How to Create a Pivot Table in Excel Online (2023)

Spreadsheets are great for cataloging large pools of data, but it takes a feature like pivot tables to really draw conclusions from the data. Excel Online makes it easy to create pivot tables that will help you summarize your data and give you more insight into what your raw numbers mean.

Here, we'll walk you through how to create a pivot table in Excel Online. You can use our demo sheet to practice: Open the sheet in Excel Online, and click Save to OneDrive to start working on your own copy. The examples in this tutorial come from that demo sheet, and you can use it to experiment further once you're ready.

What Is a Pivot Table?

When spreadsheets start expanding beyond a few rows and columns, it becomes difficult to keep track of the data. And when you lose track of the data, you lose track of the meaning behind it. That's where a pivot table comes in—it filters and summarizes your data based on criteria of your choosing.

Let's say you diligently log all your expenses across the whole year in a single spreadsheet. At the end of the year, when you sit down to review, you're going to have a tough time sorting through hundreds of entries. This is what is called a flat data—all you're seeing is a sea of rows and columns. To gain more insight and meaning from the data, you need to see it dynamically. For example, you might want to see how much money you spent on rent and utilities in the last quarter. Using a pivot table, you can do just that.

And that's just a simple example. A pivot table can be used to analyze an unlimited variety of data. That means that you won't have to create a new spreadsheet for each analysis—you can use the same data and manipulate it in the pivot table to get new insights each time.

How to Create a Pivot Table in Excel Online

Here's a quick overview of how to use pivot tables (we'll dive deeper in the next section).

Step 1: Open the Excel Online sheet and select all cells containing the data you want to look at. Step 2: Select Insert > PivotTable. Step 3: From the pop-up, select New Worksheet and click OK. Step 4: In the pivot table editor, drag the rows and columns that you want to summarize to the appropriate box. Step 5: In the Values section, select the fields that have the values you want to add or calculate. Step 6: If you only want to display values that meet certain criteria, use the Filters section.

The best way to learn complex tools is by using them. So load up the demo sheet, and follow along below.

Create the Pivot Table

The first thing we need to do is to turn the raw, flat data into a pivot table. Before starting, make sure that all the columns at the top of your sheet are properly named.

Then, select all cells that contain data, and from the toolbar, select Insert > PivotTable.

How to Create a Pivot Table in Excel Online (1)

A pivot table creation box will pop up. It will list the range of the table (the one that you've already determined by selecting the data) and give you the option of creating a pivot table in the same worksheet or a new one. To make things simpler, choose the New Worksheet option and click OK.

How to Create a Pivot Table in Excel Online (2)

(Video) Create PivotTable in Excel Online. Excel Magic Trick 1733.

This will create a new spreadsheet where you'll build your dynamic pivot table reports.

How to Build a Pivot Table Report

A pivot table starts out empty. All you'll see on the right edge of the sheet is the pivot table editor, where you'll find all the options for building your pivot table.

The editor is divided into two horizontal sections.

How to Create a Pivot Table in Excel Online (3)

The process of building a pivot table in Excel Online uses drag and drop functionality. You add a field to an area simply by dragging it there. Don't want a field in a box anymore? Drag it out, and it disappears. Beyond that, you'll learn how to use these tools as we go along.

To start, here's the analysis we're going to do as an example from the demo sheet:

For each of our clients, across different project types, how much did we bill in 2017?

In this case, we're looking for four things.

  • For each client

  • across all project types

  • total amount billed

  • in 2017

    (Video) Pivot Table Excel Tutorial

This analysis is built from four parts and it will cover all four sections in the pivot table fields: rows, columns, values, and filters.

  • The Rows and Columns will help you build the basic two-dimensional data from which you will calculate the third dimension of values. Here, our basic row and column data is Client Name and Project Type, respectively.

  • The Value, or the computation we want to get from the cells related to Client Name and Project Type, is total amount billed (the sum of the Amount Billed column).

  • The Filter option will help us filter only the data from the year 2017 and will hide everything else.

Now that we know what kind of report we're building, let's start the process by first adding the rows.

Add Rows

We'll start by adding the Client Name field to the Rows section. There are a few ways of doing this (e.g., click the checkmark next to the Client Name title from the sidebar, click the dropdown at the end of the Client Name section and select Add to Row Labels), but the best way to proceed is by using the drag-and-drop feature.

