Overview Transcript

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You can analyze PivotTable data in many ways, including sorting to quickly see trends. We'll also look at how to filter, summarize and calculate your data.

Want more?

Create a PivotTable to analyze external data

Create a PivotTable to analyze data in multiple tables

Show different calculations in PivotTable value fields

Create a PivotChart

Available chart types

You can analyze PivotTable data in many ways.

One of the most common ways is sorting, it helps you quickly see trends in your data.

Right-click a value, such as the Grand Total for the Arts & Photography genre, point to Sort, click Sort Largest to Smallest, and the Genres are sorted from the largest to smallest Grand Total Sales amounts.

On the Quick Access Toolbar, click Undo, to undo the sort.

You can also filter your PivotTable. It helps you focus on the data you want to analyze.

Click the down-arrow next to Row Labels. Since we clicked the down-arrow for a label, point to Label Filters.

Click an option, such as Begins With. Type your criteria, such as the letter c, and click OK. And only genres of books that start with "c" are displayed.

To remove the filter, click the down arrow again, it now looks like a funnel because a filter is applied. And click Clear Filter from "Genre".

Slicers are one of the best ways to filter your PivotTable data.

For information about using slicers, see the 4th video in this course-- Use slicers, timelines, and PivotCharts to analyze your PivotTable data.

To view only the items in your PivotTable that you want, you can select the cells that contain the items.

These can be text or dates under Row Labels. You can't use numbers.

Right-click them (Genres in this example), point to Filter, click Keep Only Selected Items, and only the selected Genres are displayed.

To show only the three genres with the highest Grand Totals, right-click a Genre, point to Filter, click Top 10-- I know, clicking Top 10 to see the Top 3 doesn't seem to make sense, but look.

Change 10 to 3, click OK, and the top three genres are displayed.

Until now, the values in the PivotTable have been displayed as the sum of the Sales Amount field, but you can use other functions.

For example, right-click a cell in the Grand Total column, point to Summarize Values By (there are a lot of options, such as Min and Max), click an option (such as Average), and now the values in the PivotTable are summarized as averages.

You can see that the average Arts & Photography Sales is $1400.

In addition to summarizing the Sales figures, you can show them as a calculation.

For example, right-click a cell in the Grand Total column, point to Show Values As (there are a lot of options, such as % of Row Total and % of Column Total). Pick an option (such as % of Grand Total), and you can see that Arts & Photography represents a little over 10% of Sales and how each store contributes to that figure.

For more information about calculations in PivotTables, see the link in the course summary.

Up next: Use slicers, timelines, and PivotCharts to analyze your PivotTable data.

Change the font on a datasheet

You can assign one font, font size, and font style for the entire datasheet. Changes to the font on the datasheet do not affect the fonts in the chart.

1. Switch to the datasheet.

   How?

2. On the Formatting toolbar, click a button for the format you want.

To make text	Click
A different font	The font you want in the Font box
A different font size	The font size you want in the Font Size box
Bold	Bold
Italic	Italic
Underlined	Underline

Note: Microsoft Graph automatically adjusts the height of datasheet rows to fit the font size you specify.

Enterprise Pools and Standard Edition Servers

In Office Communications Server, servers are organized under the Enterprise pools node and Standard Edition Servers node in the console tree.

The Enterprise pools node in the console tree contains every Enterprise pool in the forest that has been prepared for Office Communications Server 2007 R2, each of which and includes at least one Enterprise Edition server.

The Standard Edition Servers node in the console tree contains each Standard Edition server that has been prepared for Office Communications Server 2007 R2, organized by pool name. For Standard Edition servers, the pool name is the same as the server name.

To view and manage pools and servers in either of these nodes, expand the node.

Learn More Online

Click to expand or collapse

The nodes shown for servers in Enterprise pools are dependent on the View Options setting, which is configured at the top node of Office Communications Server.

• If the View Options setting is Organize servers by role, servers are organized by the following roles:

  • Front Ends. This node contains all computers that have Office Communications Server 2007 R2 Front End Server role installed and are assigned to the pool.

  • Web Conferencing. This node contains all computers that have Office Communications Server 2007 R2 Web Conferencing Server role installed and are assigned to the pool.

