Report manager for excel

How to Create a Report in Excel

Using charts, graphs, and pivot tables makes it easy

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What to Know

• Create a report using charts: Select Insert >Recommended Charts, then choose the one you want to add to the report sheet.
• Create a report with pivot tables: Select Insert >PivotTable. Select the data range you want to analyze in the Table/Range field.
• Print: Go to File >Print, change the orientation to Landscape, scaling to Fit All Columns on One Page, and select Print Entire Workbook.

This article explains how to create a report in Microsoft Excel using key skills like creating basic charts and tables, creating pivot tables, and printing the report. The information in this article applies to Excel 2019, Excel 2016, Excel 2013, Excel 2010, and Excel for Mac.

Creating Basic Charts and Tables for an Excel Report

Creating reports usually means collecting information and presenting it all in a single sheet that serves as the report sheet for all of the information. These report sheets should be formatted in a way that’s easy to print as well.

One of the most common tools people use in Excel to create reports is the chart and table tools. To create a chart in an Excel report sheet:

Select Insert from the menu, and in the charts group, select the type of chart you want to add to the report sheet.

In the Chart Design menu, in the Data group, select Select Data.

Select the sheet with the data and select all cells containing the data you want to chart (include headers).

The chart will update in your report sheet with the data. The headers will be used to populate the labels in the two axis.

Repeat the above steps to create new charts and graphs that appropriately represent the data you want to show in your report. When you need to create a new report, you can just paste the new data into the data sheets, and the charts and graphs update automatically.

There are different ways to lay out a report using Excel. You can include graphs and charts on the same page as tabular (numeric) data, or you can create multiple sheets so visual reporting is on one sheet, tabular data is on another sheet, and so on.

Using PivotTables to Generate a Report From an Excel Spreadsheet

Pivot tables are another powerful tool for creating reports in Excel. Pivot tables help with digging more deeply into data.

Select the sheet with the data you want to analyze. Select Insert > PivotTable.

In the Create PivotTable dialogue, in the Table/Range field, select the range of data you want to analyze. In the Location field, select the first cell of the worksheet where you want the analysis to go. Select OK to finish.

This will launch the pivot table creation process in the new sheet. In the PivotTable Fields area, the first field you select will be the reference field.

In this example, this pivot table will show website traffic information by month. So, first, you’d select Month.

Next, drag the data fields you want to show data for into the values area of the PivotTable fields pane. You’ll see the data imported from the source sheet into your pivot table.

The pivot table collates all of the data for multiple items by adding them (by default). In this example, you can see which months had the most page views. If you want a different analysis, just select the drop-down arrow next to the item in the Values pane, then select Value Field Settings.

In the Value Field Settings dialog box, change the calculation type to whichever you prefer.

This will update the data in the pivot table accordingly. Using this approach, you can perform any analysis you like on source data, and create pivot charts that display the information in your report in the way you need.

How to Print Your Excel Report

You can generate a printed report from all the sheets you created, but first you need to add page headers.

Select Insert > Text > Header & Footer.

Type the title for the report page, then format it to use larger than normal text. Repeat this process for each report sheet you plan to print.

Next, hide the sheets you don’t want included in the report. To do this, right-click the sheet tab and select Hide.

To print your report, select File > Print. Change orientation to Landscape, and scaling to Fit All Columns on One Page.

Select Print Entire Workbook. Now when you print your report, only the report sheets you created will print as individual pages.

You can either print your report out on paper, or print it as a PDF and send it out as an email attachment.

Open an Excel spreadsheet, turn off gridlines, and enter your basic expense report information, such as a title, time period, and employee name. Add data columns for Date and Description, and then add columns for expense specifics, such as Hotel, Meals, and Phone. Enter your information and create an Excel table.

To use Excel’s scenario manager function, select the cells with the information you’re exploring, and then go to the ribbon and select Data. Select What-If Analysis > Scenario Manager. In the Scenario Manager dialog box, select Add. Name the scenario and change your data to see various outcomes.

In Salesforce, go to Reports and find the report you want to export. Select Export and choose an export view (Formatted Report or Details Only). Formatted Report will export in .xlsx format, while Details Only gives you other choices. Select Export when ready.

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Scenario Manager in Excel

Scenario manager is a what-if analysis tool available in Excel that works on different scenarios. It uses a group of ranges that impact an individual output. Therefore, we can use it to make different scenarios, such as bad and medium, depending on the values present in the range that affect the result.

What is a Scenario Manager in Excel?

• Scenario manager in Excel is a part of three what-if-analysis tools in Excel, which are built-in in Excel. In simple terms, you can see the impact of changing input values without changing the actual data. Like a Data Table in excelData Table In ExcelA data table in excel is a type of what-if analysis tool that allows you to compare variables and see how they impact the result and overall data. It can be found under the data tab in the what-if analysis section.read more , you now input values that must change to achieve a specific goal.
• Scenario manager in Excel allows you to change or substitute input values for multiple cells (maximum up to 32). Therefore, you can view the results of different input values or different scenarios at the same time.
• For example: What if I cut down my monthly traveling expenses? How much will I save? Here, we can store scenarios to apply them with a mouse click.

