Why Are Pivot Tables Useful? Supercharge Your Data Analysis

Have you ever found yourself drowning in a sea of data, struggling to make sense of it all? Whether you’re a student, a professional, or just someone trying to keep track of their personal finances, dealing with large amounts of data can be overwhelming.

That’s where pivot tables come in. Invented by Lotus Software in 1987 and popularized by Microsoft Excel, a pivot table is an interactive table that allows you to summarize, analyze, and present your data easily.

In this article, we’ll explore why pivot tables are so useful and how you can start using them to take your data analysis to the next level.

So buckle up and get ready to dive into the world of pivot tables!

Unpacking The Key Features Of Pivot Tables


One of the main reasons why pivot tables are such a powerful tool is their interactivity.

With pivot tables, you can dynamically manipulate your data. Sorting, filtering, and pivoting fields to analyze your data from different angles.

Want to see sales figures for a specific product? Or perhaps you need to filter out a particular region? With pivot tables, all of this is possible with just a few clicks.

For example, you can use a PivotTable to find out the total sales by region, by salesperson, or by SKU. This allows managers to identify the best-performing segments and make informed business decisions quickly.

Data Summarization

Pivot tables also excel in data summarization. They can quickly provide aggregate measures like sum, average, count, maximum, and minimum from large datasets.

Consider this: you have sales data for thousands of products across multiple regions for a year. If you want to know the total sales for a specific product across all regions, a pivot table can give you the answer in seconds.

This ability to condense vast amounts of data into digestible insights is what makes pivot tables an essential tool in data analysis.

Data to pivot table

Multi-Dimensional Analysis

The utility of pivot tables extends to multi-dimensional analysis. They enable you to explore your data across multiple variables or dimensions.

If you have sales data for different products, across various regions, over several quarters, a pivot table can help you dissect this data effortlessly.

With a few adjustments, you can view your data from a different dimension. This makes pivot tables a really powerful tool for multi-dimensional data analysis.

The Advantages Of Using Pivot Tables


Time is of the essence in data analysis. I’m sure most readers of Excel Me are always under the pump!

Pivot tables help you save a significant amount of it. Instead of spending hours manually analyzing data, you can generate insights within minutes.

They automate repetitive tasks, allowing you to focus on interpreting the results and making data-driven decisions. In short, pivot tables boost your efficiency and productivity.


Another important advantage of pivot tables is their ability to improve accuracy.

Unfortunately, use humans are prone to errors when performing manual calculations. But, pivot tables reduce this risk by automatically computing aggregated values.

Using pivot tables saves you from potential pitfalls and inaccuracies in your data analysis process.

Flexibility And Adaptability

Pivot tables also offer remarkable flexibility and adaptability. As your data changes or grows, your pivot table can adjust accordingly. This ensures your data analysis remains current and relevant.

Pivot tables help you streamline your data analysis process. It doesn’t matter if you add rows or change your report structure. A few clicks and the pivot table will adapt accordingly.

Keen on jumping in to use pivot tables yet? Then learn How To Build A Pivot Table In Excel.

Advanced Features And Functions Of Pivot Tables

Pivot tables come with advanced features that add to their versatility.

Calculated Fields and Items

One such feature is the ability to create calculated fields and items. This allows you to create new data using the existing fields. Think about calculating profit from revenue and cost fields. 

Such advanced features enable you to extract additional insights from your data.

Conditional Formatting and Data Visualization

Another advanced feature is the application of conditional formatting in pivot tables. This allows you to highlight specific data points based on set conditions. You can easily make important insights stand out.

Pivot tables can also be used to create pivot charts. This provides a graphical representation of your data. I won’t go into detail here as it’s a blog post in itself, but you can create dashboards with pivot tables to help with quick data interpretation.

Grouping Data

Pivot tables also allow you to group data. You can group data by time periods, numerical ranges, or custom categories.

This helps in revealing patterns and trends that might otherwise go unnoticed. This will add another layer of depth to your data analysis.

Ungrouping Pivot Table Sales Data

Tips And Best Practices For Using Pivot Tables

Here are a few things to remember so you can get the most out of pivot tables.

Understanding The Data Structure

The very first thing you should consider while working with pivot tables is understanding your data.

Make sure your data is in a tabular format. It should have uniform rows and columns. Ideally, without any empty cells or rows. Otherwise, it’s garbage in, garbage out.

If you have sales data, every column should represent a unique field like Sales Rep, Region, Sales Amount, and so forth.

Preserving The Original Data

Always keep your original data intact. Make a copy of it if you want to perform some operations or transformations. Nothing worse than messing up the original data with no backup!

Naming Fields Appropriately

Always try to give meaningful names to your fields in the source data. This makes your pivot table easier to understand and work with.

Refreshing Pivot Tables

Pivot Tables do not automatically update when the source data changes. It’s important to refresh your Pivot Table to reflect any changes in the underlying data.

You can do this manually by right-clicking on the Pivot Table and selecting ‘Refresh’. Alternatively, you can set it to refresh automatically every time you open the worksheet. I wouldn’t recommend this though as it can significantly slow down your workbook.

If you are working on several pivot tables at once, learn How To See All Pivot Tables In A Workbook.

Creating Hierarchies

Pivot tables allow you to create data hierarchies. This can help you drill down into more specific data segments. This is useful when working with large data sets with multiple related fields.

For example in your sales data, you can create a hierarchy of Year > Quarter > Month to drill down your data according to time periods.

Using The ‘Show Values As’ Option

This is a very powerful feature that allows you to change the way your data is calculated in your Pivot Table. You can show values as a percentage of the total, running total, or even as a percentage difference from the previous month.

If you have sales data, instead of showing raw sales, you can choose to show each Sales Rep’s contribution as a percentage of total sales.

Transforming Pivot Table data

This is just the tip of the iceberg, check out the rest of our Excel tips for more guides.

Frequently Asked Questions

What is the main reason that you use a Pivot Table instead of a regular spreadsheet in Excel?

With a regular spreadsheet, you need to manually create formulas to summarize data.

With a Pivot Table, you can summarize, sort, reorganize, group, count, total, or average the data in a dataset with a few clicks.

What does it mean to pivot your data in Excel?

Pivoting your data in Excel means rotating or turning your data to look at it from a different perspective.

You can quickly change the way you’re viewing your data by dragging and dropping fields in the table. This means you can change the arrangement of rows, columns, and data fields to focus on different aspects of your dataset.

Pivoting data allows you to examine trends and patterns that may not be immediately obvious in the initial layout.

How is a Pivot Table different from a normal table in Excel?

A normal table in Excel is a simple grid of cells organized in rows and columns.

On the other hand, a Pivot Table is a data analysis tool that lets you summarize and analyze large datasets.

While both can store data, a PivotTable offers advanced functionalities like dynamic updates, multi-dimensional analysis, filtering, and sorting capabilities that are not available in a normal table.

As always, thanks for reading and I hope you found this helpful!

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