Click and hold on the Client Name field, drag it to the Rows section in the bottom half of the sidebar, and release it.

Instantly, you'll see the first column populate with all the names of your clients (free of duplicates). By default, this will be sorted in ascending order, but you can click on the dropdown next to the Row Labels cell to change the order.

How to Create a Pivot Table in Excel Online (4)

Add Columns

Next, we'll add the Project Type field as a column. Now that you know the drill, just drag the Project Types field to the Columns section in the bottom of the pivot table editor.

How to Create a Pivot Table in Excel Online (5)

Add Values

Now you have a two-dimensional table, and it's time to add values to that table.

Drag the Amount Billed option to the Values section. Instantly, you'll have usable information and data in the spreadsheet. You'll notice that a Grand Total section is created automatically (both for rows and columns), and you can already see the grand total for a particular project type and a client independently.

(Video) Excel - Create a Pivot Table Using Excel Online

How to Create a Pivot Table in Excel Online (6)

Add Filters

We still don't have our complete answer yet. We now need to filter the data to only show values from 2017.

To do this, drag the Year field to the Filters section. You'll see two new cells at the top of the sheet. The cell next to Year currently says All. Click on the dropdown next to the cell, uncheck the button next to 2018, and click OK.

How to Create a Pivot Table in Excel Online (7)

All the entries from the year 2018 will instantly disappear, and you'll have your answer to the original question: For each of our clients, across different project types, how much did we bill in 2017?

How to Create a Pivot Table in Excel Online (8)

Of course, filtering is not limited to just the year. You can filter based on any column from the original data set.

Diving Deeper

Now that we have all the important information in front of us, we can use the pivot table to answer any kind of question we have about the data. Let's dive a bit deeper to solidify our understanding of pivot tables in Excel Online using two more examples.

Which client did we bill the most in 2017?

As this is a simpler question, we'll need to first simplify our report. We only need the name of our clients as rows and the sum of the amount billed as values.

So start by removing the Project Type field from the Columns section: Drag it out of the section (alternatively, you can click on the field and select Remove Field).

How to Create a Pivot Table in Excel Online (9)

(Video) Create a Pivot Table from Multiple Sheets in Excel | Comprehensive Tutorial!

Now click the dropdown next to the Row Labels cell and select Sort By Value. In the pop-up, Sum of Amount Billed will already be selected. You can choose to sort by smallest to largest or vice versa, depending on your needs. Click OK.

How to Create a Pivot Table in Excel Online (10)

The pivot table now shows exactly how much each client was billed in the year 2017, in ascending order: With $1,700, Questindustries was the highest billed client in 2017.

How to Create a Pivot Table in Excel Online (11)

Let's answer one more question: Which project type had the highest hourly rate on average?

We can now shift from total amount analysis to the average hourly rate.

To do this, remove Client Name from the Rows section and replace it with Project Type. In the Values section, remove Amount Billed and drag in the Hourly Rate field instead.

Now, click on the Sum of Hours Spent button and select Value Field Settings. Here, switch from Sum to Average.

How to Create a Pivot Table in Excel Online (12)

Then go to the Row Labels dropdown, select Sort by Value, and switch to the Largest to Smallest option to see the highest hourly rate at the top of the list. You'll instantly see the average hourly rate across all project types in 2017. The highest hourly rate on average is $68 per hour for copyediting.

Now that you understand the basics of pivot tables in Excel, use our demo sheet to try some even more advanced analyses. Once you get familiar with all the parameters, you'll be able to use them to generate any report that you want. And if you run into problems, here's how to fix the most common errors in Excel.

(Video) Excel Pivot Tables EXPLAINED in 10 Minutes (Productivity tips included!)

FAQs

Can you create a pivot table in Excel Online select an answer? ›

Step 1: Open the Excel Online sheet and select all cells containing the data you want to look at. Step 2: Select Insert > PivotTable. Step 3: From the pop-up, select New Worksheet and click OK. Step 4: In the pivot table editor, drag the rows and columns that you want to summarize to the appropriate box.

