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Microsoft Access Pivot Tables And Pivot Charts

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The material below originally appeared in Alison Balter's book Mastering Microsoft Office Access 2007 Development and is reprinted here with the author's permission. There may be references to "Figures" or "Chapters" that are not reprintable and are not used on this page.

Creating a Pivot Table Or Pivot Chart From A Query

Pivot tables and pivot charts provide great ways for you to summarize detailed data stored in your Access Database Engine and SQL Server databases. Pivot tables present your data in a spreadsheet-like format, whereas pivot charts automatically render pivot table views as line, bar, or area charts. Access 2002 introduced two views for queries: PivotTable and PivotChart.

Creating The Query To Display In PivotTable Or PivotChart View

You must build a query that is appropriate to display in PivotTable or PivotChart view. Queries that lend themselves to be displayed in PivotTable or PivotChart view provide many ways for the user to manipulate his data. An example of such a query is one that contains information about country, city, salesperson, sales, and date of sale. You could determine sales by city and salesperson for each month, or you could determine sales in each country for each salesperson during the year 2006. As you can see, the idea of pivot tables is to let you slice and dice the data in any way you need to at a given moment in time.

For this example, create the following query within the Northwind database:

1. Create a new query in Design view.
2. Add the Customers, Orders, Products, Order Details, and Employees tables to the query.
3. Add the Country/Region and City fields from the Customers table.
4. Add an expression: SalesPerson:Employees![Last Name] & ", " & Employees![First Name].
5. Add the Order Date from the Orders table.
6. Add the Product Name from the Products table.
7. Add an expression: Total:[Order Details]!UnitPrice * [Order Details]!Quantity.

You now have a query on which you can base your pivot table.

Displaying The Query In PivotTable View

To switch to PivotTable view, click to select the Design tab and then open the View dropdown on the ribbon. Select PivotTable View from the drop-down. The empty PivotTable view appears, and the Access ribbon changes to include the PivotTable tab (see Figure 4.46).

The PivotTable Field List window also appears. You will add four types of fields to your pivot table. They include the following:

1. Column fields: Often hold date fields; generally hold information with the fewest number of data items.
2. Row fields: One or more fields that display data by attributes.
3. Totals or Detail fields: The crosstab data itself. These are the numeric values that make up the meat of the pivot table.
4. Filter fields: One or more optional fields that restrict that data appearing in the columns, rows, or both.

To display your initial pivot table, take the following steps:

1. Drag the Country/Region field so that it appears as a Row field.
2. Drag the City field so that it appears as a second Row field to the right of the Country field
3. Drag and drop the Order Date By Month field so that it appears as a Column field.
4. Drag and drop the Total field so that it appears as a Detail field. The resulting pivot table appears as shown in Figure 4.47.

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Author Attribution

The preceding material originally appeared in Alison Balter's book Mastering Microsoft Office Access 2007 Development and is reprinted here with the author's permission.

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