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Companies generate new sales, budgetary and operations data all the time, so Pivot Table data sources really remain static. In this lesson, I will show you how to manage your data connection to ensure your Pivot Table contains the most recent data available. You can display your Pivot Table's data connections by clicking any cell on the Pivot Table and then on the PivotTable toolbar clicking the PivotTable Wizard button. In the PivotTable Wizard, click the Back button and here in the Range field you can see the cells from which Excel is drawing its values.
Now let's see what happens if I edit a value in the data source for this Pivot Table. I will click Cancel. And the data source is on Sheet2, so I will go there. The first value in the list is for 2008, Quarter 1, January sales for FirmA. And I will change that value to 10. And press Return. If I go back to the Pivot Table on Sheet1, the value is still 67, but on the PivotTable toolbar, if I click the Refresh button, Excel fills in the new value, updates the Grand Total, and also updates the Total for 2008 for FirmA and for FirmB.
But now let's suppose that you add a new row to the data source. What happens in that case? On Sheet2. And add a row to my data list. So let's say this will be the first value for 2010, Quarter 1, January, FirmA. And I will type in a value 47. And hit Return. If I go back to the Pivot Table on Sheet1 and click the Refresh data button on the PivotTable toolbar, nothing happens, and the reason nothing happened is because the Excel did not update the data range definition.
You will need to do that yourself. So again, click the PivotTable Wizard button on the PivotTable toolbar. Click back to go to the second page of the PivotTable Wizard. And then edit the range. In this case, I added one row, which means that the bottom cell in the data source is now E50. So I will erase 49. Make it 50. That's the only change I want to make, so I will click Finish. And you can see that Excel added the data for 2010, January, FirmA.
Whenever I view a Pivot Table, I always click the Refresh button to include any updates to the data source. If you create Pivot Tables based on a data list that might have more or fewer rows than it did when you last examined your Pivot Table, you should examine the data source list to identify any new rows and edit the data source in the PivotTable Wizard to reflect the change.
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