How do I create a pivot table in Excel Online? ›

Insert a Pivot Table
  1. STEP 1: Click inside your dataset. ...
  2. STEP 2: Go to Insert > Pivot Table.
  3. STEP 3: Place the Pivot Table in a New or Existing Worksheet.
  4. STEP 4: Drag and Drop the fields. ...
  5. STEP 1: Change the information in your data set. ...
  6. STEP 2: Click in the Pivot table. ...
  7. STEP 3: Right click and select Refresh.

How do I create a PivotTable in SharePoint online? ›

Create a pivot table and pie chart from SharePoint list data
  1. Click anywhere in the table and then on 'Summarize with PivotTable' under the DESIGN tab in the Excel ribbon.
  2. Select what data you want to view in the Pivot table. ...
  3. Drag and drop the fields you want to work with to some of the four Pivot areas.

Do pivot charts work in Excel Online? ›

Online. I'll click on from onedrive. Select files select the folder. Click in the little marker next

Can you do pivot tables in Office 365? ›

Insert a PivotTable

Select a table or range of data in your sheet and select Insert > PivotTable to open the Insert PivotTable pane. You can either manually create your own PivotTable or choose a recommended PivotTable to be created for you.

How do I create a PivotTable in OneDrive? ›

Click Insert > PivotTable.
...
To reuse or share an existing connection, use a connection from Connections in this Workbook.
  1. In the list of connections, select the connection you want, and then click Open.
  2. Under Choose where you want the PivotTable report to be placed, pick a location. ...
  3. Click OK.

How do you create a pivot table in Excel app? ›

Pivot with a click

To create a PivotTable, select your data—it should be in a table with no blank rows or columns—and click Insert in the toolbar, then click Recommended PivotTables on the Insert tab that appears. Excel will automatically create a meaningful layout on a new sheet.

Can you PivotTable in Google Sheets? ›

You can add pivot tables based on suggestions in Google Sheets or create them manually. After you create a pivot table, you can add and move data, add a filter, drill down to see details about a calculation, group data, and more. Summarize thousands of rows of data, such as sales each year segmented by region.

What is the easiest way to add a PivotTable to your spreadsheet? ›

How to Create a Pivot Table in Excel? — The Easiest guide
  1. Step 1: Turn the Data Range into a Table.
  2. Step 2: Open the Create Pivot Table Wizard.
  3. Step 3: Select the Source Table or Range for the Pivot Table.
  4. Step 4: Set the Location of the Pivot Table.

How do I publish an Excel spreadsheet to SharePoint? ›

Publish the workbook
  1. Click the File tab, and then click Save & Send.
  2. Click Save to SharePoint. ...
  3. If you want to select individual worksheets or items to publish in the workbook, click the Publish Options button. ...
  4. Choose a location in which to publish your workbook.

How do I create a report from a SharePoint list? ›

Create a report or a scorecard (SharePoint Server)
  1. Determine what information you want to show in the report or scorecard.
  2. Identify the data sources that you want to use. ...
  3. Choose the report creation tool that you want to use. ...
  4. Create the report, and save it to a site such as a Business Intelligence Center site.

How do I visualize a SharePoint list? ›

Visualize in Power BI

In a SharePoint list or library, select Integrate > Power BI > Visualize the list or visualize the library.

What is the difference between PivotTable and Pivot Chart? ›

You can use a PivotTable to summarize, analyze, explore, and present summary data. PivotCharts complement PivotTables by adding visualizations to the summary data in a PivotTable, and allow you to easily see comparisons, patterns, and trends.

How do I create a pivot table in Excel from a PDF? ›

1. click on a cell in your table of data, 2. Choose “PivotTable” from the Insert tab on the ribbon (see figure 2). Excel will give you a dialogue box (see figure 3) asking you to define your source data and where you want the pivot table to appear in your workbook.

How do you create a PivotTable for dummies? ›

How to Create a Pivot Table
  1. Enter your data into a range of rows and columns.
  2. Sort your data by a specific attribute.
  3. Highlight your cells to create your pivot table.
  4. Drag and drop a field into the "Row Labels" area.
  5. Drag and drop a field into the "Values" area.
  6. Fine-tune your calculations.
31 Dec 2021

How do I add data to a pivot table? ›

Click the tab that contains your data (e.g., Sheet 2) at the bottom of the Excel window. Add or change your data. Enter the data that you want to add to your pivot table directly next to or below the current data.

