Pinterest Pixel

Prepare Data for Excel Pivot Tables

Bryan
Before you work with the Excel Pivot Tables, you will need to arrange your dataset first in the right format and prepare data for Pivot Tables.
There are a couple of principles that I will demonstrate to you here:

  • Tabular Format – your data is organized as a list with labeled columns
  • No Gaps – no blank columns and no blank rows
  • Tables – use this for structured referencing, Excel automatically updates as more rows and columns are added

Then you will be able to harness the full power of Pivot Tables!

Exercise Workbook:

Download excel workbookPreparing-Your-Data-for-Pivot-Tables.xlsx


Let us go over the principles one by one! Here is our data set:

Prepare Data for Excel Pivot Tables

You can see that it has a couple of issues. There are 2 columns without label headers:

Prepare Data for Excel Pivot Tables

Then we also have 1 blank column and 2 blank rows. Let us get this data cleaned up!

Prepare Data for Excel Pivot Tables

STEP 1: Let me quickly demonstrate to you first that we cannot use this set of data to create a Pivot Table.

Select the entire table of data and Go to Insert > Tables > PivotTable

Prepare Data for Excel Pivot Tables

STEP 2: Click OK

Prepare Data for Excel Pivot Tables

We get this error message because our data is not Pivot Table ready. Let us fix that!

Prepare Data for Excel Pivot Tables

 

Tabular Format

STEP 3: Let us follow the Tabular Format principle. For the blank column headers, add SALES YEAR and SALES QTR:

Prepare Data for Excel Pivot Tables

 

No Gaps

STEP 4: Now for the No Gaps principle, delete the blank column D and delete the blank rows 4 and 8.

Prepare Data for Excel Pivot Tables

Our data is now looking good!

Prepare Data for Excel Pivot Tables

 

Tables

STEP 5: Go to Insert > Tables > Table to convert this into an Excel Table

Prepare Data for Excel Pivot Tables

STEP 6: Click OK

Prepare Data for Excel Pivot Tables

We have our Excel Table ready! You get a lot more feature here like sorting, filtering, Table Styles to name a few.

Prepare Data for Excel Pivot Tables

Now that you have prepared for data, let’s try and create a Pivot Table again!

 

STEP 7: Go to Insert > Tables > PivotTable

Prepare Data for Excel Pivot Tables

STEP 8: Click OK to insert the Pivot Table into a new worksheet.

Prepare Data for Excel Pivot Tables

And we are all set!

Prepare Data for Excel Pivot Tables

 

If you like this Excel tip, please share it



Prepare Data for Excel Pivot Tables | MyExcelOnline


Bryan

Bryan Hong is an IT Software Developer for more than 10 years and has the following certifications: Microsoft Certified Professional Developer (MCPD): Web Developer, Microsoft Certified Technology Specialist (MCTS): Windows Applications, Microsoft Certified Systems Engineer (MCSE) and Microsoft Certified Systems Administrator (MCSA).

He is also an Amazon #1 bestselling author of 4 Microsoft Excel books and a teacher of Microsoft Excel & Office at the MyExecelOnline Academy Online Course.

See also  Highlight Cell Rules based on text labels

Star 30 Days - Full Access Star

One Dollar Trial

$1 Trial for 30 days!

Access for $1

Cancel Anytime

One Dollar Trial
  • Get FULL ACCESS to all our Excel & Office courses, bonuses, and support for just USD $1 today! Enjoy 30 days of learning and expert help.
  • You can CANCEL ANYTIME — no strings attached! Even if it’s on day 29, you won’t be charged again.
  • You'll get to keep all our downloadable Excel E-Books, Workbooks, Templates, and Cheat Sheets - yours to enjoy FOREVER!
  • Practice Workbooks
  • Certificates of Completion
  • 5 Amazing Bonuses
Satisfaction Guaranteed
Accepted paymend methods
Secure checkout

Get Video Training

Advance your Microsoft Excel & Office Skills with the MyExcelOnline Academy!

Dramatically Reduce Repetition, Stress, and Overtime!
Exponentially Increase Your Chances of a Promotion, Pay Raise or New Job!

Learn in as little as 5 minutes a day or on your schedule.

Learn More!

Share to...