pivot chart – HowtoExcel.net

A big advantage of using Google Sheets is that the data is readily accessible online and you don’t need to worry about if people are running different versions of it like you would with Excel. One of the areas where it may be lacking is in creating dashboards. Although you can incorporate slicers, they’re not as user-friendly or nice looking as what you would get in Excel. But in this post, I’ll go over how to make dashboards in Google Sheets quickly and easily.

Here is a sample of what my data set looks like. If you want to view the data plus the dashboard I created here, you can check out the Google Sheets file here.

Step one is to create some pivot tables. Like with Excel, I prefer to create a pivot table for each view that I want. I will set up four pivot tables, categorizing sales by:

Store
Salesperson
Product
Date

To keep things simple, you can put each one of those fields in the ROW section while the sales can be in the VALUES section:

When creating the pivot tables, be sure to un-check the option to Show totals (this is so that they don’t show up in the charts):

What you may want to do is create one pivot table and then copy and paste others, and just change the rows. One additional step you will need to do for the pivot table that contains the dates is to also group them by month. To do that, right-click on any of the dates and select Create Pivot Date Group:

Creating a pivot date group in Google Sheets.

Then, from the following menu, select Year-Month:

Different pivot date groups in Google Sheets.

This is how your pivot tables might look like once you are done:

Where you put these pivot tables isn’t important. The key is leaving enough space between them so that they don’t potentially overlap should your data get bigger. Otherwise, you will run into errors and have difficulty updating your data. Since my pivot tables won’t get any wider based on the selections I’ll make, there doesn’t need to be any extra columns between any of them.

Now that the pivot tables are set up, the next step is to set up the different charts for each of them. For the sales by store, I will create a pie chart to show the split among the stores:

Pie chart showing sales by store in Google Sheets.

The one thing you will want to pay attention to for each chart is the range. Since your pivot table could expand, it’s a good idea to make the range bigger than it needs to be, even if it will contain blank values. For example, changing this:

Default date range for chart in Google Sheets.

To this:

Expanded data range for chart in Google Sheets.

This will ensure that additional data gets picked up by the chart should your pivot table get bigger. This is also why it is important to ensure you don’t place any other pivot tables below one another. Ideally, you’ll want to keep them side by side rather one on top of the other.

For the pivot table that shows sales by salesperson, I’ll use a bar chart since the names can be long:

For the product sales, I’ll mix it up and have those as column charts:

And for the sales by date, I will set those up as a line chart:

I will also add a scorecard chart, using any of the pivot tables. For this, I just want to pull the total sales:

Now that these charts all set up, it’s just a matter of organizing how you want to see them on your worksheet:

The one thing missing to make this dynamic: slicers. To add slicers to all these pivot tables, click on any of them and click on the Data tab and select the Add a Slicer button:

Adding a slicer to a Google Sheets pivot table.

Then, select the columns you want to filter by:

Selecting the column to use in a slicer.

As long as you are referencing the correct data range, then the slicer will apply to all the pivot tables correctly. And now, if I add a slicer for the stores and only select stores A and B, my dashboard updates as follows:

One thing to remember when you are applying changes: don’t forget to click on the green OK button on the bottom, otherwise your selections won’t be applied:

Applying filters for slicers in Google Sheets.

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Do you want to create a dashboard that will update all of your charts simultaneously based on what filters your users select? Follow the steps below and you can create a professional-looking dashboard without having to use any complex formulas or programming.

Preparing the Data

If you have data in Excel that you want to use to create a dashboard, there are a couple of things you’ll want to do first to make sure everything goes well.

1. Ensure your data is free of error cells, as this will result in errors.

2. Have proper headings setup so that you know what you are referencing in your dashboard.

3. Setup a named range for your data, ideally a dynamic one. This will make it easier to link everything to your data quickly and easily.

Making sure your data is clean and ready to go is the most important step, but unfortunately the one that is easily overlooked. After all, if you’re data is no good, your outputs won’t be either. Garbage in, garbage out.

