Create the Excel workbook for the Graph/Report

1. Create your search within the Governance Portal and download the results to Excel.

   Notes: You can save the search results to an Excel worksheet by clicking the Export To Excel icon in the search interface. See View Search Results for more details. Remember to change the Save As Type field to Microsoft Excel Workbook when saving the search results. Users can put extra data on the Worksheet that is not included in the search, but that data will need to be to the right of the columns that contain the search data.

2. Save and open your Excel workbook and create a PivotChart Report in Excel.

   Note: Microsoft Excel 07 has added additional warning boxes when opening a file. Click Yes if you receive the following dialog box to continue creating your Pivot Table.

   

3. Follow the steps in Excel to create your Pivot Chart Report
   • Microsoft Excel 2003 – PivotChart Report Instructions

     Make sure that the Excel workbook has been previously saved and closed before you create the report.

     1. Select Data > PivotTable and PivotChart Report from the drop-down menu.
     2. Step 1 of 3: select Microsoft Office Excel List or Database as the data you wish to analyze, select PivotChart Report (with PivotTable Report as the report you want to create, and click Next.
     3. Step 2 of 3: Select the Entire Columns as the data you wish to use in the search (e.g. $A:$D would represent columns A-D) and click Next.
     4. Step 3 of 3: Click New Worksheet for where you want to put the PivotTable report and click Finish.
     5. With the PivotTable open, select Options from the Pivot Chart Drop-down menu on the PivotTable toolbar, and select the Refresh on Open check box, and click OK.
     6. Save and close the Excel workbook

        

     7. The PivotChart will appear in a separate tab. Modify/format the PivotChart information in the way you want it to be viewed.

     Note: Check Microsoft’s Excel documentation for more information on formatting PivotCharts.

   • Microsoft Excel 2007 – PivotChart Report Instructions
     1. Select the cells (the entire columns) within your Excel file to use as the data source (e.g. $A:$D would represent columns A-D).
     2. Click Insert > Pivot Tables from the ribbon. Do not select Pivot Chart.
     3. Utilizing the Pivot Table dialog box, drag fields to the four areas of the pivot table to determine how your data will display in the table.
     4. Create the Pivot Chart by selecting Pivot Chart under Pivot Table Tools > Options > Tools. Then select your desired chart type.
     5. With the Pivot Table open, click Options > Pivot Table Options from the ribbon. Select the Refresh Data When Opening the File check box on the Data tab.
     6. Save and close the Excel workbook
   • Note: Do not change the names of the columns in the Excel Workbook. The columns must remain the same to match up with the data in the Governance Portal.