When you are setting up your source data for an Excel pivot table, there are a few data layout guidelines that will help you create the best possible pivot table.

Sometimes you get data that isn’t well suited for creating a pivot table, like the example shown below. It has a column for each month, and the sales amounts are spread over those 12 columns.

When you create a pivot table, there are 12 value fields – one for each month – and you would have to create a calculated field to see an annual total.

Normalize the Pivot Table Source Data

Instead of a separate column for each month, the pivot table source data should have a single column for the sales amounts. In the adjacent columns, you can enter the product name and month name for each amount.

You could manually rearrange that data, or write some Excel VBA code to do the job for you, so it looks like the table shown below. With this 3-column Excel table, you can easily create a flexible pivot table, and focus of specific items or months.

Rearrange the Data Without Macros

Instead of manually rearranging the data, or writing a macro, you can use a pivot table trick to change the 13-column data into a normalized 3-column table. Follow these steps, to quickly rearrange the data:

1. Select a cell in the 13-column table, and press Alt+D, and then press P, to open the PivotTable and PivotChart Wizard
2. In Step 1, select Multiple Consolidation Ranges, and then click Next.
3. In Step 2a, select I Will Create The Page Fields, and then click Next.
4. In Step 2b, click in the Range box, and on the worksheet, select the entire table, including the headings, and then click Add.
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5. Leave the other settings at their defaults, and click Finish.
6. A new sheet is added to the workbook, with a pivot table
7. In the PivotTable Field List, remove the check marks from the Row and Column fields, so only the Grand Total for Value is left.
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8. Double-click the Grand Total cell, (cell A4 in the screen shot above), to create a new sheet, with the pivot table’s data in 3 columns.
9. Then, rename the heading cells as Product, Month, and Amount.
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Build a New Pivot Table

Now that the source data is normalized, in a 3-column table instead of 13 columns, you can insert your final pivot table, based on the rearranged data.

With the amounts in a single columns, it’s easy to create totals, and use other summary functions, such as Average.

Download the Sample Workbook

To test the multiple consolidation ranges technique, you can download the Normalize Data for Excel Pivot Table sample workbook. The file is in Excel 2007 format, and is zipped. There are no macros in the file.

Watch the Pivot Table Trick Video

To see the steps for using a multiple consolidation ranges pivot table, to rearrange your pivot table source data, watch this Excel video tutorial.

It also shows the steps for this technique, if there are two or more columns with labels.

Or watch on YouTube: Normalize Data for Excel Pivot Table

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For a pivot table that’s based on a Microsoft Access query, you might need to find out which database and query were used as the source data.

In Excel, if you click the Change Data Source command, on the Ribbon's Options tab, you can see the connection name in the Change PivotTable Data Source dialog box. However, that bit of information isn't too useful -- it doesn't show you the name and path of the Access file, and you can't see which query was used to create the pivot table.

View the Connection Properties

To find the details on the source data's Access file and query, you can follow these steps:

• In the Excel file, select a cell in the pivot table
• On the Ribbon's Data tab, in the Connections group, click Properties.

• In the Connection Properties dialog box, click the Definition tab.
  • In the Connection File box, you can see the name and path of the database.
  • In the Command Text box is the name of the Access query.
• Click Cancel to close the Connection Properties dialog box.

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In Excel 2010, you can use the free PowerPivot add-in to create a report from multiple Excel workbooks or worksheets. With PowerPivot, it's easy to connect the tables using the Primary and the Foreign key, such as 'ProductID' in a Sales table and a Pricing table.

In some cases though, you might want to combine the data in two Excel files, or worksheets, that have an identical structure. For example, you could have sales data for the different regions, or expense data for multiple years.

Because the tables have identical structures, you can't use a key to connect them; instead, you would need to create one combined table from all the data. The technique shown in the following video allows you to import more than a million records from Excel, despite the fact that one worksheet can only contain up to 1,048,576 rows.

Thanks to Excel MVP, Kirill Lapin, for sharing this very helpful tip. You can see more of Kirill's work in the Contextures Blog post on Combining Data from Two Excel Files in a Pivot Table.

Detailed Instruction and Sample Files

To see detailed instructions for this technique, with more screen shots, visit the PowerPivot from Identical Structure Excel Files page on the Contextures website. That page also has a link for downloading the East and West sales data that I used in this example.

Watch the PowerPivot Video

To see the steps for combining data from multiple tables in PowerPivot, please watch this PowerPivot from Identical Excel Files video tutorial.

Download the PowerPivot Add-In

You can download the free PowerPivot add-in from the Microsoft website: PowerPivot Download

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In Excel 2007, when you create a second pivot table from the same source data, you don't get an option to base the new pivot table on an existing pivot table, the way you can in Excel 2003.

In Step 1 of the Excel 2003 Wizard, you can select the first option, to create an independent pivot table. Or, select the fourth option, for pivot tables that share the same pivot cache.

