5.3. Creating PivotCharts

PivotCharts are an extension of PivotTables that allow you to visualize your summarized data in dynamic, interactive charts. They provide a powerful way to turn complex data into easily understandable visuals, which can help in presenting trends, patterns, and insights more clearly. PivotCharts are linked to PivotTables, so any changes made to the PivotTable (such as filtering or adding fields) will automatically update the PivotChart.

1. Introduction to PivotCharts

A PivotChart is a graphical representation of the data summarized in a PivotTable. Just like a regular chart in Excel, PivotCharts allow you to choose various chart types (such as bar, line, pie, etc.) and customize the chart’s layout, colors, and labels. Since they are tied directly to the PivotTable, they offer a powerful way to visualize the summarized data while keeping it interactive and easily updatable.

2. Creating a PivotChart

Creating a PivotChart in Excel is simple and follows the same process as creating a regular chart, but with an added layer of interactivity linked to your PivotTable data.

Steps to Create a PivotChart:

1. Select the PivotTable:
   • Ensure that you already have a PivotTable created with your data. If not, follow the steps to create one.
2. Insert the PivotChart:
   • Click anywhere within your PivotTable to activate the PivotTable options.
   • Go to the Insert tab on the Ribbon.
   • In the Charts group, select the type of chart you want to create. You can choose from bar, column, line, pie, area, scatter, and other chart types.
   • Click on the desired chart type, and Excel will create a PivotChart based on the data in your PivotTable.
3. PivotChart Field List:
   • After the PivotChart is created, the PivotChart Field List will appear, which allows you to modify the data displayed in the chart.
   • You can drag fields into the Axis (Categories), Legend (Series), and Values areas to organize the data in the chart.

3. Customizing PivotCharts

PivotCharts can be customized to suit your presentation needs. You can adjust elements like the chart type, labels, and design to enhance the visual appeal and effectiveness of your data presentation.

1. Changing the Chart Type:
   • You can change the chart type at any time to better represent the data. For example, you might switch from a bar chart to a line chart if you want to show trends over time.
   • Right-click on the chart and choose Change Chart Type, then select the chart type that best suits your data.
2. Modifying Chart Elements:
   • Use the Chart Elements button (the plus sign next to the chart) to add or remove chart elements like:
     • Chart Title
     • Axis Titles
     • Data Labels
     • Gridlines
     • Legend
   • This helps in making your chart more readable and informative.
3. Formatting the Chart:
   • You can format individual chart elements (e.g., bars, lines, axes, titles) by selecting them and using the formatting options available in the Format tab on the Ribbon. This allows you to customize the appearance of your PivotChart, such as changing colors, font styles, or line thicknesses.
4. Applying Chart Styles:
   • Excel offers a variety of pre-designed chart styles that allow you to quickly change the overall look of your PivotChart. You can apply these styles to give your chart a professional appearance, including variations in color, shading, and 3D effects.
   • To apply a style, click on the Chart Styles button (paintbrush icon) in the Ribbon and select the style you prefer.

4. Making PivotCharts Interactive

One of the best features of PivotCharts is that they are linked directly to the PivotTable, making them highly interactive. As you modify the PivotTable, such as by changing filters, adding or removing fields, or grouping data, the PivotChart will automatically update to reflect the changes.

1. Using Slicers with PivotCharts:
   • Slicers provide a visual way to filter your PivotChart data. By adding slicers to your PivotChart, you can filter the data by specific categories or time periods.
   • To add a slicer, click on the PivotChart, go to the Insert tab, and click on Slicer. Choose the fields you want to use for filtering (e.g., Date, Region, Product Category).
   • Once added, you can click on the slicer buttons to filter the data, and the PivotChart will update in real time.
2. Using Timelines with PivotCharts:
   • If your data contains date or time information, you can add a Timeline to filter your PivotChart data by specific time periods (e.g., year, quarter, month).
   • To add a timeline, select the PivotChart, go to the Insert tab, and click on Timeline. Choose the date field to filter by, and then use the timeline slider to adjust the time range for your data.

5. Advanced Customization

1. Combining Multiple PivotCharts:
   • You can create multiple PivotCharts from the same PivotTable, each displaying different views or aspects of the data. For example, you might create one chart to show total sales by region and another to show sales by product category.
   • To do this, simply create additional PivotCharts by selecting the PivotTable and inserting new charts.
2. Creating Dynamic Dashboards:
   • PivotCharts can be used as part of a dynamic dashboard where multiple charts and tables are linked together. By using slicers and timelines, you can create interactive reports that allow viewers to filter the data and view different perspectives on the same dataset.
   • Excel's Dashboard functionality allows you to combine PivotTables, PivotCharts, and other interactive elements (such as buttons and controls) in a single worksheet.

6. Best Practices for Using PivotCharts

1. Keep Data Simple and Relevant:
   • Avoid overcrowding your PivotChart with too many data series or categories. Focus on presenting the most important information clearly and effectively.
2. Choose the Right Chart Type:
   • Select a chart type that best represents the data you are summarizing. For instance, use a line chart to show trends over time, a bar chart for comparisons, and a pie chart for showing proportions of a whole.
3. Update Your PivotTable Regularly:
   • Since PivotCharts are linked to PivotTables, it’s important to regularly refresh your data to ensure the chart displays the latest information. Right-click on the PivotTable and select Refresh whenever your data changes.
4. Use Consistent Formatting:
   • Maintain a consistent formatting style for your charts. This includes font styles, colors, and chart types, ensuring that your presentation looks professional and is easy to understand.

7. Conclusion

PivotCharts are a powerful tool for visualizing data that is already summarized in a PivotTable. They provide an easy way to analyze and communicate data insights, offering interactive, dynamic charts that update automatically as the data changes. Whether you’re presenting sales figures, financial performance, or trends over time, mastering PivotCharts can help you effectively communicate data and make your analyses more impactful.