Update Pivot Table in Excel
Pivot Tables are great for analyzing large amounts of data and it will help us in a great time in telling the story behind the data. However there is a limitation with a pivot table and that limitation is if there are any changes in the existing data or if there is any addition or deletion of the data then the pivot table cannot show the reports instantly, so it requires user’s intervention to show updated results. Updating the pivot table to show results are possible by refreshing the pivot table but this refresh is a manual process, however, with shortcut key also we can update the pivot table and in this article, we will show you how to update pivot tables.
How to Update Pivot Table?
For example, look at the below data in excel worksheet.
We will summarize this report by adding a pivot table, so let’s insert a pivot table first.
Our Pivot table looks like as shown below:
Ok, now we will go to the main data and will change one of the sales numbers.
In cell C5 current value is 3801 and will change to 5000 now.
If you come back to the excel pivot table and see the result for “Mechanical” remains the same as the old one is 29393.
So this is the problem with a pivot table, to update the report to show updated results right-click on any of the cells inside the pivot table and choose the option of “Refresh”.
Upon refreshing the report we can see updated results now.
Now, look at the result of the pivot table before refreshing we had a value of 29393 for the product “Mechanical” and after refreshing it is showing as 30952.
So like this we can refresh the pivot table if there are any changes in the existing data set.
Update Pivot Table If Any Addition to the Existing Data Set
We have seen how we can refresh the pivot table if the data numbers of existing data set changes but this is not the same if their addition to the existing data set.
For an example of the above existing data set we will add five more lines of data.
If you go and refresh the pivot table it won’t take the additional data into consideration.
This is because while creating the pivot table it has taken the data range reference of A1:C20, and since we have added data after row number 20 it won’t take the data range automatically.
To view the data range reference in the pivot table sheet select any one of the cells of the pivot table, it will open up two more tabs in the ribbon as “Analyze & Design” respectively. Under the “Analyze” tab click on the “Change Data Source” option.
Now this will take us to the data sheet with already selected data range.
As we can see above for the existing pivot table it has taken the data range reference as A1:C20, since we have added the new data after the row number 20 even after refreshing the pivot table it won’t show newly updated result.
So we need to select the new data range in the above window, so select the new data range from A1:C25.
Click on “Ok” and our pivot table will show the updated results.
As we can see above after changing the data range our pivot table showing the new results, so now anything happens to the range of cells from A1:C25 will be reflected upon refreshing.
Auto Data Range for Pivot Table with Excel Tables
As we have seen above we needed to change the data range manually in case of additional data but using excel tables we can make the data range automatically picked for a pivot table.
First, convert the data range to an excel table by pressing Ctrl + T.
Click on ok and our data range will be converted to “Excel Table”.
Now create a pivot table by selecting the excel table range.
Now go to data and add a few lines of data after the last row of the existing data range.
Now just go back and refresh the pivot table to get the result.
Like this, we can use different techniques to update the pivot table in excel.
Update Multiple Pivot Table Results using Shortcut Keys
Imagine 10 to 20 pivot tables, can you update the pivot table going to each and every pivot table and hit the refresh button???
It is highly time-consuming, instead, we can rely on a single shortcut key that can update all the pivot tables in the workbook.
This will refresh all the pivot tables in the workbook.
Things to Remember
- If the data range is normal range reference then the pivot table will not take any additional data into consideration.
- By converting data range to excel tables we can make the data range reference normal.
This has been a guide to Pivot Table Update. Here we discuss how to update the pivot table to show updated results (Auto Update, Shortcut Key). You may learn more about excel from the following articles –