How To Combine Excel Pivot Tables: Easy Guide

Are you looking for a simple and effective way to combine Excel pivot tables? If you’ve been building pivot tables separately and then struggling to merge them successfully, we have a game-changing solution for you. Say goodbye to the hassle and hello to a seamless method that will save you time and effort.

What is a Pivot Table and its Uses?

A pivot table is a powerful tool in Microsoft Excel that allows you to summarize and analyze large amounts of data quickly. It provides a visual representation of your data in a chart format, making it easier to identify trends and draw conclusions. Pivot tables are particularly useful when you have long rows or columns of data that need to be aggregated and compared.

They allow you to group and manipulate data in different ways, helping you gain insights and answer specific questions about your data. Pivot tables can be used for various purposes, including:

• Comparing sales totals
• Showing percentages of total sales
• Combining duplicate data
• Calculating employee headcounts

By utilizing pivot tables, you can efficiently analyze and present data, allowing for informed decision-making and improved business outcomes.

How to Create a Pivot Table in Excel

Creating a pivot table in Excel is a straightforward process. By following a few simple steps, you can organize and summarize your data effectively. Here’s a step-by-step guide to help you create a pivot table in Excel:

1. Enter your data: Start by entering your data into a range of rows and columns in Excel. Make sure to include all the necessary information for your analysis.
2. Select the data: Once your data is entered, select the entire range of data that you want to include in your pivot table. This will be the source data for your analysis.
3. Insert a pivot table: Go to the Insert tab in the Excel Ribbon and click on the PivotTable button. A dialog box will open, allowing you to customize your pivot table.
4. Choose the data range: In the dialog box, choose the range of data that you want to create a pivot table from. This will usually be the range you selected in the previous step.
5. Select the location: After choosing the data range, select the location where you want to place the pivot table. You can either create it in a new worksheet or an existing one.
6. Customize the pivot table fields: Finally, customize the pivot table fields to determine how the data should be organized and summarized. Drag and drop the fields into the row, column, and value areas to create the desired layout.

Having a clear goal in mind for your pivot table is crucial to ensure that it provides the insights you are looking for. Use the pivot table fields to aggregate and analyze your data based on specific criteria.

Here’s an example of how the pivot table creation process looks in Excel:

In the example above, we have a table showing sales data for different countries and regions. By creating a pivot table, we can easily analyze the total sales by country and region. The resulting pivot table would look something like this:

By creating a pivot table, you can easily analyze and summarize large amounts of data, gaining valuable insights. Use the customization options available in Excel to further refine your pivot table and tailor it to your specific needs.

Different Methods to Create a Pivot Table from Multiple Sheets

When working with Excel, there are several methods you can use to create a pivot table from data in multiple sheets. Each method offers its own advantages and limitations, so it’s important to choose the one that best suits your needs. Let’s explore the different methods:

1. Power Query: With Power Query, you can easily combine data from different sheets or workbooks that have identical column structures. This method allows you to consolidate the data seamlessly and ensures that the pivot table is automatically updated when changes are made to the source data. Power Query is particularly useful when dealing with large sets of data or when you need to merge information from various sources into a single pivot table.
2. Excel’s VSTACK formula: If you’re using Excel 365, you can take advantage of the VSTACK formula to combine data from multiple tables. This formula allows you to stack tables vertically and create a consolidated table that can be used as the source for your pivot table. This method is useful when you have separate tables on different sheets and want to merge them into a single pivot table without using Power Query.
3. Excel macros: Excel macros provide a quick way to combine data from multiple tables, but they have some limitations in terms of flexibility. Macros are suitable for situations where you frequently need to combine data from the same set of tables and want to automate the process. However, they may require additional programming knowledge and are not as dynamic as Power Query or the VSTACK formula.
4. Pivot Table Wizard: If you’re using an older version of Excel, the Pivot Table Wizard can be used as a last resort for combining data from different sheets or workbooks. While not as powerful as Power Query or the VSTACK formula, the Pivot Table Wizard still offers a way to consolidate data and create pivot tables. However, it’s recommended to use the other methods mentioned above for more efficient and flexible results.