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How to Use Scenario Manager Analysis Tool in Excel?

Scenario manager is very simple and easy to use in Excel. Let us understand the working of the scenario manager tool in Excel with some examples.

Scenario Manager in Excel – Example #1

A simple example could be your monthly family budget. You will spend on food, travel, entertainment, clothes, etc., and see how these affect your overall budget.

Step 1: Create a below table that shows your list of expenses and income sources.

• In cell B5,you have total income.

• In cell B17,you have total expenses for the month.

• In cell B19,total money left.

You are ending up with only 5,550 after all the expenses. So, it would help if you cut your cost to save more for the future.

Step 2: From the top of Excel, click the Data menu > On the “Data” menu, locate the “Data Tools” panel > Click on the “What-If-Analysis” item and select the “Scenario Manager” in Excel from the menu.

Step 3: When you click on the Scenario Manager below, the dialog box will open.

Step 4: You need to create a new scenario. So, click on the Add button. Then, you will get the below dialog box.

By default, it shows cell C10, which means it is the currently active cell. So, first, type the scenario name in the box as the Actual Budget.

Now, you need to enter which cells your excel sheet will be changing. Nothing will change in this first scenario because this is my actual budget for the month. Still, we need to specify the cells that will be changing.

Now, try to reduce the food expenses and clothes expenses. These are in cells B15 and B13,respectively. Now, the add scenario dialog box should look like this.

Click “OK.” Excel will ask you for some values. Since we do not want any changes to this scenario, click “OK.”

Now, you will be taken back to the scenario manager box. Now, the window will look like this.

Now, one scenario is done and dusted. Next, create a second scenario where you must change your food and clothes expenses.

Click the Add button and give a “Scenario Name” as “Plan 2”. “Changing the cell” will be B15 and B13 (food and cloth expenses).

Now, below, the “Scenario Values” dialog box opens again. This time, we want to change the values. Enter the same ones as in the image below:

These are the new values for our new scenario, Plan 2. Click “OK.” Now, you are back to the Scenario Manager window. Now, we have two scenarios named after Actual Budget and Plan 2.

Click the Add button and give a scenario name as “Plan 3.” “Changing cells” will be B15 and B13 (food and cloth expenses).

Now, below, the “Scenario Values” dialog box opens again. This time, we do want to change the values. Insert the same ones as in the image below:

These are the new values for our new scenario, Plan 3. Click “OK.” Now you are back to the “Scenario Manager” window. Now, you have three scenarios named after Actual Budget, Plan 2, and Plan 3.

As you can see, we have our “Actual Budget,” “Plan 2,” and “Plan 3.” With “Plan 2” selected, click the “Show” button at the bottom. The values in your Excel sheet will change, and we will calculate the new budget. The image below shows what it looks like.

Click on the Actual Budget and the Show button to see the differences. It will display initial values.

Do the same for “Plan 2” to look at the changes.

So, scenario manager in Excel allows you to set different values and identify the significant changes.

How to Create a Summary Report in Excel?

After adding different scenarios, we can create a summary report in Excel from this scenario manager. To create a summary report in Excel, follow the below steps.

• Click on the Data tab from the Excel menu bar.
• Click on What-If-Analysis.
• Under the what-if-analysis, click Scenario Manager in Excel.
• Now, click on Summary.

• Click “OK” to create the summary report in Excel.

• It will create the summary in the new sheet, as shown in the below image.

• It shows the change in savings in three different scenarios. In the first scenario, the savings was 5,550. In the second scenario, savings are increased to 20,550 due to cost cut down in Food & Clothes section, and finally, the third scenario shows the other scenario.
• All right, now we exercised a simple Family Budget Planner. It looks good enough to understand. Perhaps, this is enough to convince your family to change their lifestyle.
• Scenario manager in Excel is a great tool when you need to do sensitivity analysisSensitivity AnalysisSensitivity analysis is a type of analysis that is based on what-if analysis, which examines how independent factors influence the dependent aspect and predicts the outcome when an analysis is performed under certain conditions.read more . You can instantly create the summary report in Excel to compare one plan with the other and decide the best alternative plan to get a better outcome.

Scenario Manager in Excel Example #2: Take the below data and create new scenarios.

Take the below data table and create new scenarios.

The formula used in cell B4 is =B2*B3 & in cell B11 is = B4 – B9.

In addition, your scenarios will look like the one below.

Recommended Articles

This article has been a guide to what is the Scenario Manager in Excel. Here, we walk through examples of scenario managers in Excel and create a summary report along with downloadable Excel templates. You may also look at these useful functions in Excel: –

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