Pivot table features and benefits in Excel Microsoft

Pivot tables are one of the most powerful and essential features in Excel. Learn how to create and use them effectively.

Pivot tables inExcel are incredibly versatile and can be used for a wide variety of tasks, such as data presentation, exploration, analysis, and summarization. They are one of the most appreciated and useful tools in Microsoft's Excel program.

For instance, let’s say you have a sales data table with columns for products, sales agents, and geographical regions. In just a few clicks, you can see how different products are performing in each area. Pivot tables allow you to analyze data at a glance without needing to use formulas or macros.

When to use a Pivot table

Pivot tables are not only practical but also highly versatile, making them suitable for many different applications. You can create dynamic pivot charts or list the unique values from a specific column in a table. Pivot tables are also ideal for summarizing data, such as calculating the average sales of each product across various regions.

Additionally, pivot tables allow you to transpose data, switching rows into columns and vice versa. You can also generate customized reports with subtotals, and analyze, sort, and filter data in-depth without needing macros or writing complex formulas.

How to create a Pivot table in Excel

Creating a pivot table in Excel is quite simple if you have some basic familiarity with the program.

1. Start by selecting the data you want to include in the pivot table.

2. From the ribbon, go to the Insert tab, then click on Pivot Table in the Tables group.

3. A dialog box named "Create Pivot Table" will appear. Here, you'll specify the destination for your pivot table, such as a new worksheet.

4. Once the new worksheet is automatically created, the Pivot Table Fields pane will open. Simply drag the fields into the different sections at the top of the pane to build your pivot table.

Mastering Pivot tables

Pivot tables in Excel can be customized to your liking, including applying any kind of formatting. Excel also offers a variety of quick styles that you can apply after selecting the Design tab, which appears whenever a cell within the pivot table is activated.

You can easily adjust the formulas used to calculate the displayed data by right-clicking any cell in the column you wish to modify and selecting the “Summarize Values By” option.

When the spreadsheet is no longer enough: SharePoint and Microsoft 365

Pivot tables solve the analysis problem, not the sharing one. This is where most small and medium businesses get stuck: the file travels by email, everyone saves a copy, and two weeks later there are five versions with names like final_v3_ok. The pivot table works perfectly in all five, and shows different numbers in each.

With SharePoint and OneDrive, included in Microsoft 365 business plans, there is only one file:

• Co-authoring: several people work on the same sheet at the same time, and changes appear as they happen
• Version history: every save can be restored, so nobody needs to duplicate the file "just in case"
• Permissions per folder or per file: whoever only needs to read cannot edit, and sensitive data stops travelling as an attachment
• The pivot table keeps working: refresh the source data in the shared file and the summary updates for everyone

For a small business the gain is organisational rather than technical: the question "which file is the right one?" disappears — and that question is the real reason figures don't match in meetings.

If you are considering the move, we have two dedicated pages: business Office 365 for licensing, setup and migration, and SharePoint site creation to organise documents, permissions and internal processes rather than simply moving folders to the cloud.

One point almost nobody considers

Microsoft guarantees the availability of the service, not the unlimited retention of your data. The SharePoint recycle bin keeps items for a defined period, after which a file deleted by mistake — or encrypted by ransomware and then synchronised — can no longer be recovered.

That is why Office 365 backup as a service exists: an archive independent from the platform, answering the question "what if the wrong file gets synchronised everywhere?".

Need help with Pivot tables or Excel?

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