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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Posted in pivot table tutorial | 12 Comments

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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Posted in pivot table summary functions | 1 Comment

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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Pivot Table Intro and Resources

Many years, and thousands of pivot tables ago, I wrote a couple of articles for Jon Peltier’s Excel charting website.

Jon has been updating his website, and asked me to write new versions of those articles. He has just published them, and you can follow the links below, to read them.

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Excel Meal Planner With Pivot Table

Now that fall is here, you might be back into a routine of weekly meal planning, and Excel is a great tool to use for that.

To help you get started, there is a weekly meal planner on my Contextures website, that you can download. Enter the meal and product information, based on your favourite meals.

Then, pick your meals for the upcoming week, and click a button  to create a weekly shopping list.

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Posted in pivot table subtotals | 1 Comment

Get Total Amount from Specific Pivot Table

If you have multiple copies of a pivot table in a workbook, on different sheets, you can use the GETPIVOTDATA function to pull the total amount from a specific pivot table. In this example, there are 3 copies of the pivot table in a workbook, each with a different layout and filter applied.

The sheets are named consistently, starting with “PT_”, and the pivot table location is the same on each sheet.

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Copy Pivot Table Source Number Formatting

When you add numeric fields to a pivot table, Excel applies General format, in most cases. It doesn’t matter if you’ve spent hours applying fancy custom formatting to the numbers in the source data – all of that is ignored.

After the numeric data has been added to the pivot table, you can manually change the formatting of each field, in the Field Setting window. It’s not too painful in a small pivot table, but can take a while if there are several Values fields.

numberformatall02

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