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Creating Pivot Tables | NEOCANDO, Summaries of Geography

Geography

This is a step-by-step guide of how to create pivot tables using Microsoft Excel. You can create a pivot tables from any database you have in Excel.

Typology: Summaries

2022/2023

Uploaded on 03/01/2023

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anuradha 🇺🇸

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CreatingPivotTables
ExampleUsingCIAInspectionInformation
Thisisastep‐by‐stepguideofhowtocreatepivottablesusingMicrosoftExcel.Youcancreatea
pivottablesfromanydatabaseyouhaveinExcel.Thisguideusescodeenforcementdatafrom
theNSTWebAppasanexampleofhowyoucandownloaddatafromtheWebAppanduse
pivottablestocreatedatareports.
1)NarrowDataasdesired.
Youmightwanttoonlylookatasubsetofyourdatabygeography.Narrowparcels
downtothoseyouwanttofocusoninthepivottablereport.
Example:CIAinspectionreport.ForaCIAinspectionreport,youprobablywanttoonly
examineparcelsthathavebeeninspected.TofilteryourdatasettoincludeONLY
propertiesthathavebeeninspected,filterby[COLUMNNAME]inthe[DATATAB
NAME]toobtainallinspectioninformationfortheselectedgeography(note:each
inspectionentryshouldhaveaninspectiondataentered).
DetailedinstructionsonhowtofilterdataisavailableintheNSTWebAppuserguideor
trainingvideoslocatedontheNSTWebAppresourcespage.
2)SelectRelevantData
IntheWebApp,onlydatathatisdisplayingwillbedownloaded.Makesureyouturnon
allofthedatayouwanttoincludeinyourdownloadfile.
Example:CIAinspectionreport.Makesurethatonlythe“Geographies”and“CIA
Inspection”tabsareselected.Thiscanbedonebyclickingonthe“hideall”taband
thenselectingthe“Geographies”and“CIAInspection”.Thetabswillturndarkblue
whenselected(seescreenshotonfollowingpage).
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Creating Pivot Tables

Example Using CIA Inspection Information

This is a step‐by‐step guide of how to create pivot tables using Microsoft Excel. You can create a pivot tables from any database you have in Excel. This guide uses code enforcement data from the NST Web App as an example of how you can download data from the Web App and use pivot tables to create data reports.

1) Narrow Data as desired.

You might want to only look at a subset of your data by geography. Narrow parcels down to those you want to focus on in the pivot table report. Example: CIA inspection report. For a CIA inspection report, you probably want to only examine parcels that have been inspected. To filter your dataset to include ONLY properties that have been inspected, filter by [COLUMN NAME] in the [DATA TAB NAME] to obtain all inspection information for the selected geography (note: each inspection entry should have an inspection data entered). Detailed instructions on how to filter data is available in the NST Web App user guide or training videos located on the NST Web App resources page.

2) Select Relevant Data

In the Web App, only data that is displaying will be downloaded. Make sure you turn on all of the data you want to include in your download file. Example: CIA inspection report. Make sure that only the “Geographies” and “CIA Inspection” tabs are selected. This can be done by clicking on the “hide all” tab and then selecting the “Geographies” and “CIA Inspection”. The tabs will turn dark blue when selected (see screen shot on following page).

3) Download Data

To download the selected data click on the “Download tab” in the Data operations category. The download box will appear letting you know that the data has been formatted and is ready to be downloaded. Click on “Click here to download data” in the “Download selected data box that appears and open the file in Excel.

Excel 2003: Under the data tab select “PivotTable and PivotChart Report” to open up the PivotTable wizard. Select Microsoft Office Excel list or database for “Where is the data that you want to analyze?” Select PivotTable for “What kind of report do you want to create?” Click “next”. If Excel does not automatically select all of the data, manually select the data in the worksheet by clicking on the small chart icon next to “Select a Table or Range”. After selecting all of the data click “next”. Select New worksheet under “Where do you want to put the PivotTable report?” Continue with section B below.

5) Selecting Variables in Field List

In the “PivotTable Field List” box that appears on the right, click and drag the desired geography to the “Row Labels” box. Example: CIA Inspection Report. A typical geography might include the concentrated inspection area, neighborhood, or zip code.

Click and drag desired variables from the “PivotTable Field List” box into the “Values” box. Example: CIA Inspection Report. Variables to be included in the report will likely include the information from the detailed complaint findings.