  • A/V Conferencing. This node contains all computers that have Office Communications Server 2007 R2 A/V Conferencing Server role installed and are assigned to the pool.

  • Web Components. This node contains all computers that have Office Communications Server 2007 R2 Web Components Server role installed and are assigned to the pool.

  • Application Sharing. This node contains all computers that have Office Communications Server 2007 R2 Application Sharing Conferencing Server role installed and are assigned to the pool.

  • Applications. This node contains all computers that have unified communications applications and the application server installed and are assigned to the pool.

    If multiple roles are installed on a server, the server is listed under each of these roles.

• If the View Options setting is Organize servers as a list, servers are organized by server name, not grouped by server role.

You manage each Enterprise pool and Standard Edition server by configuring server settings, including server settings for specific server roles in an Enterprise pool. Additionally, to configure settings that apply to all pools and servers in your environment, you can configure Global Properties at the forest level.

For details about managing Enterprise pools and Standard Edition servers on the Web, see the Operations section of the Office Communications Server Technical Library.

Create a Venn diagram

You can create a SmartArt graphic that uses a Venn diagram layout in Excel, Outlook, PowerPoint, and Word. Venn diagrams are ideal for illustrating the similarities and differences between several different groups or concepts.

Overview of Venn diagrams

A Venn diagram uses overlapping circles to illustrate the similarities, differences, and relationships between concepts, ideas, categories, or groups. Similarities between groups are represented in the overlapping portions of the circles, while differences are represented in the non-overlapping portions of the circles.

1 Each large group is represented by one of the circles.

2 Each overlapping area represents similarities between two large groups or smaller groups that belong to the two larger groups.

Newer versions Office 2010 Office 2007

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What do you want to do?

Create a Venn diagram

1. On the Insert tab, in the Illustrations group, click SmartArt.

   

   An example of the Illustrations group on the Insert tab in PowerPoint 2013

2. In the Choose a SmartArt Graphic gallery, click Relationship, click a Venn diagram layout (such as Basic Venn), and then click OK.

   
   Basic Venn layout

Add text to a Venn diagram

Add text to the main circles

1. Select a shape in the SmartArt graphic.

2. Do one of the following:

   • In the Text pane, click [Text] in the pane, and then type your text (or select a bullet and type your text).

   • Copy text from another location or program, click [Text] in the Text pane, and then paste your text.

   • Click a circle in the SmartArt graphic, and then type your text.

   Note: If you do not see the Text pane, you can open it by clicking the control on the left side of the SmartArt graphic.

   

Add text to the overlapping portions of the circles

You cannot add text to the overlapping portions of a Venn diagram from the Text pane. Instead, you can insert text boxes and position them over the overlapping areas.

In Excel, Outlook, and Word:

1. On the Insert tab, in the Text group:

   • In Excel click Text Box.

   • In Outlook, click Text Box, and then click Draw Text Box.

   • In Word, click Text Box, and then at the bottom of the gallery, click Draw Text Box.

2. Then do the following:

   • Click and drag in an overlapping circle. Draw the text box the size you want.

   • To add text, click inside the box and type.

   • To change the background color from white to the color of the overlapping circle, right-click the text box, and then select Format Shape.

   • In the Format Shape pane, under Fill, select No fill.

   • To delete the lines around the text box, with the text box still selected, click Line in the Format Shape pane, and then select No line.

     Notes: 

     • To position the text box, click it, and then when the pointer becomes crossed arrows ( ), drag the text box to where you want it.

     • To format text in the text box, select the text, and then use the formatting options in the Font group on the Home tab.

In PowerPoint:

1. On the Insert tab, in the Text group, click Text Box.

2. Click and drag in an overlapping circle. Draw the text box the size you want.

3. To add text, click inside the box and type.

Add or delete circles in your Venn diagram

1. Click the existing circle that is located closest to where you want to add the new circle.

2. Under SmartArt Tools, on the Design tab, in the Create Graphic group, click the arrow next to Add Shape.

   

   If you don't see the SmartArt Tools or Design tabs, make sure that you've selected the SmartArt graphic. You may need to double-click the SmartArt graphic in order to open the Design tab.

