Master Excel Pivot Table Charts for data visualization. Learn to select data, customize charts, and communicate insights effectively.
by Mihir Kamdar / Last Updated:
This comprehensive guide on mastering pivot table filter and sorting in Microsoft Excel. By the end of this article, you’ll be able to:
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In today’s data-driven world, effectively visualizing and communicating insights is crucial for professionals across industries. Pivot table charts in Microsoft Excel provide a powerful tool for transforming raw data into visually compelling and easy-to-understand representations. By mastering the art of creating these pivot charts and table charts, you can unlock the full potential of your data, identify key trends and patterns, and make informed decisions that drive business success.
Pivot Table Charts offer a dynamic way to visualize your data, transforming complex datasets into clear, comprehensible graphs highlighting key trends and insights. By understanding how to leverage these charts, you can instantly see patterns, compare figures, and confidently make data-driven decisions.
Before diving into the creation process, let’s first understand what change pivot chart types of table charts are and how they differ from regular charts in Excel. A pivot chart or table chart is a visual representation of the data in a pivot table, allowing you to quickly identify patterns, trends, and outliers. Unlike regular charts, which are based on a static range of data, pivot-table charts are dynamic and automatically updated when the underlying pivot table data changes.
Pivot table charts play a crucial role in data analysis by:
1. Facilitating data exploration: Visualizing your data through a pivot table chart makes it easier to identify patterns, trends, and outliers that may not be immediately apparent in a table format.
2. Enhancing data communication: Charts provide a universal language for conveying complex information concisely and easily digestibly. Pivot table charts enable you to effectively communicate your findings to stakeholders, regardless of their technical background.
3. Supporting data-driven decision-making: Pivot table charts visualize key metrics and performance indicators, helping you make informed decisions based on accurate and up-to-date data.
Now that we understand the significance of pivot table charts, let’s explore the step-by-step process of creating one from scratch.
Creating a Pivot-Table chart is a powerful way to visually represent your data, allowing you to transform complex datasets into intuitive and interactive graphical displays. This process not only simplifies data analysis but also highlights key insights and trends, making it an essential skill for anyone looking to present data compellingly and understandably.
With your data selected, follow these steps to insert source data into a pivot table:
1. Go to the “Insert” tab on the Excel ribbon.
2. Click on the “PivotTable” button in the “Tables” group.
3. In the “Create PivotTable” dialog box, verify that the selected data range is correct and choose whether to place the pivot table in a new worksheet or an existing one.
4. Click “OK” to insert the pivot table.
5. Drag Region in Rows area and Total Revenue in Values area.
Excel will create a blank pivot table object in the specified location, ready for you to add fields and create your chart.
To access the various options for customizing your pivot axis table chart, you’ll need to navigate to the “Design” tab under “PivotTable Tools”:
1. Click on any cell within your newly created pivot table.
2. The “PivotTable Tools” tab will appear on the Excel ribbon, with the “Design” tab selected by default.
3. Explore the options available in the “Design” tab, such as choosing a pivot table style, updating the data source, or adding grand totals.
Once you’ve created your pivot table, it’s time to transform it into a chart:
1. Select any cell within your pivot table.
2. Go to the “Insert” tab on the Excel ribbon.
3. Choose the desired chart type from the “Charts” group (e.g., column, bar, line, or pie).
4. Excel will insert a pivot table chart based on your pivot table data.
Customizing Pivot Table charts opens the door to a more tailored data visualization experience, enabling you to adjust every aspect of your charts to reflect the story behind your data better. From selecting the right chart type to tweaking colors, labels, and axes, this process empowers you to create visually appealing and meaningful representations that capture the attention of your audience and convey your insights with precision.
To further customize your chart, select it and navigate to the “Design” tab under “Chart Tools.” Here, you can add various chart formatting elements:
1. Click the “Add Chart Element” dropdown in the “Chart Layouts” group.
2. Choose the elements you want to include, such as axis titles, chart titles and gridlines.
If you want to change the chart type after creating your pivot table, click change chart type below:
1. Select your chart.
2. Go to the “Design” tab under “Chart Tools.”
3. Click on the “Change Chart Type” button in the “Type” group.
4. In the “Change Chart Type” dialog box, select the desired chart type and subtype.
5. Click “OK” to apply the changes.
Consider the nature of your data and the insights you want to convey when choosing a chart type. For example, column charts are ideal for comparing categories, for example while line charts are best for showing trends over various periods.
To further customize the appearance of your pivot table chart:
1. Select your chart.
2. Go to the “Design” tab under “Chart Tools.”
3. Explore the options in the “Chart Layouts” group to adjust the position of chart elements like the title, legend, and data labels.
4. Use the “Chart Styles” group to apply predefined color and style templates to your chart.
5. For more granular control, use the “Format” tab under “Chart Tools” to modify individual chart elements, such as the axes, gridlines, or data series.
By customizing the layout and style of your pivot table chart, you can create a visually appealing and professional-looking visualization that effectively communicates your data story.
Analyzing data with Pivot Table charts transforms raw numbers into clear, visual insights, making it easier to spot trends, patterns, and anomalies. This approach leverages the dynamic capabilities of Pivot Tables to summarize and explore data, coupled with the visual impact of charts to communicate complex information simply.
One of the primary benefits of using pivot table charts is the ability to quickly identify patterns, trends, and outliers in and analyze your data. Here are some key elements to look for:
1. High and low values: Identify the categories or data points with the highest and lowest values to spot top performers or areas for improvement.
