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Updating and refreshing PivotTable data sources

From: Excel 2010: Pivot Tables in Depth

Video: Updating and refreshing PivotTable data sources

Companies generate new sales, budget, and operations data all the time. So PivotTable data sources rarely remain static. In this movie I'll show you how to manage your data connection to ensure your PivotTable contains the most recent data available. You can display your PivotTable's data connection by clicking any cell in the PivotTable, as I've done here, and then on the Options contextual tab click the Change Data Source button. When you do, the Change PivotTable Data Source dialog box appears and in this case you can see that this PivotTable draws its data from a table with the name of Firm Data.

Updating and refreshing PivotTable data sources

Companies generate new sales, budget, and operations data all the time. So PivotTable data sources rarely remain static. In this movie I'll show you how to manage your data connection to ensure your PivotTable contains the most recent data available. You can display your PivotTable's data connection by clicking any cell in the PivotTable, as I've done here, and then on the Options contextual tab click the Change Data Source button. When you do, the Change PivotTable Data Source dialog box appears and in this case you can see that this PivotTable draws its data from a table with the name of Firm Data.

If you want to change the data source you can select a new data source within the Workbook. But notice that the Use an external data source option is grayed out. The reason that's the case is because you can change a data source to another one of the same kind. That is, you can swap one internal data source for another or one external data source for another but you can't change from one type of connection to another. If you want to use external data for a PivotTable when you've already created it using internal data, then you will need to create a new PivotTable instead of editing the current one.

Now let's go back to the PivotTable that I displayed earlier, so I'll click Cancel. This PivotTable draws its data from an Excel table and one of the major benefits of using an Excel table as your data source is that when you add a row to the table and refresh the data connection, the new data appears in the PivotTable automatically. So the data for this PivotTable is on the Table Data Worksheet and if I scroll down using my scroll wheel to the last row then I can add another row to the table and have that data appear in the PivotTable.

So let's say that I click this last cell and press Tab to add a new row to the table and then we'll put in data from 2011 so it will be 2011 Quarter 1, Month of January for FirmA, and then for revenue we'll just make it 200 so it stands out from all the other data and press Enter. Now when I go back to the FrontTable Worksheet you don't see any change in the PivotTable yet and I'll scroll down to the bottom of 2010 so you can see the change when it occurs.

Now there is new data in the table. So if I click the Options contextual tab and then click the Refresh button, the data that I just added to the Excel table appears in the PivotTable automatically. By comparison, if you build your PivotTable based on a data list as opposed to an Excel table, then that data does not appear when you refresh the connection. So I have another PivotTable on the FromList worksheet. It's exactly the same table based on the similar data and this data is on the ListData worksheet, and you'll notice that this is simply a worksheet list.

It hasn't been turned into an Excel table. If I use my scroll wheel to scroll down and then in the next available row, type in the exact same data we had before, 2011 Quarter 1, for January, FirmA, and then Revenue of 200 and press Enter. If I go back to the PivotTable on the FrontList worksheet and I'll scroll down using my scroll wheel again, then on the Options contextual tab click Refresh, nothing happens.

What I need to do is update the data source manually. So to do that, again on the Options tab I can click the Change Data Source button and then you'll see the definition here in the Table/Range box. I added another row and that increments in number. So now instead of having the table or range end on cell E49 it actually ends on cell E50. So I'll Backspace over 49, type in 50, click OK, and now you see that the PivotTable updates reflect the new definition.

Whenever I view a PivotTable I always click the Refresh button to include any updates to the data source. If you create PivotTables based on Excel tables the new data will appear automatically when you refresh. However, if your PivotTable draws its data from a data list, you should examine the source data list to identify any new rows and edit the data source to reflect the change.

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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 · 38840 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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