Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Consolidating data from multiple sources

From: Excel 2010: Pivot Tables in Depth

Video: Consolidating data from multiple sources

Most of the time you'll create a PivotTable from a data list or Excel table. But you can also summarize multiple data ranges using a PivotTable, if the data is formatted appropriately. To consolidate a series of data ranges into a PivotTable the ranges must be laid out in cross tabular format and have exactly the same structures. In a sample file here, I have three worksheets: SupportCalls, OrderCalls, and ReturnCalls. And the data on the SupportCalls worksheet has a series of distribution regions, North, South, East and West, along the Row Label area and then the Years 2007, 2008, 2009 and 2010 along the top, providing the values for the Column Labels.

Consolidating data from multiple sources

Most of the time you'll create a PivotTable from a data list or Excel table. But you can also summarize multiple data ranges using a PivotTable, if the data is formatted appropriately. To consolidate a series of data ranges into a PivotTable the ranges must be laid out in cross tabular format and have exactly the same structures. In a sample file here, I have three worksheets: SupportCalls, OrderCalls, and ReturnCalls. And the data on the SupportCalls worksheet has a series of distribution regions, North, South, East and West, along the Row Label area and then the Years 2007, 2008, 2009 and 2010 along the top, providing the values for the Column Labels.

And then here in cell B3 you'll see that I have Region-Year. Now, normally if you were to create a cross-tabular table like this, you would put Region in cell B3 and Year in cell C2. The reason you don't do that in this case is because this region that contains the data and all of the labels must be perfectly rectangular. In other words, there must be data in each one of those cells. So if I were to have Region in cell B3 and Year in cell C2, then the cell would be blank as would cells D2 through F2 and the data layout would not be perfectly rectangular, so the technique I am about to show you would not work.

And the data I have on my other worksheet, OrderCalls, has the same layout and ReturnCalls has the same layout as well. So now, I'll switch back to the first worksheet, SupportCalls, and continue on. If you want to create a PivotTable using this data, you need to do something a little bit different than you would when you create a PivotTable from a data list or an Excel table. To run the PivotTable and PivotChart Wizard, you need to hold down the Alt key, press D, and then press P.

When you do, you launch the PivotTable and PivotChart Wizard. On the first page of the wizard, select the Multiple consolidation ranges option and then click Next. Then on the second page select the I will create the page fields option and click Next. And now on the next page you can select the worksheet ranges that you want to consolidate. Just start with the cursor flashing in the Range box, click the collapse dialog box button, and then on the first worksheet select the cells that contain the data.

So we have B3 through F7. Click the expand dialog box button and then click Add and now we do the same for the other worksheets. So click the collapse dialog box button again, change to the OrderCalls worksheet by clicking the sheet tab, and then select B3 through F7. Expand dialog. Click Add to add that range to the list of ranges and then finally click the collapse dialog box button again, click ReturnCalls, select that data, expand the dialog, and click Add.

In this case, we don't want any page fields, which are also called report filter fields. So we'll leave that option selected to 0 and then click Next. On the final page of the wizard, verify that the New worksheet option is selected and click Finish. When we do, the data appears in the new PivotTable. Now notice over here in the PivotTable Field List, that the fields have the names Row, Column and Value. Value is okay, but I'd like to change the other two.

To do that I click any cell in the PivotTable with a value for the field that I want. In this case, we have North and that is part of the row group. If I want to change the name of the active field, then on the Options contextual tab in the Active Field group select the name in the Active Field box and change the name. In this case, I'll change it to Region and press Enter, and you'll notice that the name of the field changed over in the PivotTable Field List.

And now I can do the same for year. I'll click any cell that contains a year of Value and then on the Options tab in the Active Field box, I can type Year, press Enter, and the change takes place. You probably won't create many PivotTables by consolidating multiple data ranges. But it's nice to know the capability is available if you're working with legacy workbooks that have their data laid out in cross tabular formats.

