How to Create and Use Google Sheets Pivot Table A Comprehensive Guide

November 16, 2023 453 views

Navigating the intricacies of Google Sheets Pivot Table can be daunting. In this guide, we simplify the process, offering insights and personal experiences after each method. Let's delve into the world of data manipulation.

Part 1:What Is Sheets Pivot Table in Google Sheets?

A Sheets pivot table in Google Sheets is a powerful data analysis tool that allows you to summarize and analyze large sets of data. It can help you to identify trends, patterns, and outliers in your data, and to gain insights that would not be easy to see otherwise.

Pivot tables work by aggregating your data into a new table, where each cell in the new table contains a summary of the data in the original table. You can choose to summarize your data in a variety of ways, such as by counting the number of rows in each column, by averaging the values in each column, or by calculating the sum of the values in each column.

Importance of Sheets Pivot Table

Sheets pivot tables are important because they can help you to:

  • Make sense of large and complex data sets.

  • Identify trends and patterns in your data.

  • Spot outliers and anomalies in your data.

  • Gain insights into your data that would not be easy to see otherwise.

  • Communicate your findings to others in a clear and concise way.

Benefits of using Google Sheets pivot table

  1. Simplifies Large Datasets: Condenses and organizes extensive datasets for easier comprehension.

  2. Enhances Clarity: Provides a clear and concise view, making it easier to identify patterns and trends.

  3. Quick Data Summarization: Enables rapid summarization and aggregation of complex data.

  4. Dynamic Data Exploration: Facilitates interactive exploration by allowing users to rearrange, filter, and manipulate data.

  5. Flexibility: Adapts easily to changes in data, ensuring ongoing relevance and applicability.

  6. Efficiency: Streamlines the data analysis process, saving time and effort.

  7. Adaptable to New Data: Allows for seamless integration of new data, ensuring continuous analysis.

  8. Informed Decision-Making: Empowers users to make informed decisions based on a deeper understanding of their data.

These benefits collectively make Google Sheets Pivot Table a valuable tool for efficient and effective data analysis.

Part 2: How to Create and Use Google Sheets Pivot Table

Creating and utilizing a Google Sheets Pivot Table is a straightforward process that significantly enhances data analysis. Follow this step-by-step guide for a seamless experience:

Step 1: Open Google Sheets Begin by opening the Google Sheets document containing the data you want to analyze.

Step 2: Select Your Data Highlight the data range you intend to include in your Pivot Table. Ensure your data is well-organized with clear headers.

Step 3: Navigate to "insert" Locate the "insert" tab in the menu at the top of the screen. Click on it to reveal a dropdown menu.

Step 4: Click "Pivot Table" Within the "Data" dropdown menu, select "Pivot Table." This action will prompt a new window to appear.

Step 5: Configure Your Pivot Table In the new window, you will see options to arrange your Pivot Table. Drag and drop fields into the "Rows" and "Columns" areas. For analysis, use the "Values" section to aggregate data.

Step 6: Utilize "Values" Field Drag the relevant data field (e.g., sum, average) to the "Values" section. This defines how the data will be summarized.

Step 7: Explore Additional Settings Experiment with additional settings such as filters and sorting options to tailor the Pivot Table to your specific analysis needs.

Step 8: Review and Confirm Review your Pivot Table to ensure it accurately reflects your data analysis requirements. Confirm your selections.

Step 9: Save and Share Once satisfied, save your Google Sheets document. Share it with collaborators if needed.

Part 3: How to Customize Pivot Table in Google Sheets 

Customizing your Google Sheets Pivot Table allows for a tailored analysis, ensuring you extract precisely the insights you need. Follow this step-by-step guide, enriched with bold keywords and accompanying screenshots:

Step 1: Access Your Pivot Table Open your Google Sheets document and navigate to the sheet containing your Pivot Table.

Step 2: Click on the Pivot Table Click directly on any cell within your Pivot Table to activate the customization options.

Step 3: Modify Rows and Columns To make adjustments to the layout, drag and drop fields between the "Rows" and "Columns" areas as needed.

Step 4: Utilize "Values" Field Drag different data fields into the "Values" area to experiment with various calculations and summarization options.

