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Using a pivot table on your member roster

Using a pivot table on your member roster

You can slice and dice your Member roster using Pivot Tables so you can learn interesting things about your membership. This is a basic skills level tutorial for how Pivot tables work and how you can use them with your membership roster data. Further information on how to use Pivot Tables can be found on Microsoft’s Support site or other applications like YouTube.

Step-by-step guide

  1. Download your full membership roster

  2. Select INSERT and PIVOT TABLE, then accept the recommended table size

  3. Drag NAME fields down to the VALUES area in the lower right of the screen - this will show you your member count for your whole chapter

  4. Drag MEMBER TYPE down to the ROWS area in the lower right of the screen - this will break down your member count by member type

  5. Drag SECTION ASSIGNMENT, LOCAL ASSIGNMENT, and STATE ASSIGNMENT down to the ROWS area - this will further break down your member counts by state, local, and sections (if you have any).
    TIP: remember that the order of the fields you have in the ROWS area will be the hierarchy for how the data is segmented in the pivot table.

  6. Drag EMERITUS to the COLUMNS area in the lower right of the screen - this will give you the counts for how many people have the emeritus checkbox as TRUE or FALSE.

  7. Double-click on one of the member types in the table (Ex: double click on Architect) and the system will as you how you want to further break down the data into more detail. Select FULL NAME and click OK. - this will let you drill down and see which specific members are the data points for your pivot table.

Google sheets

If you don't have MS Excel, you can do exactly the same thing in Google Sheets using almost these same steps. There will be some differences in where the areas are you drag and drop to/from, but the concepts are very similar.

In google sheets, pivot tables are found under DATA>PIVOT TABLE

 

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