3. Do one of the following:

   • To insert a circle after the selected circle, that will overlap the selected circle, click Add Shape After.

   • To insert a circle before the selected circle, that will overlap the selected circle, click Add Shape Before.

Notes: 

• When you want to add a circle to your Venn diagram, experiment with adding the shape before or after the selected circle to get the placement you want for the new circle.

• To add a circle from the Text pane, click an existing circle, move your pointer before or after the text where you want to add the circle, and then press Enter.

• To delete a circle from your Venn diagram, click the circle you want to delete, and then press Delete.

Move a circle in your Venn diagram

• To move a circle, click the circle, and then drag it to its new location.

• To move a circle in very small increments, hold down CTRL while you press the arrow keys on your keyboard.

Change to a different Venn diagram layout

1. Right-click the Venn diagram that you want to change

2. Click a layout option in the Layouts group on the Design tab under SmartArt Tools. When you point to a layout option, your SmartArt graphic changes to show you a preview of how it would look with that layout. Choose the layout that you want.

   • To show overlapping relationships in a sequence, click Linear Venn.

     

   • To show overlapping relationships with an emphasis on growth or gradation, click Stacked Venn.

     

   • To show overlapping relationships and the relationship to a central idea, click Radial Venn.

     

Change the colors of your Venn diagram

To quickly add a designer-quality look and polish to your SmartArt graphic, you can change the colors of your Venn diagram. You can also add effects, such as glows, soft edges, or 3-D effects.

You can apply color combinations that are derived from the theme colors to the circles in your SmartArt graphic.

Click the SmartArt graphic whose color that you want to change.

• Under SmartArt Tools, on the Design tab, in the SmartArt Styles group, click Change Colors.

  

  If you don't see the SmartArt Tools or Design tabs, make sure that you've selected the SmartArt graphic.

Tip: When you position your pointer over a thumbnail, you can see how the colors affect your SmartArt graphic.

Change the line color or style of a circle's border

1. In the SmartArt graphic, right-click the border of the circle you want to change, and then click Format Shape.

2. In the Format Shape pane, if necessary, click the arrow next to Line to expose all the options, and then do one of the following:

   • To change the color of the circle's border, click Color , and then click the color that you want.

   • To change the line style of the circle's border, select the line styles that you want, such as Transparency, Width, or Dash Type.

Change the background color of a circle in your Venn diagram

Click the SmartArt graphic that you want to change.

1. Right-click the border of a circle, and then click Format Shape.

2. In the Format Shape pane, under Fill, click Solid fill.

3. Click Color , and then click the color that you want.

   • To change the background to a color that is not in the theme colors, click More Colors, and then either click the color that you want on the Standard tab or mix your own color on the Custom tab. Custom colors and colors on the Standard tab are not updated if you later change the document theme.

   • To increase the transparency of the shapes in the diagram, move the Transparency slider or enter a number in the box next to the slider. You can vary the percentage of transparency from 0% (fully opaque, the default setting) to 100% (fully transparent).

     Note: You can change the color of a shape, shape border, or entire SmartArt graphic.

Apply a SmartArt Style to your Venn diagram

A SmartArt Style is a combination of various effects, such as line style, bevel, or 3-D rotation that you can apply to the circles in your SmartArt graphic to create a unique look.

Click the SmartArt graphic that you want to change.

• Under SmartArt Tools, on the Design tab, in the SmartArt Styles group, click the SmartArt Style that you want.

  

  To see more SmartArt Styles, click the More button .

Note: When you position your pointer over a thumbnail, you can see how the SmartArt Style affects your SmartArt graphic.

Tip: If you're using PowerPoint 2013 or PowerPoint 2016, you can animate your Venn diagram to emphasize each circle. For more information, see Animate a SmartArt graphic.

See Also

Choose a SmartArt graphic

Learn more about SmartArt Graphics

Change the color of a shape, shape border, or entire SmartArt graphic

Add shapes

What do you want to do?

Create a Venn diagram

1. On the Insert tab, in the Illustrations group, click SmartArt.

   

2. In the Choose a SmartArt Graphic gallery, click Relationship, click a Venn diagram layout (such as Basic Venn), and then click OK.