What is the difference between a table and a pivot table in Excel take an example and explain it? ›

Some of the key difference are: Straight tables allow interactive sorting, sorting is fixed by the sort order property in pivot tables. Pivot tables allow you to have dimensions displayed on both rows and columns.

How many types of pivot tables are there? ›

Pivot Tables have three different layouts that you can choose from: Compact, Outline, and Tabular Form.

Why can I not insert a pivot table in Excel? ›

The pivot table error, "field name is not valid", usually appears because one or more of the heading cells in the source data is blank. To create a pivot table, you need a heading value for each column.

How do you insert a table in Excel Online? ›

To add a blank table, select the cells you want included in the table and click Insert > Table.
...
Try it!
  1. Select a cell within your data.
  2. Select Home > Format as Table.
  3. Choose a style for your table.
  4. In the Create Table dialog box, set your cell range.
  5. Mark if your table has headers.
  6. Select OK.

How do I select data for a pivot table? ›

Select data in a PivotTable
  1. To select cells, use the regular Microsoft Office Excel mouse pointer. .
  2. To select data regions, position the mouse pointer at the top or left sides of fields and labels so that the mouse pointer changes to a down arrow. or a right arrow. .

Can I use pivot table in Mobile? ›

You cannot create a new pivot table from an Android device. You can interact with existing pivot tables only.

Can I do pivot tables in Excel for iPad? ›

You can not create a new Pivot Table in ipad. You can only work on the existing Pivot Table in a file. However, you can expand, collapse, filter, or refresh pivot tables.

Can you get the full version of Excel on iPad? ›

Please be informed that there is no full desktop version of Excel app for iPad device. The Excel app for iPad doesn't support Macro. You may refer to the following Microsoft article on comparing Excel features on different platforms for more information.

Does Google Sheets have tables like Excel? ›

All you have to do is select the data that belong in your table, and then click “CTRL + T” (Windows) or “Apple + T” (Mac). Alternatively, there's a Format as Table button in the standard toolbar. Unfortunately, Sheets doesn't have a “one stop shop” for Tables.

How do I create a pivot table in Google Sheets 2022? ›

How to Insert Pivot Tables in Google Sheets
  1. Step 1: Select all the cells in the given spreadsheet. ...
  2. Step 2: From the Insert menu, select Pivot Table.
  3. Step 3: You will be asked if you want to insert your Pivot Table in a new sheet or into your existing sheet. ...
  4. Step 4: Click on the Create button.
17 Mar 2022

Do pivot tables update automatically Google Sheets? ›

Generally, you don't need to manually refresh pivot tables in Google Sheets since they automatically update when you change the information on the sheets with your original data sets. However, there are instances where you might need to manually refresh your pivot tables if the data doesn't automatically update.

What is required when creating a pivot table? ›

To create a Pivot Table, individual date records should be arranged in rows, and each column should have a header in the top row. There can be no blank rows, but blank cells are acceptable.

What are the 4 pivot table fields? ›

At the bottom of the PivotTable Field List pane are the four areas of the pivot table: Report Filter, Column Labels, Row Labels, and Values. If you used a Recommended PivotTable layout, you will see the fields from that layout in those areas.

What is shortcut key of pivot table? ›

To insert a new pivot table, simply select any cell in your data set and press the shortcut keys ALT + N + V. This will open the Insert PivotTable dialog box, where you can choose where to place the new pivot table.

What is the difference between OneDrive and SharePoint? ›

OneDrive provides a consistent, intuitive files experience across all your devices, including web, mobile, and the desktop of your Windows PC or Mac. Behind the scenes, SharePoint in Microsoft 365 provides the content services for all files in Microsoft 365, including files you work with in Teams, Yammer, and Outlook.

What is Excel SharePoint? ›

Excel Services is a shared service that you can use to publish Excel workbooks on SharePoint Server 2013. The published workbooks can be managed and secured according to your organizational needs and shared among SharePoint Server 2013 users, who can render the workbooks in a browser.

Can you publish an Excel File online? ›

Go to File. Click Publish to the Web. Start posting.

