How to Index Data in a PivotTable (151515)


The information in this article applies to:

  • Microsoft Excel 97 for Windows
  • Microsoft Excel for Windows 95
  • Microsoft Excel for Windows 5.0
  • Microsoft Excel 98 Macintosh Edition
This article was previously published under Q151515

SUMMARY

The INDEX function in a PivotTable calculates a weighted average by using the following formula: 
   (value in cell) x (Grand Total)) / ((Grand Row Total) x
      (Grand Column Total))
When you use PivotTables to compare the relative importance of your row data versus your column data, it can be extremely helpful to display your data as an Index. For example, this article demonstrates that if you display data in the Index format instead of a "Percentage of Total" format, you can often reveal valuable comparisons that you might not otherwise see.

The first section of this article describes how to create two PivotTables: one that displays sales figures as a Percentage of Total and another that displays sales figures as an Index. The second section of this article ("Analysis of the Results"), explains the advantages of being able to compare data displayed both ways.

MORE INFORMATION

To create the sample worksheet and PivotTables, follow these steps:

  1. Create a new worksheet, and enter the following values:
           A1: Fruit       B1: State   C1: Sales
       A2: Bananas     B2: CA      C2: $800,107
       A3: Pears       B3: TX      C3: $547,236
       A4: Kiwi        B4: CA      C4: $669,076
       A5: Apples      B5: CA      C5: $622,236
       A6: Cherries    B6: CA      C6: $656,097
       A7: Pears       B7: CA      C7: $674,218
       A8: Cherries    B8: PA      C8: $697,711
       A9: Kiwi        B9: CA      C9: $550,637
      A10: Bananas    B10: PA     C10: $602,124
      A11: Apples     B11: PA     C11: $669,916
      A12: Kiwi       B12: PA     C12: $693,306
      A13: Apples     B13: TX     C13: $589,278
      A14: Pears      B14: PA     C14: $739,241
      A15: Cherries   B15: TX     C15: $682,213
      A16: Bananas    B16: TX     C16: $791,944
  2. On the View menu, click Toolbars. In Microsoft Excel 97 or Microsoft Excel 98 Macintosh Edition, click PivotTable. In Microsoft Excel 5.0 or 7.0, click to select the Query And Pivot box, and then click OK.

    This step causes the Query and Pivot or PivotTable toolbar to appear.
  3. To create the % of Total PivotTable, select any cell within the data in step 1 and click the PivotTable button (the first button) on the Query And Pivot Toolbar.
  4. In the PivotTable Wizard, select "Microsoft Excel List or Database", and then click Next.
  5. Under Range, confirm the range to be $A$1:$C$16, and then click Next.
  6. Drag the button labeled Fruit to the box labeled ROW. Drag the button labeled State to the box labeled COLUMN, and drag the button labeled Sales to the box labeled DATA.
  7. In the Data Field, double-click Sum Of Sales.
  8. In the Pivot Table Field dialog box, click Options. Under Show Data As, click "% of Total," and then click OK.
  9. Click Next.
  10. In Microsoft Excel 97 or Microsoft Excel 98 Macintosh Edition, click the Existing worksheet button, click in worksheet cell E1, and then click Finish.

    In Excel 5.0 or 7.0, with the pointer in PivotTable Starting Cell, click in worksheet cell E1, and then click Finish.

    This step creates the first PivotTable in cells E1 to I8.
  11. To create the Index PivotTable, repeat steps 3 through 7.
  12. Click Options and click Index under Show Data As. Click OK in the Pivot Table Field dialog box.
  13. Click Next.
  14. In Microsoft Excel 97 or Microsoft Excel 98 Macintosh Edition, click Existing Worksheet, click in worksheet cell E10, and then click Finish.

    In Microsoft Excel 5.0 or 7.0, with the pointer in PivotTable Starting Cell, click in worksheet cell E10, and then click Finish.

    This step creates the second PivotTable in cells E10 to I17.

Analysis of the Results

Example 1:

If you compare the sales of bananas across the states, the Percentage of Total figures show that slightly more bananas were sold in California (8.01% in cell F4) than were sold in Texas (7.93% in cell H4).

However, if you look at the Index data, you can see that bananas are much more important to the Texas market (1.38 in cell H13) than they are to the California market (0.92 in cell F13)

Example 2:

If you compare the sales of bananas in California to the sales of kiwi in Pennsylvania, the Percentage of Total figures show that significantly more bananas were sold in California (8.01% in cell F4) than kiwis in Pennsylvania (6.94% in cell G6).

However, if you look at the Index data, you can see that kiwis are more important to the Pennsylvania market (1.06 in cell G15) than bananas are to the California market (0.92 in cell F13).

REFERENCES

Microsoft Excel 97

For more information about creating PivotTables, click the Index tab in Microsoft Excel Help or MS Excel Help, type the following text

PivotTables, creating

and then double-click the selected text to go to the "Create a PivotTable" topic.

Microsoft Excel 7.0

For more information about PivotTables in Microsoft Excel 7.0, click Answer Wizard on the Help menu and type:

Pivot Tables

Microsoft Excel 5.0

For more information about PivotTables in Microsoft Excel 5.0, click the Search button in Help and type:

Pivot Tables

Modification Type:MinorLast Reviewed:8/17/2005
Keywords:kbhowto kbinfo kbualink97 KB151515
©2004 Microsoft Corporation. All rights reserved.