Add text to a Venn diagram

Add text to the main circles

1. Select the SmartArt graphic.

2. Under SmartArt Tools, on the Design tab, in the Create Graphic group, click Text Pane.
   
   If you do not see SmartArt Tools or the Design tab, make sure that you have selected a SmartArt graphic. You may need to double-click the SmartArt graphic to open the Design tab.

3. Do one of the following:

4. Click [Text] in the Text pane, and then type your text.

5. Copy text from another location or program, click [Text] in the Text pane, and then paste your text.

6. Click a circle in the SmartArt graphic, and then type your text.

7. In the Text pane, under Type your text here, select a bullet and type your text.

Note: You can also open the Text pane by clicking the control.

Add text to the overlapping portions of the circles

You cannot add text to the overlapping portions of a Venn diagram from the Text pane. Instead, you can insert text boxes and position them over the overlapping areas.

To insert a text box, do the following:

1. On the Insert tab, in the Text group, click Text Box.

2. Drag to draw a text box.

3. Select the text box and type your text.

4. Position the text box over the overlapping area of the circles.

Add or delete circles in your Venn diagram

1. Click the SmartArt graphic that you want to add another circle to.

2. Click the existing circle that is located closest to where you want to add the new circle.

3. Under SmartArt Tools, on the Design tab, in the Create Graphic group, click the arrow next to Add Shape.

   

   If you don't see the SmartArt Tools or Design tabs, make sure that you've selected the SmartArt graphic. You may need to double-click the SmartArt graphic in order to open the Design tab.

4. Do one of the following:

   • To insert a circle after the selected circle, that will overlap the selected circle, click Add Shape After.

   • To insert a circle before the selected circle, that will overlap the selected circle, click Add Shape Before.

• When you want to add a circle to your Venn diagram, experiment with adding the shape before or after the selected circle to get the placement you want for the new circle.

• To add a circle from the Text pane, click an existing circle, move your pointer before or after the text where you want to add the circle, and then press ENTER.

• To delete a circle from your Venn diagram, click the circle you want to delete, and then press DELETE.

Move a circle in your Venn diagram

• To move a circle, click the circle, and then drag it to its new location.

• To move a circle in very small increments, hold down CTRL while you press the arrow keys on your keyboard.

Change to a different Venn diagram layout

1. Right-click the Venn diagram that you want to change, and then click Change Layout.

2. In the Choose a SmartArt Graphic dialog box, click Relationship in the left pane, and in the right pane do one of the following:

   • To show overlapping relationships in a sequence, click Linear Venn.

     

   • To show overlapping relationships with an emphasis on growth or gradation, click Stacked Venn.

     

   • To show overlapping relationships and the relationship to a central idea, click Radial Venn.

Note: You can also change the layout of your SmartArt graphic by clicking a layout option in the Layouts group on the Design tab under SmartArt Tools. When you point to a layout option, your SmartArt graphic changes to show you a preview of how it would look with that layout.

Change the colors of your Venn diagram

To quickly add a designer-quality look and polish to your SmartArt graphic, you can change the colors of your Venn diagram. You can also add effects, such as glows, soft edges, or 3-D effects.

You can apply color combinations that are derived from the theme colors to the circles in your SmartArt graphic.

Click the SmartArt graphic whose color that you want to change.

1. Under SmartArt Tools, on the Design tab, in the SmartArt Styles group, click Change Colors.

   

   If you don't see the SmartArt Tools or Design tabs, make sure that you've selected the SmartArt graphic.

Tip: When you position your pointer over a thumbnail, you can see how the colors affect your SmartArt graphic.

Change the line color or style of a circle's border

1. In the SmartArt graphic, right-click the border of the circle you want to change, and then click Format Shape.

2. In the Format Shape dialog box, do one of the following:

   • To change the color of the circle's border, click Line Color in the left pane, in the Line Color pane, click Color , and then click the color that you want.

   • To change the line style of the circle's border, click Line Style in the left pane, in the Line Style pane, and then select the line styles that you want.

Change the background color of a circle in your Venn diagram

Click the SmartArt graphic that you want to change.

