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Recording and reviewing a macro

From: Excel 2010: Pivot Tables in Depth

Video: Recording and reviewing a macro

When you work with PivotTables you will often find that you want to recreate a particular configuration. You could write down the fields in the order in which they appear, but it's far easier to record a macro that configures a PivotTable for you. So I have a PivotTable that contains sales data for FirmA and FirmB and it's monthly for the years 2009 and 2010 and I also have the Quarter field up here in the Report Filters area and my goal is to recreate this configuration by using a macro. So the first thing we need to do is start recording the macro.

Recording and reviewing a macro

When you work with PivotTables you will often find that you want to recreate a particular configuration. You could write down the fields in the order in which they appear, but it's far easier to record a macro that configures a PivotTable for you. So I have a PivotTable that contains sales data for FirmA and FirmB and it's monthly for the years 2009 and 2010 and I also have the Quarter field up here in the Report Filters area and my goal is to recreate this configuration by using a macro. So the first thing we need to do is start recording the macro.

To do that we click the View tab on the Ribbon, click the Macros button's down arrow, and then click Record Macro and I will type in a macro name and I will just call it FirstPosition and now I will click OK and Excel will start recording my actions. The first step to recording a PivotTable macro in Excel is to clear the entire PivotTable and to recreate it from scratch. So in this case, with a cell in the PivotTable selected, I will click the Options tab, click Clear, and then click Clear All.

Now I can recreate the PivotTable from the start. So I will add the Year field to the Row Labels area, Month below that, Company in the Column Labels area, Quarter in the Report Filter area, and then Revenue in the Values area, and I have the same configuration that I had when I started. Now to stop recording, click the View tab on the Ribbon, click the Macros button's down arrow, and click Stop Recording. So now we have a macro that will recreate this PivotTable position.

If you want to view the macro, you can do so by opening it in the Visual Basic Editor. So to do that from the View tab of the Ribbon, click the Macros buttons down arrow, click View Macros and then in the Macro dialog box make sure that the macro you want to see is displayed and highlighted and then click Edit. When you do, the macro opens inside of the Visual Basic Editor. So I will double click to maximize this window within the Visual Basic Editor.

So as you can see there is a lot going on when you create a PivotTable. This first line, Range("B6").Select, isn't actually necessary. It is just that I clicked another cell inside the PivotTable to ensure it was active. It won't hurt the running at all. Then secondly, you can see all of the actions that I took with regards to the PivotTable. So first I cleared the table and then I added the field here to the RowField area in position 1, the field Month to the RowField area in position 2, then I added Company to the ColumnField in position 1 and then Quarter in the PageField area in position 1, and then the Revenue field in the Revenue area, and it uses the SUM summary operation.

So there is a lot going on with PivotTables and anytime that you want to work with PivotTables and use macros, you should never try to create these things by hand. There is just too much going on and it will take you too long and it's way too likely that you will make a mistake. Always record your macro. What I can do, now that I have recorded the macro, is go back into Excel and to do that just go up to the File menu and click Close and Return to Microsoft Excel and then because there is macro inside of this file, we need to save it as a macro-enabled file.

To do that click File and then Save As and then we can keep the same RecordMacro name, but we need to change the tip. So click the Save As type button and then from the list that appears, click Excel Macro Enabled Workbook and then click Save. Now your macro will be ready whenever you want it. The macro recording skills I have taught you in this movie apply to any Excel operation, not just PivotTables. But because PivotTable macros are extremely complicated, it is easiest to record and use them instead of writing them from scratch.

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This video is part of

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

66 video lessons · 38817 viewers

Curt Frye
Author

 
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  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. 59s
    1. Additional resources
      59s

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