Creating Tables and Lists for Use in PivotTables

When you create a PivotTable, you must organize the dataset you're using in a table or in a list. As the PivotTable will base all its data on this table or list, it is vital that you set up your tables and lists in a uniform way.

In this context a table is a multi-columned set of data with data laid out directly belowthe appropriate headings. A list (only one column, also with a heading) is often referred to in the context of a table as well. The best practices that apply to setting up a list will help you greatly when you need to apply a PivotTable to your data.

When you extract data via the use of lookup or database functions, you can be a little less stringent in howyou set up the table or list. This is because you can always compensate with the aid of a function and probably still get your result. Nonetheless, it's still easiest to set up the list or table as neatly as possible. Excel's built-in features assume a lot about the layout and setup up of your data. Although they offer a degree of flexibility, more often than not you will find it easier to adhere to the following guidelines when setting up your table or list:

Headings are required, as a PivotTable uses them for field names. Headings should always appear in the row directly above the data. Also, never leave a blank rowbetw een the data and the headings. Furthermore, make the headings distinct in some way; for instance, boldface them.

• Leave at least three blank rows above the headings. You can use these for formulas, critical data, etc. You can hide the rows if you want.
• If you have more than one list or table on the same worksheet, leave at least one blank column between each list or table. This will help Excel recognize them as separate entities. However, if the lists and tables are related to each other, combine them into one large table.
• Avoid blank cells within your data. Instead of leaving blank cells for the same data in a column, repeat the data as many times as needed.
• Sort your list or data, preferably by the leftmost column. This will make the data easier to read and interpret.

If you followthese guidelines as closely as possible, using PivotTables will be a relatively easy task.