Microsoft KB Archive/213922

= HOW TO: Index Data in a PivotTable in Excel 2000 =

Article ID: 213922

Article Last Modified on 9/25/2003

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APPLIES TO


 * Microsoft Excel 2000 Standard Edition

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This article was previously published under Q213922



For a Microsoft Excel 98 and earlier version of this article, see 151515.

IN THIS TASK
SUMMARY Create Sample Worksheet and PivotTables Analysis of the Results
 * Example 1
 * Example 2

REFERENCES



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.

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Create Sample Worksheet and PivotTables
To create the sample worksheet and PivotTables, follow these steps:   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  To create the first PivotTable, select any cell that contains data, and then click PivotTable and PivotChart Report on the Data menu. In the PivotTable Wizard, click Next. Confirm that the Range setting is $A$1:$C$16. If it is, click Next. If it is not, drag to select cells A1:C16, and then click Next. Click Existing Worksheet. Click cell E1, and then click Finish. Drag the button that is labeled Fruit to the box that is labeled Drop Row Fields Here. Drag the button that is labeled State to the box that is labeled Drop Column Fields Here, and drag the button that is labeled Sales to the box that is labeled Drop Data Items Here.

When you are finished, the first PivotTable is in cells E1:I8.</li> Right-click in the data field, and then click Field Settings on the shortcut menu.</li> In the PivotTable Field dialog box, click Options. In the Show data as list, click % of total, and then click OK.</li> To create the second PivotTable, repeat steps 2 through 6.

NOTE: In step 4, when Excel asks whether you want your new report to be based on the same information as your existing report, click No. In step 5, click cell E10 to place the new PivotTable.

When you are finished, the second PivotTable is in cells E10 to I17.</li> After you create the second PivotTable, right-click in the data field, and then click Field Settings on the shortcut menu.</li> In the PivotTable Field dialog box, click Options. In the Show data as list, click Index, and then click OK.</li></ol>

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Example 1
If you compare the sales of bananas in Texas and California, the figures from the first PivotTable (Percentage of Sales data) 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 second PivotTable (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 (0.916 in cell F13).

If you examine the tables more closely, you discover that Texas had zero kiwi sales (versus California's 12% kiwi sales), which makes other fruits (including bananas) more important to the overall sales amounts in Texas.

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Example 2
If you compare the sales of bananas in California to the sales of kiwi in Pennsylvania, the figures from the first PivotTable (Percentage of Sales data) show that significantly more bananas were sold in California (8.01% in cell F4) than kiwis in Pennsylvania (6.94% in cell G6).

However, by looking at the second PivotTable (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 (.916 in cell F13).

In a case like this, it can be difficult to tell why bananas, although a larger dollar amount, are not as big a portion of California's overall sales as kiwis are in Pennsylvania. One explanation could be that Pennsylvania kiwis, a moderately selling item, are high cost, therefore making them more valuable overall.

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