Five practical uses for pivot tables

What is a pivot table?

A pivot table is a convenient tool you can use to organize large amounts of data in Microsoft Excel. Instead of reviewing each cell in your spreadsheet, quickly summarize and analyze your data set using pivot tables. Pivot tables give you the ability to rearrange and summarize your data using columns and rows that help you easily identify trends and patterns. You can also use pivot tables to calculate sums, averages, counts, percentages, and other mathematical calculations that help you understand your data.

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How to make a pivot table

After you have your data in your spreadsheet, you can make your pivot table. To make a pivot table in Excel for Windows:

1. Select the cells you want to include in your pivot table.
2. Select Insert > PivotTable.
3. Choose where you want to place the pivot table. Select New Worksheet if you want it in a new tab or choose Existing Worksheet to place it in the same tab as your data.
4. Select OK.
5. Select the field name checkbox in the PivotTables Fields to add rows, columns, and values to your pivot table. Rows are non-numeric, columns include dates and times, and values include numbers and other calculations.

Different ways to use pivot tables

Now that you know how to create a pivot table, you’ll be able to leverage its use daily. Here are five practical ways to use pivot tables:

Manage a budget

Pivot tables can help you organize and analyze your monthly income and expenses. To use a pivot table for managing a budget, collect all your financial estimates from your bank statements, receipts, financial tracking apps, and any other documentation you have that details how much you earn and spend. Add your data to an Excel spreadsheet. You can label your columns as dates, categories, descriptions, amounts, and whether it’s an expense or a source of income. Use your pivot table to calculate the totals and averages of how much you’ve spent in each category. Compare your actual expenses against your budgeted amounts to analyze where you’re overspending.

Make a grocery shopping list

Going to the grocery store can be time-consuming if your grocery shopping list isn’t organized. Instead of going back and forth between departments and aisles, use a pivot table to prepare ahead of your next grocery shopping trip. Use column headers like the name of the item, the department, and the quantity you need. Print your pivot table before you go to the grocery store to have a physical reminder on hand for when you’re shopping or view it on your phone.

Organize guest lists for parties

Plan a party and organize your RSVPs using pivot tables. Add your guests’ names, their contact information, whether they’re attending your event, and how many people are in their party. Organize your pivot table by RSVP status or other criteria that you’ve categorized. Use your pivot table to track who’s RSVP’d to your event, how many guests they’re bringing, and who said they can’t attend.

Prepare your meals for the week

Use pivot tables to keep track of your recipes when you meal prep. Open an Excel spreadsheet and add the name of your recipe, its ingredients, and whether it’s for breakfast, lunch, or dinner. Use your pivot table to make it easier to shop for the ingredients you need to successfully meal prep for the week.

Track your fitness progress

You can also use pivot tables to stay on track during your fitness journey. Incorporate columns related to the types of workouts, how long you did the exercise, and how many calories you’re expecting to burn once you’ve finished. Use the information from your pivot table to set new goals and benchmarks for your fitness progress. You can use past performance as a reference point to set realistic and achievable goals for the future.

Take advantage of pivot tables for any type of data and lists you’re wanting to organize and gain a better understanding of. Pivot tables can help you get a better view of your work and personal lives. Explore more organization tips to keep your life in order.