What is the difference between SharePoint online list and SharePoint list? ›

The difference between Sharepoint List and Online List is that the online list connector can only be used to connect to Sharepoint Online, but Sharepoint List can be used in both Sharepoint Online and on-premise Sharepoint. But, in case, you want to import binary and flat file(s) (such as Excel, txt, csv etc. )

How do I create a report from an Excel SharePoint list? ›

Export the external list to Excel
  1. Navigate to the SharePoint site that contains the list.
  2. On the Quick Launch, select the name of the SharePoint list, or select Settings. ...
  3. Select List, and then select Export to Excel. ...
  4. If you are prompted to confirm the operation, select OK.
  5. In the File Download dialog box, select Open.

How do you create a dataset in a SharePoint list? ›

Create Dataset from Microsoft SharePoint Lists
  1. Create New Dataset. Access New > Datasets > Create New. Enter the basics: ...
  2. Define Data Collection Details. Select the SharePoint Data Source. ...
  3. [Optionally] Edit Column Names. You can rename columns to have same names as in SharePoint.
21 Feb 2022

Can you direct query a SharePoint list? ›

To set up direct query for SharePoint lists and libraries and to embed the report in SharePoint Onlie you will need the following: AxioWorks SQList to synch your SharePoint lists to normalised SQL Azure tables. Download a trial here. A SQL Azure database.

How do I create a dashboard from a SharePoint list? ›

How to create a Dashboard in SharePoint
  1. Decide What Data To Report.
  2. Develop Your Dashboard in Excel.
  3. Insert Your Dashboard in MS Excel into a SharePoint Page.
  4. Out of Box Customization.
  5. Power BI.
  6. Google Chart Web Part.
20 Jul 2021

What are lists on SharePoint? ›

A list is a collection of data that you can share with your team members and people who you've provided access to. You'll find a number of ready-to-use list templates to provide a good starting point for organizing list items. Learn more at List templates in Microsoft 365.

When would you use a PivotTable? ›

A Pivot Table is used to summarise, sort, reorganise, group, count, total or average data stored in a table. It allows us to transform columns into rows and rows into columns.

What is slicer in Excel? ›

Slicers provide buttons that you can click to filter tables, or PivotTables. In addition to quick filtering, slicers also indicate the current filtering state, which makes it easy to understand what exactly is currently displayed.

What is PivotTable in Excel with example? ›

A pivot table is a statistics tool that summarizes and reorganizes selected columns and rows of data in a spreadsheet or database table to obtain a desired report. The tool does not actually change the spreadsheet or database itself, it simply “pivots” or turns the data to view it from different perspectives.

How do I create a pivot table in Excel with multiple columns? ›

To have multiple columns: Click in one of the cells of your pivot table. Click your right mouse button and select Pivot table Options in the context menu, this will open a form with tabs. Click on the tab Display and tag the check box Classic Pivot table layout.

How do you use data in a pivot table formula? ›

Click the PivotTable. On the Options tab, in the Tools group, click OLAP tools, and then click Convert to Formulas. If there are no report filters, then the conversion operation completes. If there are one or more report filters, then the Convert to Formulas dialog box is displayed.

Are Excel pivot tables hard to learn? ›

Learning how to create pivot tables can be tricky but will vastly improve your data analysis skills and help you interpret external data easily and quickly. Learning how to analyze a data set with this online course on pivot tables is one of the most important tools you can learn in Microsoft Excel.

How do I create a pivot table in Excel 2022? ›

Click any cell in your source range of cells or table. On the Insert tab, click Recommended PivotTables. Microsoft Excel will immediately display a few layouts, based on your data. In the Recommended PivotTables dialog box, click a layout to see its preview.

How do I learn VLOOKUP in Excel? ›

  1. In the Formula Bar, type =VLOOKUP().
  2. In the parentheses, enter your lookup value, followed by a comma. ...
  3. Enter your table array or lookup table, the range of data you want to search, and a comma: (H2,B3:F25,
  4. Enter column index number. ...
  5. Enter the range lookup value, either TRUE or FALSE.

How do you group data in Excel Online? ›

On the Data tab, in the Outline group, click Group. Then in the Group dialog box, click Rows, and then click OK.
...
For each inner, nested group, select the detail rows adjacent to the row that contains the summary row.
  1. You can create multiple groups at each inner level. ...
  2. This section is selected and ready to group.