1. Right-click the border of a circle, and then click Format Shape.

2. In the Format Shape dialog box, in the left pane click Fill, and then in the Fill pane click Solid fill.

3. Click Color , and then click the color that you want.

   • To change the background to a color that is not in the theme colors, click More Colors, and then either click the color that you want on the Standard tab or mix your own color on the Custom tab. Custom colors and colors on the Standard tab are not updated if you later change the document theme.

   • To increase the transparency of the shapes in the diagram, move the Transparency slider or enter a number in the box next to the slider. You can vary the percentage of transparency from 0% (fully opaque, the default setting) to 100% (fully transparent).

Apply a SmartArt Style to your Venn diagram

A SmartArt Style is a combination of various effects, such as line style, bevel, or 3-D rotation that you can apply to the circles in your SmartArt graphic to create a unique look.

Click the SmartArt graphic that you want to change.

1. Under SmartArt Tools, on the Design tab, in the SmartArt Styles group, click the SmartArt Style that you want.

   

   To see more SmartArt Styles, click the More button .

• When you position your pointer over a thumbnail, you can see how the SmartArt Style affects your SmartArt graphic.

Animate your Venn diagram

If you're using PowerPoint 2010, you can animate your Venn diagram to emphasize each circle. For more information about how to animate a SmartArt graphic, see Animate your SmartArt graphic.

1. Click the Venn diagram that you want to animate.

2. On the Animations tab, in the Animation group, click the More button , and then click the animation that you want.

3. To make each circle in the Venn diagram enter in sequence, on the Animations tab, in the Animation group, click Effect Options, and then click One by One.

Note: If you copy a Venn diagram that has an animation applied to it to another slide, the animation is also copied.

See Also

Choose a SmartArt graphic layout

What do you want to do?

Create a Venn diagram

1. On the Insert tab, in the Illustrations group, click SmartArt.

   

2. In the Choose a SmartArt Graphic gallery, click Relationship, click a Venn diagram layout (such as Basic Venn), and then click OK.

3. To enter text to define a circle, do one of the following:

   • Click [Text] in the Text pane, and then type your text.

   • Copy text from another location or program, click [Text] in the Text pane, and then paste your text.

     Note: If the Text pane is not visible, click the control.

     

   • Click a circle in the SmartArt graphic, and then type your text.

Add or delete circles in your Venn diagram

1. Click the SmartArt graphic that you want to add another circle to.

2. Click the existing circle that is located closest to where you want to add the new circle.

3. Under SmartArt Tools, on the Design tab, in the Create Graphic group, click the arrow under Add Shape.

   

   If you don't see the SmartArt Tools or Design tabs, make sure that you've selected the SmartArt graphic.

4. Do one of the following:

   • To insert a circle after the selected circle, that will overlap the selected circle, click Add Shape After.

   • To insert a circle before the selected circle, that will overlap the selected circle, click Add Shape Before.

• When you need to add a circle to your Venn diagram, experiment with adding the shape before or after the selected circle to get the placement you want for the new circle. It's simple to fix common SmartArt mistakes.

• To add a circle from the Text pane, click an existing circle, move your cursor before or after the text where you want to add the circle, and then press ENTER.

• To delete a circle from your Venn diagram, click the circle you want to delete, and then press DELETE.

Move a circle in your Venn diagram

• To move a circle, click the circle, and then drag it to its new location.

• To move a circle in very small increments, hold down CTRL while you press the arrow keys on your keyboard.

Change to a different Venn diagram layout

1. Right-click the Venn diagram that you want to change, and then click Change Layout.

2. Click Relationship, and then do one of the following:

   • To show overlapping relationships in a sequence, click Linear Venn.

     

   • To show overlapping relationships with an emphasis on growth or gradation, click Stacked Venn.

     

   • To show overlapping relationships and the relationship to a central idea, click Radial Venn.

Note: You can also change the layout of your SmartArt graphic by clicking a layout option in the Layouts group on the Design tab under SmartArt Tools. When you point to a layout option, your SmartArt graphic changes to show you a preview of how it would look with that layout.

Change the colors of your Venn diagram

To quickly add a designer-quality look and polish to your SmartArt graphic, you can change the colors or apply a SmartArt Style to your Venn diagram. You can also add effects, such as glows, soft edges, or 3-D effects. Using PowerPoint 2007 presentations, you can animate your Venn diagram.

