Pivot Table From Data on Multiple Sheets

A frequent question about pivot tables is how to create one from data on different worksheets, or even in different file. Last week, I updated my page on this topic, which shows several ways you can accomplish this goal.

  • Multiple Consolidation Ranges
  • Microsoft Query
  • Power Query

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Give Your Excel Pivot Table a Makeover

When you create a pivot table, do you just slap it together, and hope for the best, or do you spend time experimenting with different calculations, layouts and field arrangements?

Yes, it’s easy to fall into a rut, and create the same type of pivot table, each time that you build one. That makes it quick and easy to get the job done, but you might not be presenting the data in the best way possible.

It’s time to give your pivot table a makeover, so it looks better, and its data is easier to read and understand.

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Create Calculated Field With a Count

In addition to using fields from the source data, you can create calculated fields in a pivot table, to add your own formulas. For example, add a field that multiplies the total sales by 3%, to show a Bonus amount.

You can learn the basics of Calculated Fields on my Contextures website.

pivotcalculatedfield00

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Grouping Dates Add Extra Items in Pivot Table Filter

Last week, someone asked me how they could get rid of the extra items that appear in the filter, when you group a date field. Maybe you’ve seen them too – they start with a less than or greater than symbol, and show the first and last dates in your pivot table data.

You can see an example in the screen shot below.

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Create a Calculated Field in a Pivot Table

One of the top pivot table fears in our survey was “How do you insert a calculated field?” And no wonder it was near the top of the list – pivot table formulas can be very confusing!

So, let’s take a look at calculated fields, and its close companion, the calculated item.

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Pivot Table Training Giveaway Winners

Thanks to everyone who entered the Pivot Table Training giveaway, for a chance to win an amazing online course from John Michaloudis, at My Excel Online Training.

You shared your biggest pivot table fears, and you can see the voting result below. In the upcoming weeks, I’ll cover some of these topics, and all of them are covered in comprehensive John’s online pivot table course.

The winners are listed below, and each person has been sent an email, with instructions for claiming their prize. Winners will have 24 hours to respond, by adding a comment in this blog post, and if they don’t claim the prize, another random name will be selected.

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Scary Pivot Table Giveaway Week 2

We’re having a pivot table training giveaway, and there are only a few days left to enter – the deadline is Sunday, November 9th, 2014, at 11:59 PM (Eastern Time)

If you enter, you could win one of the 3 Xtreme Pivot Table Courses ($199 value), thanks to John Michaloudis, from My Excel Online Training. This amazing course has:

  • more than 200 easy-to-follow videos — beginner, intermediate and advanced level
  • practice workbooks
  • finance business cases
  • 12 months of personal support.
  • work through the lessons at your own pace
  • track your progress.

xtreme pivot table giveaway www.pivot-table.com

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Scary Pivot Table Training Giveaway

Halloween is a couple of days away, and you’ll see many frightening things that night. Keep an eye out for vampires, witches, ghosts and monsters!

Something else that scares some people is a pivot table. Even though it’s a beautiful thing, a pivot table can be scary if you’re not sure how to handle one.

  • Are you afraid to get started with pivot tables?
  • Have you learned the basics, but aren’t sure what to do next?
  • Do the advanced pivot table features make you wake up screaming in the night?

xtreme pivot table giveaway www.pivot-table.com

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Show Running Total in Excel Pivot Table

With a running total in a pivot table, you can see how amounts accumulate over a period of time, or through another field, such as products, or customers.

In the screen shot below, the Quantity field shows a running total across the Months column. In March, the Year To Date total for Corner Cabin is 2595.

Show Running Total in Excel Pivot Table http://www.pivot-table.com/

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Automatically Refresh a Pivot Table

It would be nice if a pivot table automatically updated, whenever its source data changes, but unfortunately, that doesn’t happen.

If you add new records, or delete records, or edit the existing data, the pivot table doesn’t show the revised data right away.

To keep the pivot table up-to-date, you have 3 choices:

  1. Manually refresh the pivot table
  2. Use programming to update it
  3. Change a pivot table setting, to get some automatic updates

Manually Refresh

A quick and easy way to refresh the pivot table after the data changes is to manually update it:

  • Right-click any cell in the pivot table, then click on Refresh.

pivotrefresh01

Refresh When File Opens

Another way to update is to set the pivot table to refresh when you open the file that it’s in. With this method, you’ll get partial automation, without having to add macros to the file. Any time you close then re-open the file, the pivot table will be refreshed.

To set this up:

  1. Right-click any cell in the pivot table
  2. Click PivotTable Options
  3. In the PivotTable Options window, click the Data tab
  4. In the PivotTable Data section, add a check mark to Refresh Data When Opening the File
  5. Click OK to close the dialog box.

pivotrefresh02

Refresh With Programming

The final way to update the pivot table is with programming. You can use Excel VBA to automatically update a pivot table when its worksheet is activated.

There are instructions on my Contextures website, for copying VBA code to your own files.

Put the following code on the worksheet module, if there is one pivot table on the sheet:

Private Sub Worksheet_Activate()
   Me.PivotTables(1).RefreshTable
End Sub

If there are multiple pivot tables on the sheet, with different source data, use this code, pasted onto the worksheet module:

Private Sub Worksheet_Activate()
   Dim pt As PivotTable
   For Each pt In Me.PivotTables
      pt.RefreshTable
   Next pt
End Sub

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