How do you create a pivot table in Excel app? ›

Pivot with a click

To create a PivotTable, select your data—it should be in a table with no blank rows or columns—and click Insert in the toolbar, then click Recommended PivotTables on the Insert tab that appears. Excel will automatically create a meaningful layout on a new sheet.

Can you PivotTable in Google Sheets? ›

You can add pivot tables based on suggestions in Google Sheets or create them manually. After you create a pivot table, you can add and move data, add a filter, drill down to see details about a calculation, group data, and more. Summarize thousands of rows of data, such as sales each year segmented by region.

How do you make an Excel file available to use in both Excel Online and Excel desktop? ›

Creating a Blank Workbook in Excel Online

Once in Excel Online, open a new blank workbook by clicking on the icon. With the blank workbook open, select “Save As” and name your file. This will save your file to OneDrive, where you can access it from any device that has Excel Online or Excel Desktop.

Why can't I group data in pivot table? ›

This was most likely a data entry error. Pivot tables won't allow you to group dates if there are any invalid dates within the data source. Blank cells are also considered to be invalid dates, so you must make sure that there are no blanks.

How do I group dates in a pivot table online? ›

To do this:
  1. Select any cell in the Date column in the Pivot Table.
  2. Go to Pivot Table Tools –> Analyze –> Group –> Group Selection.
  3. In the Grouping dialogue box, select Quarters as well as Years. You can select more than one option by simply clicking on it.
  4. Click OK.

Why can't i group by month in pivot table? ›

If even one of the cells contains invalid data, the grouping feature will not be enabled. Pivot Table won't allow you to group dates and you will get a cannot group that selection error.

Can I use pivot table in Mobile? ›

You cannot create a new pivot table from an Android device. You can interact with existing pivot tables only.

How do I create a pivot table in Excel from a PDF? ›

1. click on a cell in your table of data, 2. Choose “PivotTable” from the Insert tab on the ribbon (see figure 2). Excel will give you a dialogue box (see figure 3) asking you to define your source data and where you want the pivot table to appear in your workbook.

How do you create a pivot table for dummies? ›

How to Create a Pivot Table
  1. Enter your data into a range of rows and columns.
  2. Sort your data by a specific attribute.
  3. Highlight your cells to create your pivot table.
  4. Drag and drop a field into the "Row Labels" area.
  5. Drag and drop a field into the "Values" area.
  6. Fine-tune your calculations.
31 Dec 2021

Does Google Sheets have tables like Excel? ›

All you have to do is select the data that belong in your table, and then click “CTRL + T” (Windows) or “Apple + T” (Mac). Alternatively, there's a Format as Table button in the standard toolbar. Unfortunately, Sheets doesn't have a “one stop shop” for Tables.

How do I create a pivot table in Google Sheets 2022? ›

How to Insert Pivot Tables in Google Sheets
  1. Step 1: Select all the cells in the given spreadsheet. ...
  2. Step 2: From the Insert menu, select Pivot Table.
  3. Step 3: You will be asked if you want to insert your Pivot Table in a new sheet or into your existing sheet. ...
  4. Step 4: Click on the Create button.
17 Mar 2022

Do pivot tables update automatically Google Sheets? ›

Generally, you don't need to manually refresh pivot tables in Google Sheets since they automatically update when you change the information on the sheets with your original data sets. However, there are instances where you might need to manually refresh your pivot tables if the data doesn't automatically update.

What are the limitations of Excel online? ›

Excel Online doesn't offer the following features from the Data menu: Data import from external sources, such as databases or text files. Advanced filtering options. Several features in the Data Tools group, including flash fill, relationships, text to columns, and consolidate.

What is the difference between Excel Online and Excel desktop? ›

Excel Online is FREE while it's traditional version costs $129 for you to install it to your workstation. Excel Online is basically Microsoft's answer to Google Sheets. So if you're familiar with how Google Sheets works, that's basically what Excel Online is: a free web-based platform.

What Excel features are not supported in browser? ›

Objects such as comments, shapes, or ink can be used in Excel for the web. However, some older (legacy) shapes cannot be displayed in the browser and are not available to view or edit in Excel for the web.

Videos

1. Master Excel Pivot Tables, Excel Slicers and Interactive Excel Dashboards - FULL COURSE!
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4. Advanced Excel - Creating Pivot Tables in Excel
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