Frequency Distribution in Excel Using Pivot Table & Excel Formulas

How to Create Frequency Distribution in Excel?

Frequency distribution in excel is calculation of the rate of a change happening over a period of time in the data, there are two methods to find the frequency distribution, first we need to categorize our data in data sets and then we can use the array formula frequency function or in the data analysis tab we can use the histogram tool to calculate the frequency distribution. There are two methods to do the same –

Frequency Distribution in Excel using Formulas
Frequency Distribution in Excel using Pivot Table

You can download this Frequency Distribution Excel Template here – Frequency Distribution Excel Template

#1 Create Frequency Distribution using Excel COUNTIF Formula

Let us learn this concept with the help of an example. In a corporate company yearly review was done and everyone got a rating out of 10. There were totally of 50 employees rating was done.

Below is the rating data for 50 employees

Step 1: Now I need to check how many people got a rating from 4 to 6, 6 to 8, and 8 to 10. This time I am not applying pivot table rather I will use COUNTIF function to get the total. Before that, I have created frequency levels like this.

Step 2: I am going ahead and applying the COUNTIF function to get the total count. In cell E2, I mention the COUNTIF function, which counts all the numbers in range A2 to A52 which are less than or equal to 6.

Step 3: In cell E3, I have used the COUNTIFS function, which counts numbers if the number is greater than 6 but less than 8.

Step 4: In cell E4, use COUNTIFS function, which counts numbers if the number is greater than 8 but less than 10.

Conclusion: Now we have results here. 19 employees rating is between 4 to 6, 14 employees rating is between 6 to 8, and 18 employees rating is between 8 to 10.

#2 Frequency Distribution in Excel using Pivot Table

Let us learn this concept with the help of examples.

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Example #1

Let me explain you with an example of a Frequency distribution in Excel. I have units sold data with the price of the product.

Here I need to know between 15 to 30 price range how many units sold, between 31 to 45 how many units sold and so on.

Step 1: Select the data and apply a pivot table.

Step 2: Drag and drop Product Price heading to Rows and Units Sold to Values.

Step 3: Now the pivot summary report should like this.

Step 4: Now right-click on the Product Price column and select Group.

Step 5: Once you click on Group it will open up the below dialogue box.

Step 6: In the Starting at box mention 15 and ending at mention 147 and in By mention 15, because we are creating frequency for every 15^th value. This is our first frequency range.

Step 7: Click on Ok. Pivot grouped values like 15 to 30, 31 to 45, 46 to 60, etc…

Conclusion: Now we can analyze that the highest number of units sold when the price is between 15 to 29 I.e. 54819.

When the product price is between 30 to 44 units sold quantity is 53794 and similarly the least number of products sold when the price is between 45 to 59 i.e. 10982.

Example #2

There was a survey on money spent alcohol based on the age group. At different age group money spent on a monthly basis, I have the data. From this data, I need to find out which age group is spending more.

In this data, the smallest age is 15 and the highest age is 72. I need to find out between 15 to 30, 30 to 45, and 45 to 60 and so on.

Below is the data.

Step 1: Apply the pivot table to this data. In ROWS put Age and for values put Amt Spent.

Step 2: Now the pivot summary report should like this.

Step 3: Now right click on the age in the pivot table and select Group. In starting at mention 15 and ending at 72 and By mention 15.

Step 4: Click on OK. It will group the age returns the sum for the age group.

Conclusion: It is clear that the age group between 15 to 29 is spending more money on alcohol consumption, which is not a good sign.

But the age group 30 to 44 spend less on alcohol maybe they have realized the mistake they did at their young age.

Things to Remember

You need to identify the frequency level first before making the frequency distribution.
Use a pivot table to frequency distribution is always dynamic in nature.
If you are using COUNTIF function you need to manually create frequency levels in excel.