In this series, I intend to document common questions asked by Power users about Excel connected to SSAS cubes (or data warehouse) after they go beyond the basic stage of understanding & using Row labels, column labels, report filter & values in Pivot Tables. This post is #1 of N:
a. How to Sort Data?
There are two ways to do this & here they are:
#1: Select a cell that has a measure value > Right click > Sort > sort the values in ascending or descending from here:
#2: Alternatively, you can also do the same thing by: Select a value from the filed that needs sorting > go to Home Tab > Sort & Filter > from here you should be able to sort data in ascending for descending order:
b. How to add slicers?
They might not know what slicers are but I’ve been asked how can I add filters where users can see the filter values before picking the value. I’ve also been asked by a Power user for the capability for adding “global filters” who had couple of pivot tables in a single sheet. They also come in handy if you’re building Excel Dashboards. With that, here are the steps:
1. Based on your requirements, decide if multiple items on a dashboard (excel sheet) need to be affected with one click
2. Now, for the purpose of this blog post, let’s assume that you have two Pivot Tables like shown below:
Note: the Two Excel Pivot Tables are created by connecting to same cube. And the slicer comes from the same cube.
3. And what if you need to slice data in both pivot tables by one common slicer? Let’s say we want to slice the data in the two pivot tables that we have by Product Category – here’s what you do (assuming that the tables are related in your data source and slicing makes sense)
4. click on any of the pivot table and you’ll see PivotChart Tools in the toolbar
5. Switch to Analyze Tab & click on insert slicer & Select the field that you want as slicer & click OK
6. you’ll see a slicer on your sheet now:
7. Let’s format the report to make it look better:
#1: move the slicer such that it does not overlap any of the pivot tables.
#2: In this case, I want to move the slicer to the top of the sheet and change the slicer to have 5 columns. Here’s how you can do that:
select the slicer > from the toolbar > slicer tools > column
#3 I also changed the slicer style from the slicer tools to match its color palette with that of the Pivot Tables:
8. Note that the slicer is connected to just ONE pivot table. Let’s connect it to both pivot tables
9. From Slicer Tools options > Pivot Table connections > check all pivot tables that you want the slicer to be connected to:
10. Done! Test your slicers, with one click you should be able to see that the data gets sliced in both pivot tables:
#1: Sliced by Bikes
#2: Sliced by Accessories
c. How to change the layout of the Pivot Tables?
Without formatting and changing the layout, the excel pivot table looked like this:
Now, let’s work step by step to meet the requirement:
Step 1: click somewhere on the Pivot Table and from the Toolbar, Switch to the Design Tab under PivotTable Tools
Step 2: Now here, Go to Report Layout > Show in Tabular Form
Step 3: As you might have noticed the “hierarchical” structure is now broken up into multiple structure getting us closer to meet the requirement.
Step 4: In our requirement, you can see that it does not give the user to see the “+” or “-” (expand, collapse) buttons. So, let’s hide these buttons from the report from Step #3
Right click somewhere on the pivot table > PivotTable Options > Display tab > uncheck the box that says “Show expand/collapse buttons“:
Step 5: so now it looks as follows:
To recap, Here’s what we had to do: Change the Layout of the Pivot Table & we also hid the expand/collapse buttons too.
In part #1 of N, we saw:
1) How to sort data?
2) How to add slicers?
3) How to change Pivot Table layout?
3 thoughts on “Questions Power Users Ask about Excel: #1 of N”