2. Trends over time: Look for consistent increases, decreases, or cyclical patterns in your data to understand how your metrics change over time.
3. Category comparisons: Compare the performance of different categories, such as products, regions, or customer segments, to identify strengths and weaknesses.
To focus on specific data subsets, use the filters and slicers available in your pivot table. Simply click on the filter dropdowns or slicer buttons to select the filter and desired categories or values.
As you explore your pivot table chart, ask questions and look for meaningful insights to drive action and decision-making. Consider the following:
1. What are the key takeaways from the data visualization?
2. Are there any surprising or unexpected findings that warrant further investigation?
3. How can the insights from the chart inform business strategy or operational improvements?
When presenting your findings to stakeholders, use clear and concise language to highlight the most important insights and recommendations. Use your pivot table chart as a visual aid to support your narrative and make your case more compelling.
Advanced Pivot Table Chart Techniques delve into the sophisticated aspects of data visualization, enabling users to leverage enhanced functionalities for more nuanced analysis and presentation.
To create a comprehensive and interactive dashboard, you can link multiple pivot table charts together using slicers:
1. Click on the PivotTable and go to Insert.
2. Go to slicer → Order Priority → Press OK.
Now, when you interact the excel pivot, with the slicer or timeline, all connected pivot table charts will update simultaneously, allowing you to explore and analyze your data from different angles and gain a holistic view of your business performance.
Pivot table charts find applications across diverse industries and business functions. Here are a few examples:
Visualizing sales performance by region, product category, or segment.
Analyzing the effectiveness of marketing campaigns and promotional activities.
Identifying cross-selling and upselling opportunities based on customer purchasing patterns.
Charting financial KPIs, such as revenue growth, profitability, and cash flow.
Comparing actual performance against budgeted targets and forecasts.
Visualizing investment portfolio performance and risk exposure.
Analyzing employee demographics, such as age, gender, and tenure.
Visualizing performance metrics, like productivity, absenteeism, and turnover rates.
Identifying skill gaps and training needs based on employee assessments and feedback.
To make the most of pivot table charts in your organization, consider the following tips and best practices:
1. Start with a clear purpose: Define the key questions you want to answer or the insights you want to gain before creating your pivot table chart.
2. Keep it simple: Avoid cluttering your charts with too much information. Focus on the most important metrics and use clear, concise labels and legends.
3. Choose the right chart type: Match the chart type to the nature of your data and the message you want to convey. Use column charts for comparisons, line charts for trends, and pie charts for proportions.
4. Use color strategically: Employ color to highlight key data points or differentiate between categories. Be mindful of color-blind users and ensure sufficient contrast between colors.
5. Provide context: Include relevant benchmarks, targets, or industry averages to help stakeholders interpret the data and understand its significance.
6. Test and iterate: Share your pivot table charts with colleagues and gather feedback. Refine your visualizations based on their input and the insights you gain along the way.
By following these best practices and continuously learning from your experiences, you can create more pivot charts and table charts that drive meaningful conversations, inform decision-making, and accelerate your organization’s success.
To create a chart in a PivotTable:
1. Select any cell within your PivotTable.
2. Go to the “PivotTable Analyze” tab in the Excel ribbon.
3. Click on the “PivotChart” button in the “Tools” group.
4. Choose the desired chart type from the dropdown menu.
5. Excel will create a chart based on your PivotTable data.
To customize a pivot chart:
1. Select the chart.
2. Go to the “Design” and “Format” tabs under “Chart Tools” in the Excel ribbon.
3. Use the various options to customize chart elements, such as titles, axes, labels, colors, and styles.
4. Adjust the chart layout and style to suit your preferences and effectively communicate your data story.
The best chart type for a pivot chart depends on the nature of your data and the insights you want to convey. Some common chart types and their use cases include:
A PivotTable is a tool for summarizing, analyzing, and reorganizing data in a tabular format. It allows you to quickly aggregate and slice data based on different dimensions and measures.
A chart, on the other hand, is a visual representation of data using elements like bars, lines, or points. Charts help you identify patterns, trends, and outliers that may not be immediately apparent in a table.
Pivot charts combine the functionality of PivotTables with the visual power of charts, enabling you to create dynamic and interactive visualizations based on your PivotTable data.
You should use a pivot chart when you want to:
The main advantages of using a pivot chart are:
Some potential disadvantages of pivot charts include:
To use pivot tables and charts in Excel:
1. Ensure your data is organized in a tabular format with headers.
2. Select your data range and go to the “Insert” tab in the Excel ribbon.
3. Click on the “PivotTable” button to create a new PivotTable.
4. Choose the location for your PivotTable and click “OK.”
5. In the PivotTable Fields pane, drag and drop fields into the Rows, Columns, Values, and Filters areas to build your PivotTable.
6. Select any cell within the PivotTable and go to the “PivotTable Analyze” tab.
7. Click on the “PivotChart” button to create a chart based on your PivotTable data.
8. Customize your pivot chart using the “Design” and “Format” tabs under “Chart Tools.”
By mastering pivot tables and charts in Excel, you can quickly analyze and visualize your data, uncover valuable insights, and make data-driven decisions with confidence.
In this comprehensive guide, we’ve explored the powerful world of pivot table charts in Microsoft Excel. Mastering these techniques can transform raw data into visually compelling and insightful stories that drive decision-making and accelerate your organization’s success.
You’ve learned how to:
By internalizing these lessons and applying them to your own data analysis projects, you’ll be well-equipped to harness the power of pivot table charts and drive meaningful change in your organization.