You can follow along with my sample data, which can be downloaded here.

Setting up the Pivot Table

First up, let’s look at creating a Pivot Table (see this post for an into into pivot tables).

I’ve assigned a name of Dataset1 to my data, and this is what I will referencing when I create a pivot table. With a named range, I don’t have to worry about selecting the data before clicking the create pivot table button, I can do it from anywhere.

Once I’ve got my pivot table ready to go, the next thing to do is to select my fields. The fields that I have to choose from in my data set include: date, store, salesperson, and product.

For my first pivot table I’ll want to look at the date because I want to start from a high level and work my way down. No sense in starting from the detail when I don’t have any context yet.

For the rows, I’ll select Dates, and in the values I’ll select Total Sales. My table now looks like this:

Ultimately, it doesn’t really matter if you want to select columns or rows for this as it’s going to be in a chart anyway. In Excel 2016, my dates were automatically grouped into months, which is what I wanted. If you want to change the grouping, simply right-click on the dates values and click Group.

Then select the how you want the dates to be grouped

Next, I want to clean up my formatting so that my total sales have commas and so that the data is easier to read. To do this, I’ll right-click on that field and choose Value Field Settings.

Then click on Number Format and then select Accounting.

Creating a Pivot Chart

Now it’s time to convert this into a chart. Select the Insert tab and in this example I’m going to select a regular Column Chart.

What you have now is a simple column chart that shows your sales by month. The only thing special about a pivot chart is that you’re able to filter it based on your pivot table.

You’ll notice there are drop downs on your pivot chart that you select to modify your data. I can select only certain months to look at.

The amount of options you have on here depends on how many fields you added to your pivot table. Whether you make the changes on your pivot chart or pivot table doesn’t matter, the chart will update all the same.

However, for the purposes of a dashboard, I’m going to get rid of these ugly filter buttons on my chart. To do this, click on your chart and click the button for the Field Buttons and this will remove the buttons.

Now that the pivot chart is ready to go, you can now go about and format it how you like.

Formatting and Tidying Up

Once you’re done formatting the chart, move it on to another tab. Because you’re creating a dashboard you probably won’t want your original pivot table to show up along with it. For this reason I usually move all the charts onto a separate tab.

Lastly, you’ll probably want to format your chart so that it is more appealing to your users.

Rinse and Repeat

For a dashboard, you’ll want to create multiple charts and so you’ll likely want to create another pivot chart following the same steps as above. In the next chart you can focus on a more detailed analysis, such as sales by store or rep.

In my example, I added three more charts in total and decided to mix it up by using a column chart, a pie chart, a stacked chart, and a bar chart. Mixing it up a little will keep your dashboard more interesting for your users.

Adding Slicers

Once you’ve added your charts, the next thing you’ll want to do is add slicers. Note that slicers are new to Excel 2010 and if you have an older version you will not be able to utilize these features.

For an overview on slicers, refer to this post.

The real advantage of using slicers is that they can be linked to multiple pivot tables and pivot charts. This allows you to now turn your dashboard into a dynamic one that will update as the user selects options from the slicers.

Once you’ve inserted slicers, you want to make sure that each slicer is connected to every pivot table. To do this, simply right-click on the slicer and select Report Connections.

On the next screen you can see all the pivot tables and charts that the slicer is connected to. Ensure that you have ticked off all the ones you want it connected to and then click on OK.

By doing this your slicer will now update all those charts and tables automatically. Repeat this step for every slicer you create.

Your dashboard is now ready to use and anyone that makes a selection on one of your slicers will see all the charts update immediately.

HowtoExcel.net

Posts in category: pivot chart

How to Make Dashboards in Google Sheets

Creating a Dynamic Dashboard in Excel

Preparing the Data

Setting up the Pivot Table

Creating a Pivot Chart

Formatting and Tidying Up

Rinse and Repeat

Adding Slicers

HowtoExcel.net

HowtoExcel.net