Show transcript

This video is part of

Image for Excel 2010: Pivot Tables in Depth
Excel 2010: Pivot Tables in Depth

66 video lessons · 41937 viewers

Curt Frye
Author

 
Expand all | Collapse all
  1. 1m 38s
    1. Welcome
      55s
    2. Using the exercise files
      43s
  2. 38m 8s
    1. Introducing PivotTables
      4m 2s
    2. Formatting data for use in a PivotTable
      4m 31s
    3. Creating a PivotTable
      4m 20s
    4. Pivoting a PivotTable
      3m 47s
    5. Configuring a PivotTable
      3m 23s
    6. Connecting to an external data source
      3m 30s
    7. Connecting to an Access database
      2m 11s
    8. Consolidating data from multiple sources
      4m 37s
    9. Updating and refreshing PivotTable data sources
      4m 21s
    10. Managing PivotTables
      3m 26s
  3. 23m 33s
    1. Adding, removing, and positioning subtotals and grand totals
      3m 27s
    2. Changing the PivotTable data field summary operation
      4m 35s
    3. Summarizing more than one data field
      3m 16s
    4. Creating a calculated field
      2m 27s
    5. Grouping PivotTable fields
      3m 17s
    6. Using PivotTable data in a formula
      4m 47s
    7. Drilling down to the underlying data
      1m 44s
  4. 28m 9s
    1. Sorting PivotTable data
      2m 0s
    2. Creating a custom sort order
      2m 48s
    3. Filtering a PivotTable field by selection
      2m 59s
    4. Filtering a PivotTable by rule
      2m 56s
    5. Filtering a PivotTable using a search filter
      3m 10s
    6. Filtering a PivotTable using slicers
      4m 2s
    7. Formatting slicers
      3m 43s
    8. Filtering a PivotTable with report filter fields
      5m 2s
    9. Clearing and reapplying PivotTable filters
      1m 29s
  5. 15m 2s
    1. Applying a PivotTable style
      5m 5s
    2. Creating a PivotTable style
      4m 37s
    3. Changing the PivotTable layout
      3m 20s
    4. Changing the data field number format
      2m 0s
  6. 24m 33s
    1. Highlighting cells by applying a rule
      2m 54s
    2. Highlighting the top or bottom values in a PivotTable
      3m 30s
    3. Formatting PivotTable cells using data bars
      3m 50s
    4. Formatting PivotTable cells using color scales
      3m 40s
    5. Formatting PivotTable cells using icon sets
      2m 45s
    6. Editing conditional formatting rules
      2m 15s
    7. Controlling how multiple rules are applied
      3m 28s
    8. Deleting a conditional formatting rule
      2m 11s
  7. 24m 0s
    1. Creating a PivotChart
      3m 29s
    2. Pivoting a PivotChart
      3m 5s
    3. Filtering a PivotChart
      3m 45s
    4. Formatting a PivotChart
      3m 35s
    5. Changing a PivotChart layout
      3m 14s
    6. Changing a PivotChart chart type
      4m 30s
    7. Adding a trendline to a PivotChart
      2m 22s
  8. 9m 27s
    1. Printing a PivotTable
      4m 2s
    2. Printing each item on its own page
      3m 30s
    3. Printing a PivotChart
      1m 55s
  9. 13m 30s
    1. Recording and reviewing a macro
      4m 10s
    2. Running a macro
      5m 57s
    3. Creating a simple PivotTable presentation kit
      3m 23s
  10. 19m 17s
    1. Introducing PowerPivot
      2m 9s
    2. Downloading and installing PowerPivot
      2m 36s
    3. Importing PowerPivot data
      3m 14s
    4. Managing table columns
      4m 1s
    5. Adding tables to a PowerPivot model
      2m 27s
    6. Creating relationships between tables
      4m 50s
  11. 24m 30s
    1. Introducing the DAX language
      2m 58s
    2. Using DAX operators
      4m 44s
    3. Surveying DAX functions
      2m 40s
    4. Adding calculated columns and measures
      4m 22s
    5. Using aggregate functions
      4m 24s
    6. Using filters in aggregate functions
      5m 22s
  12. 58s
    1. Additional resources
      58s

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ .

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now Already a member? Log in

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Excel 2010: Pivot Tables in Depth.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member ?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferences from the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Learn more, save more. Upgrade today!

Get our Annual Premium Membership at our best savings yet.

Upgrade to our Annual Premium Membership today and get even more value from your lynda.com subscription:

“In a way, I feel like you are rooting for me. Like you are really invested in my experience, and want me to get as much out of these courses as possible this is the best place to start on your journey to learning new material.”— Nadine H.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.