You can apply color combinations that are derived from the theme colors to the circles in your SmartArt graphic.

1. Click the SmartArt graphic whose color you want to change.

2. Under SmartArt Tools, on the Design tab, in the SmartArt Styles group, click Change Colors.

   

   If you don't see the SmartArt Tools or Design tabs, make sure that you've selected the SmartArt graphic.

Tip: When you place your pointer over a thumbnail, you can see how the colors affect your SmartArt graphic.

Change the line color or style of a circle's border

1. In the SmartArt graphic, right-click the border of the circle you want to change, and then click Format Shape.

2. To change the color of the circle's border, click Line Color, click Color , and then click the color that you want.

3. To change the style of the circle's border, click Line Style, and then choose the line styles you want.

Change the background color of a circle in your Venn diagram

1. Click the SmartArt graphic you want to change.

2. Right-click the border of a circle, and then click Format Shape.

3. Click Fill, and then click Solid fill.

4. Click Color , and then click the color that you want.

To change the background to a color that is not in the theme colors, click More Colors, and then either click the color that you want on the Standard tab or mix your own color on the Custom tab. Custom colors and colors on the Standard tab are not updated if you later change the document theme.

To specify how much you can see through the background color, move the Transparency slider, or enter a number in the box next to the slider. You can vary the percentage of transparency from 0% (fully opaque, the default setting) to 100% (fully transparent).

Apply a SmartArt Style to your Venn diagram

A SmartArt Style is a combination of various effects, such as line style, bevel, or 3-D, that you can apply to the circles in your SmartArt graphic to create a unique and professionally designed look.

1. Click the SmartArt graphic you want to change.

2. Under SmartArt Tools, on the Design tab, in the SmartArt Styles group, click the SmartArt Style that you want.

   

   To see more SmartArt Styles, click the More button .

• When you place your pointer over a thumbnail, you can see how the SmartArt Style affects your SmartArt graphic.

• You can also customize your SmartArt graphic by moving circles, resizing circles, adding a fill or effect, and adding a picture.

Animate your Venn diagram

If you're using Microsoft Office PowerPoint 2007, you can animate your Venn diagram to emphasize each circle.

1. Click the Venn diagram that you want to animate.

2. On the Animations tab, in the Animations group, click Animate, and then click One by one.

   

Note: If you copy a Venn diagram that has an animation applied to it to another slide, the animation is also copied.

See Also

Choose a SmartArt graphic layout

Committed Portfolio Selection Decision (Cost) (project field)

The Committed Portfolio Selection Decision (Cost) field shows the result of a cost constraint analysis on a project. You can choose Selected, Unselected, Forced-In/Out, or Custom Forced-In/Out.

Data Type    Enumerated

Entry Type    Calculated

Best Uses    By working through a cost constraint analysis as part of a Portfolio Selection Scenario, you can choose which projects to invest in based on the value-to-cost ratio indicated by portfolio-level cost constraints. You can save multiple Portfolio Selection Scenarios, including various models for cost constraints, for further analysis.

After a cost constraint Portfolio Selection Scenario is committed, the selection decision for each project is saved in the Committed Portfolio Selection Decision (Cost) field for each project. The commitment decision is shown as Selected, Unselected, Forced-in, or Forced-out. There might an additional custom value for a Forced-in or Forced-out decision based on a custom lookup table that lists reasons for a Forced-in or Forced-out decision.

You can add the Committed Portfolio Selection Decision (Cost) field to Project Center views, reports, and project field Web Parts for review by project and portfolio stakeholders. By doing this, you and others on the team can see the commitment decision that was made as a result of the cost analysis.

Example    As a result of working through the Portfolio Strategy process, you have asked Microsoft Project Server to run a high-level cost constraint analysis on the proposed "Develop SOX-compliant auditing mechanism" project. When you decide to commit to this project, you see that the Committed Portfolio Selection Decision (Cost) field displays "Forced-In" because this project is part of a regulatory requirement.

Remarks     In Project Web App you can add this field to a Project Center summary view, for example.