In Excel 2007, if you create two pivot tables from the same source data, they automatically use the same pivot cache of the source data. You don't have an option to create an independent pivot table.

Grouping Problems

Because the pivot tables share the same cache, this can cause problems if you group the data in the pivot fields.

When you change the grouping in one pivot table, the same grouping appears in the other pivot table. For example, change the date grouping in the first pivot table to Months, and the dates in the second pivot table automatically group in Months.

Because you created the two pivot tables from the same source data, by default they use the same pivot cache, which is where the grouping is stored.

However, you might want different grouping in the two pivot tables. For example, you'd like Month grouping in one pivot table, and Quarter grouping in the other.

Create a Second Pivot Cache

To use different grouping in each pivot table, you'll need to create a separate pivot cache for each pivot table. Use the following easy method, suggested in the Excel newsgroups by Dave Peterson.

To create a separate pivot cache for the second pivot table:

1. Cut the second pivot table, and paste it into a new workbook.
2. Change the grouping of the second pivot table.
3. Cut the second pivot table from the new workbook, and paste it back into the original workbook.

Now there are two pivot caches in the original workbook, and each pivot table can be grouped independently.

Watch the Video

To see the steps for creating a second pivot cache so you can create separate grouping in the pivot tables, please watch this Excel video tutorial.

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When you add a numeric data field to the Values area in a pivot table, the summary function defaults to either Sum or Count. You can change that field to use one of the other summary functions, such as Average.

The Average Function

The Average function in a pivot table works like the AVERAGE function on the worksheet to calculate the average (mean) of the values. It totals all the underlying values in the Values area, and divides by the number of values. 

You can use the Average function to compare amounts, such as order sizes, student grades, and project times, across a large number of instances.

Blanks and Zeros

Just as they are on the worksheet, blank cells are ignored when calculating the pivot table averages, but zero cells are included.

In the data source shown below, cell C7 is blank. That blank cell is not included in either the worksheet average (C12),

or in the pivot table average, shown below.

Hidden Zeros

If you have formatted the worksheet to hide zero values, remember that those zero values will be included in the averages, even if the cells appear blank.

In the two data sources shown below, the overall average is different. Zeros are hidden on the worksheet, and cell F7 contains a zero. Cell C7 is blank.

If you create pivot tables from these two data sources, the pivot table Average function would include the hidden zeros, just as the worksheet Average does.

Format the Results

When you use the Average summary function, the results will probably show a strange mixture of decimal places, as shown in the pivot table at the left, in the screen shot below.

Format the field to have a consistent number of decimal places (as in the pivot table at the right, above), so the numbers are easy to compare.

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An Excel Table is a new feature in Excel 2007, similar to the List feature in Excel 2003. An Excel Table makes it easy for you to sort, filter, and review your data, whether it's a few rows and columns, or thousands.

You can also use an Excel Table as the source for a Pivot Table, and new data will automatically be included in the Pivot Table source.

Arrange Your Data

Prepare your data before creating an Excel Table:

• Enter your data on a worksheet, in rows and columns, with headings in the first row.
• Remove any blank rows or columns within the data
• Leave at least one blank row and one blank column between your data, and any other data on the worksheet. Ideally, keep your data on a separate sheet.

Create the Excel Table

To create an Excel Table:

• Select a cell in your data, and on the Ribbon, click the Insert tab.
• In the Tables group, click the Table command.
• In the Create Table dialog box, the range for your data should automatically appear, and the My table has headers option is checked. Click OK to accept these settings.

Explore the Excel Table Features

After you have created an Excel Table, you can test some of its useful features:

• Sort Data -- Click drop down arrow in the heading cells, and click to sort data in ascending or descending order.
• Quick Filters -- Click drop down arrow in the heading cells, and check or uncheck items to show or hide.
• Visible Headings – If headings in row 1 are no longer visible, column letters are replaced by Excel Table headings.
• New data automatically included--Add data at the end of an Excel table, and the table automatically expands to include it.
• Table Name --An Excel table is automatically named, e.g. Table1, when it is created. You can refer to this name when creating a pivot table. You can also change the name to something better, such as SalesData.

Excel Table Tutorial Video

If you're working with lists of data in Excel 2007, be sure to use the new Excel Table feature, to make it easier to manage your data.

To see a quick demonstration of creating an Excel Table, and testing a few features, please watch this short video tutorial.

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Please visit the Contextures website for more information on Excel Tables and Pivot Table Tutorials.

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When you add a field to the pivot table Data area, it automatically gets a custom name, such as Sum of Units or Count of Units.

Instead of “Sum of Units”, you might want the name to show as “Units”, so it’s easier to read and the column is narrower.

Unfortunately, if you select the cell and type Units, you’ll see an error message: “PivotTable field name already exists.”

When you try to use a custom name that’s identical to a field name in the source data, you’ll see that error message. In this example, one of the fields in the source data is named Units, so you can’t use Units as a custom name in the pivot table.