Step 5: Apply Filters Click on the drop-down arrow next to a field name within the "Rows" or "Columns" area to apply filters. This helps refine your data.

Step 6: Sort Data Arrange your data by sorting columns in ascending or descending order to spotlight specific trends.

Step 7: Adjust Formatting Click on any cell in the Pivot Table, then navigate to the "Format" tab to customize cell formatting options such as text and background color.

Step 8: Explore Conditional Formatting Enhance visualization by applying conditional formatting. This feature allows cells to change appearance based on predefined rules.

Step 9: Review and Save Review your customized Pivot Table to ensure it meets your analysis requirements. Save your document to preserve changes.

Step 10: Share Your Customized Pivot Table Share your document with collaborators, ensuring they can access the customized Pivot Table.

Part 4: Best Free Alternative to Google Sheets - WPS Spreadsheet

WPS Office is a free and open-source office suite that includes word processing, spreadsheet, presentation, and PDF editing software. It is compatible with Microsoft Office file formats and offers a variety of features, including:

  • Free to download and use: WPS Office is completely free to download and use, with no ads or in-app purchases.

  • Compatible with Microsoft Office file formats: WPS Office can open, edit, and save Microsoft Office documents, spreadsheets, and presentations.

  • Delicate template store: WPS Office includes a large library of templates for documents, spreadsheets, and presentations.

  • Other relevant features: WPS Office also includes a variety of other features, such as a cloud storage integration, a PDF converter, and a formula checker.

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    • Use Word, Excel, and PPT for FREE, No Ads.

    • Edit PDF files with the powerful PDF toolkit.

    • Microsoft-like interface. Easy to learn. 100% Compatibility.

    • Boost your productivity with WPS's abundant free Word, Excel, PPT, and CV templates.

How to Create and Use Sheets Pivot Table In WPS Office

To create a pivot table in WPS Office, follow these steps:

Step 1: Select the data range that you want to analyze.

Step 2: Click Insert > PivotTable.

Step 3: In the Create PivotTable dialog box, select the location where you want to insert the pivot table.

Step 4: Click Create.

The PivotTable Editor will open. To add rows and columns to your pivot table, drag and drop fields from the PivotTable Fields pane to the Rows and Columns areas.

To add values to your pivot table, drag and drop fields from the PivotTable Fields pane to the Values area. You can also choose to summarize your data in a variety of ways, such as by counting the number of rows in each column, by averaging the values in each column, or by calculating the sum of the values in each column.

Is WPS Office Useful and How?

WPS Office is a useful office suite for a variety of reasons, including:

  • It is free to download and use, with no ads or in-app purchases.

  • It is compatible with Microsoft Office file formats, making it easy to share and collaborate on documents with others.

  • It offers a variety of features, including a delicate template store, cloud storage integration, and a formula checker.

  • It is lightweight and fast, making it ideal for use on older or slower computers.


Q1:What data can I use in a Pivot Table?

You can use a wide range of data in a Pivot Table, including text, numbers, dates, and more. Ensure that your data is organized with column headers for the best results. The flexibility of a Pivot Table allows users to analyze various types of information, making it a versatile tool for data interpretation.

Q2:Can I refresh a Pivot Table if my data changes?

Yes, you can easily refresh a Pivot Table if your data changes. Right-click on the Pivot Table, and select "Refresh." This functionality ensures that your analysis stays up-to-date, reflecting any modifications made to the underlying dataset without the need for manual adjustments.

Q3:Can I add calculated fields or custom formulas to a pivot table?

Yes, Google Sheets allows you to create calculated fields in a Pivot Table by using the "Calculated Field" feature. This allows you to perform custom calculations based on the existing data. The ability to add calculated fields or custom formulas enhances the analytical capabilities of Pivot Tables, enabling users to derive specific insights tailored to their data analysis needs.


This comprehensive guide walks users through the creation and customization of Google Sheets Pivot Tables, offering step-by-step instructions, highlighted keywords, and screenshots for clarity. Emphasizing simplicity and effectiveness, the article underscores the significance of WPS Office as a robust alternative. With features, compatibility, and a user-friendly experience, WPS Office stands out as a powerful choice for those engaging in data analysis, providing a seamless and efficient platform for manipulating and interpreting datasets.

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.