[techtalk] EXCEL – Trick to See DETAIL Behind Pivot Table Numbers

Wed Jan 25 08:30:02 PST 2023

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EXCEL - Trick to See DETAIL Behind Pivot Table Numbers

Advanced

[https://files.constantcontact.com/ee1208b4001/35402102-5181-4385-a688-ae0757ac4c83.png]

You have a spreadsheet with a lot of data and you've created pivot tables for the analysis. Now, you want to drill down to see the detail of your numbers so that you can gain greater insight.

Sure you can sort, filter, and look for things manually, or you can use this little-known, yet very useful, technique.

TRICK: Find the number you want the detail for ... and double-click it!

Yup, that's it: Double-click any number in the pivot table and you will immediately see all the entries (and only the entries) that make up that result.

TIP: These results show up in a separate sheet within your workbook. Be sure to name it while you remember the topic you clicked on!

Not familiar with pivot tables?

See this Tech-Talk article<https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fr20.rs6.net%2Ftn.jsp%3Ff%3D001c_PjOTUWVJdZ8kd_xw45OsV_XA26BUGT8wpW0eWff1u7MJOmGiF8m_yWRrhrGT5yxFToVisNDt6Fi4iVvyZ1AbZRWDf-sYwH_VMTJq7EhUtsxtB6SRLZgeBRFl5JaMFgUS7CTW_5uMwgr5Y5Ed1ZLVuVL5HCLW2k70nAutc3c9DzyjYdWpIHIfNo1MR8wfBh9A-7p5VMryUQyTOUdpg3Ew%3D%3D%26c%3D7yw97-vJ8ceo662oz82uC2iHw4vNZhNU4Y0a9YgUX8zlb8l_b96Htg%3D%3D%26ch%3Dm1NWuOC8ix9V842vOJ8fatg2rU-JTWUi9LruW0lHIT1iuPwYcM1d_g%3D%3D&data=05%7C01%7CDarci.HANNING%40slo.oregon.gov%7C184548266ca04fe69a7e08dafe526432%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638101927067606103%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=%2FrdaHg0vbkhR%2BmDlSuCXY6csuhIA2FiJew%2BzuE2HaBo%3D&reserved=0> and view this webinar<https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fr20.rs6.net%2Ftn.jsp%3Ff%3D001c_PjOTUWVJdZ8kd_xw45OsV_XA26BUGT8wpW0eWff1u7MJOmGiF8m-H-Q2k4Me7slo2hwIjpNcsLk2UblFaHtT-Q-gIMN5Q9_6MdjgglHEh_sgvQpelUAczaU4P_x5owXkj-XII_CXN-wyURv1NBYicJDXyy1jjtQpAuPSO3ARyNgrdyoKI_vXija6rllNbVKmV0f8O01JE%3D%26c%3D7yw97-vJ8ceo662oz82uC2iHw4vNZhNU4Y0a9YgUX8zlb8l_b96Htg%3D%3D%26ch%3Dm1NWuOC8ix9V842vOJ8fatg2rU-JTWUi9LruW0lHIT1iuPwYcM1d_g%3D%3D&data=05%7C01%7CDarci.HANNING%40slo.oregon.gov%7C184548266ca04fe69a7e08dafe526432%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638101927067606103%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=I9XXAt1RsEJq2DRoMLaUld6vBfRZ6XKkoHH3BmXDxoY%3D&reserved=0>.

Example of the Double-Click Technique

In this mock example, we see the different types of clients, a summary of how many customers are within each type, and the total amount spent by type.

[https://files.constantcontact.com/ee1208b4001/0a15076e-9b99-452c-8e20-efc01ac4a657.png]

When you double-click a number (in this case, the 6 or the 6,471 for Regional), you'll get all the data that supports that figure, pulled from your master data list.

[https://files.constantcontact.com/ee1208b4001/2eeac569-c0e5-4666-8392-049d386a1099.png]

For More Like This ... Join the ADVANCED EXCEL WEBINAR:  Jan. 25th. View recording a day later.<https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fr20.rs6.net%2Ftn.jsp%3Ff%3D001c_PjOTUWVJdZ8kd_xw45OsV_XA26BUGT8wpW0eWff1u7MJOmGiF8m_XUpUZlNdi9aUGmZ60nIKcyJXkOvUFPbQHGtnCPyuZCH5EkCC2Bxl_OS0uMkeZgRA1bLDnD4Rf_ZB6vUW6pirXmPOPrJGdY4uP5rTCTiTZV%26c%3D7yw97-vJ8ceo662oz82uC2iHw4vNZhNU4Y0a9YgUX8zlb8l_b96Htg%3D%3D%26ch%3Dm1NWuOC8ix9V842vOJ8fatg2rU-JTWUi9LruW0lHIT1iuPwYcM1d_g%3D%3D&data=05%7C01%7CDarci.HANNING%40slo.oregon.gov%7C184548266ca04fe69a7e08dafe526432%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638101927067606103%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=9Vq8%2Bq20HipbZFFjdLNHCvN86vrlX%2BBickilp6BMArg%3D&reserved=0>

[https://files.constantcontact.com/ee1208b4001/f8f1ecc8-4884-4c21-8ed0-cf647e6db944.png]

Communications: Surveys

Craft revealing questions

Have you ever wanted to craft a survey to discover information that would help you do your job? Have you found in the past that the data you gather, while interesting, doesn't always lead to understanding what you might want to do differently?