Use a Slightly Different Custom Name

To avoid this problem, you can add a space character to the end of the custom name, and it will be accepted.

In the screen shot below, I’ve added a space after typing Units. When I press the Enter key, the name will be accepted, without an error message.

Use a Macro To Fix Names

If you have lots of Data field names to change you could use a macro, to make the job easier. For example, the following macro will change all the Data field captions in the first pivot table on the active sheet.

Sub ChangeCaptions()
Dim pf As PivotField
Dim pt As PivotTable
Set pt = ActiveSheet.PivotTables(1)
For Each pf In pt.DataFields
    pf.Caption = pf.SourceName & " "
Next pf
End Sub

There are instructions here for adding code to your workbook, and running it. This code would go onto a regular module.

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For more information on pivot tables, see the Pivot Table Topics on my Contextures web site.

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While working in the pivot table source data, you might add new items. For example, if you start selling a new product, that product will appear in the list of orders. If your pivot table is based on that list of orders, the new product will also appear in the pivot table, when you refresh it.

Sometimes the new items appear at the end of the drop down lists, instead of in alphabetical order. In this list you can see that Paper Clips are at the end, but should follow Paper.

To fix this problem, you can sort the field where the new items appear. In this example the new items are in the Product field, so we’ll sort that field.

Sort the List in Excel 2007

1. In the pivot table, click the dropdown arrow for Row Labels.
2. If there are two or more fields in the Row Labels area, click the drop down arrow at the top of the menu, and select the field that you want to sort. (The Select Field drop down doesn’t appear if only one field is in the Row Labels area)
   
3. Click on More Sort Options…
   
4. In the Sort dialog box, under Sort Options, click Ascending (A to Z), and select the field name from the drop down list.
   
5. Click OK, to close the dialog box.

Sort the List in Excel 2003

To fix this problem, you can sort the field where the new items appear. In this example the new items are in the Product field, so we’ll sort that field.

1. In the pivot table, right-click on any item in the field that you want to sort.
2. In the pop-up menu that appears, click on Field Settings
   

   

3. In the PivotTable Field dialog box, click the Advanced button

   

4. Under AutoSort Options, click Ascending

   

5. Click OK, to close the dialog boxes.

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For more information on Pivot Tables, please visit Pivot Table Topic Index on the Contextures Website.

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If your pivot table is based on an Excel list, and you probably add records to the existing source data table. You'd like the source data range to automatically expand to include any new rows and columns. You don't want to manually change the pivot table range every time you add new data.

Create a Dynamic Range

If you frequently add new data to the pivot table source data, you can use a dynamic range, which will automatically expand to include the new rows and columns. Follow these steps to create a dynamic range:

1. Select the top-left cell in the source table. This step isn’t necessary, but helps you by inserting the cell reference in the name definition.
2. Choose Insert | Name | Define.
3. In the Names in workbook box, type a name for the dynamic range, for example, PivotData.
4. In the Refers to box, type an OFFSET formula that refers to the selected cell. For example, with cell A1 selected on a worksheet named Pivot, you’d type (all on one line)
   =OFFSET(Pivot!$A$1,0,0,
   COUNTA(Pivot!$A:$A),
   COUNTA(Pivot!$1:$1))
5. Click the OK button.

Change the Pivot Table Source

Then, change the pivot table’s source to the dynamic range that you created:

1. Right-click a cell in the pivot table.
2. On the shortcut menu, click PivotTable Wizard.
3. Click the Back button.
4. In the Range box, type the name of the dynamic range, and click Finish.

Note

This technique will not work if there are other items in row 1 or column A of the Pivot worksheet. Those items would be included in the count, and would falsely increase the size of the source range.

You might have to make changes to a workbook that contains a pivot table. If someone else created that workbook, you may not be sure where to find the Excel table that was used as the pivot table's source data. In some workbooks there can be several Excel tables, and it's not immediately obvious which table was used.

How To Locate the Source Data

To locate the source data, follow these steps:

1. Select any cell in the pivot table.

2. On the Ribbon, under the PivotTable Tools tab, click the Options tab.

3. In the Data group, click the top section of the Change Data Source command.

In the Change PivotTable Data Source dialog box, you can see the the source table or range in the Table/Range box. This may be a worksheet reference, such as

• Sales_North!$A$1:$O$500

or a table name, such as

• Sales_East

On the worksheet, behind the dialog box, you can see the source range, surrounded by a moving border.

4. Click OK, to close the dialog box.

Unhide a Sheet

Usually the source range will be visible, and surrounded by a moving border. If the source range isn't activated, it may be on a hidden worksheet. You can follow these steps to unhide a sheet:

1. On the Ribbon, click the Home tab

2. In the Cells group, click Format.

2. In the Visibility section, click Hide & Unhide, and then click the Unhide Sheet command.

3. In the list, select the sheet that you want to make visible, and click OK.

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For more information on pivot tables, see the Pivot Table Topics on my Contextures web site.