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Copyright © 2008 Pearson Prentice Hall. All rights reserved. 11Committed to Shaping the Next Generation of IT
Experts.
Chapter 5
PivotTables and Charts Robert Grauer, Keith Mulbery, Maurie Wigman Lockley
Exploring Microsoft Office Access 2007
Copyright © 2008 Pearson Prentice Hall. All rights reserved. 22
Objectives
Understand PivotTables and eggs Create and edit pivot views Add fields to Pivot view Calculate aggregate statistics Add and remove pivot fields
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Objectives
Understand how to use graphics effectively Design and understand chart types and
elements Edit a PivotChart Customize PivotTable and PivotCharts Create calculations in a PivotTable
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PivotTables
Interactive table that shows how information fits together
Helps organize and compare data Allows view of patterns, trends, and relationships
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Create a PivotTable
Assemble source data in a single object May be based off a table, query or form
Drag fields to appropriate area of design grid Fields are selected and dragged from the Pivot
Table Field List Calculate necessary statistics
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Terminology - Column Field
Source data field that is assigned to a column
Column Field
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Terminology - Row Field
Source data field that is assigned to a row
Row Field
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Terminology Page Field (Filter Field)
Allows display of data for single or multiple items
Before page field filter applied
After page field filter applied
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Terminology - Item
Represents a member of a field
All is an item
Northwind Traders Chai is an item
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Terminology - Data Field
Provides data values to be summarized Usually will contain numbers
Amount is a data field
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Terminology - Drop Zones
Areas that accept dropped data from the field list
Row drop area
Details/Totals drop area
Filter drop area
Column drop area
Field list
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Add Fields to Pivot View
Drag and Drop Add to button
Drag and drop a field
Click Add to after selecting the appropriate field and choosing the correct area
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Remove Fields from a PivotTable
Click Remove Field from Active Field group Right click the field; select Remove
Choose Remove from shortcut menu
Remove field in Active Field group
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Create Summary Statistics
Click AutoCalc in the tools group Right click, choose Autocalc
Choose AutoCalc and the appropriate aggregate function from the shortcut menu
Click the AutoCalc button and the appropriate aggregate function from the Tools group
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PivotCharts
Allow a visual representation of data
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Create a Pivot Chart
All PivotTables create PivotCharts Plan your design before you create Determine data to be used in the chart
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Discrete and Continuous Data
Two types of chart data Discrete data
Cannot be broken into smaller increments Continuous data
Can be broken into smaller segments
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Chart Types – Column Chart
Column Charts generalize across all data types and most applications
The default chart type in Access
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Chart Types – Bar Chart
Differs from a column chart only in orientation
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Chart Types – Line Chart
Describes continuously distributed data Should only be used for continuous data
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Chart Types – Pie and Donut
Describe parts in relation to a whole
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Chart Elements
Many chart elements derive their names from the data used to create them.
Other chart elements are standard
Axis Title
Axis Title
Legend
Plot Area
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Methods of Chart Creation
Right Click PivotTable or Query tab Select PivotChart View
From the Views Group, click Views Choose PivotChart View
From the Create Tab, Forms Group Choose PivotChart View
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PivotChart Design Grid
Drop Fields are similar to those found in the PivotTable design grid
Drop data field
Drop category field
Drop series field
Drop filter field
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Add Fields to Blank Pivot Chart Design Grid
Drag and Drop Add to button
Drag and drop a field
Click Add to after selecting the appropriate field
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Filter Field
Click arrow beside the field name Choose the item(s) to represent in the chart Underlying PivotChart and PivotTable
change to reflect choices
Click arrow to filter
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Edit A Pivot Chart Element
Click an individual element or series
Click Property Sheet in the Tools group
OR Right Click element(s),
Choose Property Sheet Property sheet tabs vary
according to element(s) selected
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Edit A Pivot Chart- Border and Fill Tab
Controls the border or line around an object Allows you to define an objects color and pattern
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Remove Fields from a PivotChart
Click Remove Field from Active Field group Drag Field off the design grid
Cursor will be represented by a red “X”
Remove field in Active Field group
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Creating Calculated Fields in a PivotTable
Calculated Detail Field Calculates all detail fields
Calculated Totals Fields Customizes aggregate data
Click Formulas in the Tools Group
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Creating Calculated Fields in a PivotTable (Continued)
Field names are surrounded in brackets Click change to see calculations in table
Field names enclosed in brackets
Change button
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Formatting Calculated Fields
Use the Format Tab on the Properties Sheet You can change
text properties column width background color and more
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Change the Caption
Use the Captions tab in the Properties box Allows selecting and changing of
captions/properties for calculated fields Also allows you to change the caption for the Report
Title bar
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