Understanding Principles of Databases


Steps To Create A Pivot Table View Of A Query:

Open the preferred Query from the Navigation Pane

Click the Home Tab, click Views, and then select Pivot Table

In the Pivot Table design screen, drag fields to the preferred areas


To display summary data only, click on the Detail Field

Click the AutoCalc command, and select a summary function (i.e. Sum)

In the Show/Hide Group, click Hide Details command

Click Save to keep the Pivot Table View

Steps To Change Views Of A Query:

Open the preferred Query from the Navigation Pane

Click the Home Tab, click Views, and then select Pivot Table

Make any additional changes to the Pivot Table

Click Save to keep the latest Pivot Table View

Click the Home Tab, click Views, and then select Datasheet View

Steps To Add/Remove Fields From A Pivot Table:

To Add fields to a Pivot Table

Activate Field List, if necessary, using Field List command on Design Tab Drag the preferred field to the required area of the Pivot Table

To Remove fields from a Pivot Table

Drag preferred field out of Pivot Table window until “ X ” appears below mouse

Repeat for each field




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3

1Creating Pivot Tables From Queries


Pivot Table Before Being Populated With Fields

Drop Areas:

Filter

ColumnRowDetail

Reference query for Pivot Table: qryCustOrderDetail



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Pivot Table After Being Populated With Fields




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5



Pivot Table With Two Row Fields (strCat and strProd)

Reference form for Pivot Table: frmPivotTable



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PIVOT TABLES TOOLS

Pivot Table Tools Design Tab



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USING THE PIVOT TABLE PROPERTIES BOX




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9

2 Modifying Pivot Table Detail Fields

CUSTOMIZING THE FUNCTIONALITY OF THE PIVOT TABLE DETAIL FIELD


A Pivot Table summarizes the underlying source data of that table or query. The

default function a Pivot Table uses is the Sum function. However, the user can

change the function or add additional functions to the Pivot Table. Built-in

functions include Sum, Average, Count, Max, Min, and Standard Deviation.

Functions for the Pivot Table are contained in the AutoCalc command on the

Designs Tab of the Pivot Table Tools.

Steps To Change/Add Functions Of A Pivot Table Field:

Click on the preferred Detail field (i.e. intQty)

Make sure Show Details command is clicked on

(AutoCalc button will not be available otherwise)

On the Design Tab, click AutoCalc command

In the AutoCalc list choose the preferred function

(i.e. Average)

Click on new field, make any changes to the field properties

Click on Hide Details command to view summary data only

View changes in Pivot Table



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2Modifying Pivot Table Detail Fields

CUSTOMIZING THE FUNCTIONALITY OF THE PIVOT TABLE DETAIL FIELD

Properties Box For NewAverage Field

Pivot Table With Sum and Average Summary Functions




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11


CHANGE THE R ELATIONSHIP OF THE PIVOT TABLE DETAIL FIELD

Reference form for Pivot Table: frmPTRelationships

By default, the values in the Details Field Area display as independent values.

That is, they are shown as their actual value from the source table or query. Ac-

cess Pivot Tables allow the user to change the way the data is displayed in relation-

ship to its row, its column, or the Grand Totals. The Show As command in the

Design Tab of the Pivot Table Tools is used to do this.

Steps To Change Relationship Of Values In The Details Field:

Click on the preferred Details field (i.e. intQty)

On the Design Tab, click Show As command

(Note: This command is at the far right of the tab)

Click on the appropriate option (see table below)

View the results in the Pivot Table

Show As Description

Normal Values in Detail Field Area display as their

actual individual summary value

Percent of Row Total Values in Detail Field Area display as a

percentage of their contribution to the entire

row of values

Percent of Column Total Values in Detail Field Area display as a

percentage of their contribution to the entire

column of values

Percent of Parent Row Item Values in Detail Field Area display as a

percentage of their contribution to the total of

that group in the row

Percent of Parent Column Item Values in Detail Field Area display as a

percentage of their contribution to the total of

that group in the column

Percent of Grand Total Values in Detail Field Area display as a

percentage of their contribution to the grand

total of the entire report



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Show As Command Menu in Design

Tab of Pivot Table Tools

Percent of Row Total Option





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13


Percent of Column Total Option





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Percent of Parent Row Total Option





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Percent of Grand Total Option







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17

Filter Pivot Table Data3

By default, when a field is placed into a row or column drop area, all items (values

in that field) in that field display. However, a user can decide to analyze data in

the Pivot Table for a selected group of items. This allows the user to view only pre-

ferred segments of the data.

In the Pivot Table, each Row or Column field has a filter list button that can be used

to show only the preferred items.

HIDING R OW/COLUMN FIELD ITEMS


Steps To Hiding Row/Column Field Items:

In the Pivot Table, open the filter list button for that column or row field Uncheck the All checkbox

Check the preferred items


To display items again…

Open the filter list button for that column or row field

Check the All checkbox


Save Pivot Table



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3Filter Pivot Table Data

HIDING R OW/COLUMN FIELD ITEMS

Before Hiding Items

After Hiding Items




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Filter Pivot Table Data

3

In a Pivot Table, a Filter Field filters the Pivot Table without changing the structure

and provides another level of analysis. Much like hiding/showing row or column

field items, the Filter Field has a filter list button from which the user can hide data

at a higher level than the data in the Pivot Table itself.

FILTERING WITH PAGE FILTER FIELDS


Steps To Filtering With Filter Fields:

Drag a field into the Drop Filter Fields Here area, if necessary

Open the filter list button for that filter field Uncheck the All checkbox

Check the preferred items


To display items again…

Open the filter list button for that filter field

Check the All checkbox


Save Pivot Table




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Filter Pivot Table Data

3



Before Hiding Filter Field Items



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3Filter Pivot Table Data


After Hiding Filter Field Items




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Charting Pivot Tables4

CREATING PIVOT CHARTS

Pivot Charts are created much like a Pivot Table. That is, as the fields are dragged

onto a chart layout it displays the data within those fields automatically, but in a

graphic chart view.

The Pivot Chart command is contained in the Forms Group of the Create Tab.

Steps To Create A Separate Pivot Table Object:

Select the preferred object (table or query) in the Navigation Pane

Click the Create Tab, and then click Pivot Chart command in the Forms Group

In the Pivot Chart design screen, drag fields to the preferred areas


To change the Chart Type, click the Chart Type command on the Design Tab

To further customize the chart, click the Property command on the Design Tab

Save Pivot Chart

Pivot Chart Field Areas Description

Category Designates fields for X-Axis Categories

Series Designates fields for Series

Data Designates fields for summarization. The defaultfunction is Sum but can be changed using the AutoCalc

command

Filter Designate fields to use for filtering data in the PivotChart

Reference query for Pivot Chart: qryCustOrderDetail



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4Charting Pivot Tables


Chart Type Dialog Box

Properties Dialog Box




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25


Pivot Chart Before Dragging Fields Into Drop Areas

Charting Pivot Tables

4Reference form for Pivot Table: frmPivotTable



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Pivot Chart After Dragging Fields Into Drop Areas

4Charting Pivot Tables

Note: The default chart type is a Column chart. The above chart was changed to a Linechart using the Chart Type command on the Design Tab of the Pivot Table Tools ribbon.

Access 07 Pivot Tables

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