For instance, you may have a group of people who meet several times a week to work out together. You want to know if they would like to change the routine.

If you just ask them (yes or no) you'll get a response. But, with this type of answer you won't understand the strength of their position.

For instance, you may get folks saying what they think you want to hear. They may go along with what others are saying so as not to rock the boar.

Here's a better way: Create a survey question where they have to choose one of four answers ... and use the word "willing".

Example: How WILLING are you to try a new workout routine?

Give them these choices: Not Willing, Somewhat Willing, Willing, Very Willing.

When people respond to this question, you will have a good gauge on how people really feel about the idea.

TIP: Never give them five choices because four makes them take a stand; they can't play the "neutral" card. Also, always start with the most negative choice because studies show you get more accurate results this way.

Other words you can use instead of "willing"...

·    How INTERESTED are you in ...
·    How SECURE are you in ....
·    How ABLE are you to ...
·    And more!

The list is endless -- you get the picture. Pick any single attribute that you want to measure!

[https://files.constantcontact.com/ee1208b4001/da1c6ee9-ba35-4af5-9c80-8e1b5781189e.png]

Leadership

The Best Way to Use "I"

In previous articles, we talked about the word “you” and how you can strategically use it to build people up … or avoid it so that it won’t tear folks down. (See "You" Part I<https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fr20.rs6.net%2Ftn.jsp%3Ff%3D001c_PjOTUWVJdZ8kd_xw45OsV_XA26BUGT8wpW0eWff1u7MJOmGiF8mwthpVEH325mTO7VIQ7mrsywu5mqHwy0JHD4chYKHCLYeqWcJAjidmKaVCt0hg_NesdvHKUKO-DzJObW3zrOr5GZ_rlLeVAJl2Owt5dVFVmMBnls239-3PQ0sSyHrN88BESecFWCzK4dD3xAqG98jSM%3D%26c%3D7yw97-vJ8ceo662oz82uC2iHw4vNZhNU4Y0a9YgUX8zlb8l_b96Htg%3D%3D%26ch%3Dm1NWuOC8ix9V842vOJ8fatg2rU-JTWUi9LruW0lHIT1iuPwYcM1d_g%3D%3D&data=05%7C01%7CDarci.HANNING%40slo.oregon.gov%7C184548266ca04fe69a7e08dafe526432%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638101927067762339%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=0GYMCKK%2BII6HcoLhuNSfSZHymZOx8Jr9WM%2FfulR4ShU%3D&reserved=0> and "You" Part II<https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fr20.rs6.net%2Ftn.jsp%3Ff%3D001c_PjOTUWVJdZ8kd_xw45OsV_XA26BUGT8wpW0eWff1u7MJOmGiF8mwthpVEH325mD0d0xhnOV9UVaWfHeDTMpA5l8dYfDeZ-zysJHbUUB5RMZ_jkwpPo1oLlypvsYNfYUycjGijnefZ1Tj-uJI361kYQX9Mbabzy821tjZ3MjhnfnemLBVffonjjoy77__5fGeUeNu7y6S7ejL5uVavwXg%3D%3D%26c%3D7yw97-vJ8ceo662oz82uC2iHw4vNZhNU4Y0a9YgUX8zlb8l_b96Htg%3D%3D%26ch%3Dm1NWuOC8ix9V842vOJ8fatg2rU-JTWUi9LruW0lHIT1iuPwYcM1d_g%3D%3D&data=05%7C01%7CDarci.HANNING%40slo.oregon.gov%7C184548266ca04fe69a7e08dafe526432%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638101927067762339%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=VrHuEBor3sxYcEeAx2QuHmbVmyoD45pIkbREJhiAtDE%3D&reserved=0> )

Now let’s examine the use of "I" in writing and talking at work.

There are two powerful impacts that this single little letter can wield. In some cases, using "I" makes everything about you. Typically, you don't want that.

On the flip side, you can engage others when you let people "in" by using the word "I". It’s personal. (We’ll explore this positive side in another article.)

So… when should you not use "I"?

The simple answer is to eliminate "I" as much as possible … so that people will listen more to what you have to say, rather than being turned off or rebuffed. The less you use "I" in writings and conversation, the more support you will gain from others.

Examples:

Go From: "I’m reminding you that we want to set up a time…"

To: "You indicated wanting a time to meet…"

---------------------

Go From: "Here is the list of magazine titles I found last night."

To: “Here is a list of magazine titles you might like.”

--------------------

Which of the above do you respond better to?

TIP: Every time you write an email, go back before sending it and see how many "I"s you can take out to make the message stronger.

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