By utilizing these different methods, you can effectively create pivot tables from multiple sheets or workbooks in Excel. Choose the method that aligns with your specific requirements and maximize your data analysis capabilities. Keep in mind that each method has its own strengths and limitations, so it’s essential to select the approach that best suits your data consolidation needs.

Example Use Case:

For instance, imagine you’re managing a sales team with data stored in separate sheets for each team member. You want to create a pivot table to analyze the overall sales performance across all team members. Instead of manually combining the data, you can use Power Query to consolidate the sales data from each sheet into a single pivot table. This method saves you time and ensures that the pivot table is always up-to-date with the latest sales figures.

Here’s an example of how the data from multiple sheets can be consolidated using Power Query:

Once you have consolidated the data using Power Query, you can create a pivot table to analyze the overall sales performance, compare individual team members, or identify trends and patterns.

Tips & Tricks for Excel Pivot Tables

Excel pivot tables are powerful tools that can greatly enhance your data analysis capabilities. To help you make the most of this feature, here are some tips and tricks to optimize your experience with Excel pivot tables.

Clean Up Your Data

Before creating a pivot table, it’s important to ensure that your data is organized and clean. Remove any unnecessary rows or columns, and make sure that your data is consistent and properly formatted. Having clean data will make it easier to create accurate and meaningful pivot tables.

Refresh Pivot Table Data

If your source data has been updated or changed, it’s essential to refresh your pivot table to reflect those changes. Excel provides an easy way to refresh your pivot table data without recreating it. Simply right-click on the pivot table and select “Refresh” to update it with the latest data.

Create Calculated Fields

Excel pivot tables allow you to create calculated fields, which are custom formulas that calculate values based on the existing data. This can be useful when you need to perform calculations or aggregations that are not available in the source data. Experiment with different formulas and functions to create calculated fields that provide the insights you need.

Group Data by Date

If you have large sets of data that include dates, Excel pivot tables make it easy to group data by date ranges. This can be particularly useful when analyzing sales data or tracking trends over time. Simply right-click on the date field in your pivot table, select “Group,” and choose the desired date grouping (e.g., by month, quarter, or year).

Format Pivot Tables

Excel pivot tables offer various formatting options to make them visually appealing and easy to understand. Customize the table style, font, and colors to match your preferences or corporate branding. You can also experiment with different chart types to visualize your data in a more compelling way.

Sort and Filter Data

Sorting and filtering your pivot table data allows you to focus on specific subsets of information or rearrange the data for better analysis. Excel provides flexible sorting and filtering options, including sorting by values, labels, or custom lists. You can also apply filters to exclude or include specific data points based on selected criteria.

Drill Down into Details

Excel pivot tables allow you to drill down into the underlying details of your summarized data. By double-clicking on a cell in your pivot table, you can access the original data that contributes to that value. This feature is handy when you want to explore specific data points or verify the accuracy of your summary calculations.

By utilizing these tips and tricks, you can unlock the full potential of Excel pivot tables and gain valuable insights from your data. Experiment with different features, explore advanced options, and practice using pivot tables to become more proficient in data analysis in Excel.

Summary

In summary, combining Excel pivot tables can be achieved using various methods tailored to your specific requirements. You can utilize Power Query to consolidate data seamlessly from different sheets or workbooks, ensuring automatic refresh of the data when changes are made. Another option is Excel’s VSTACK formula, available in Excel 365, which allows you to combine data from multiple tables. Macros can also be used for quick data consolidation, but they may have limitations in terms of flexibility. Additionally, the Pivot Table Wizard, available in older Excel versions, can be used as an alternative for combining data from different sheets or workbooks. Each method has its own advantages and limitations, so it’s important to choose the one that best suits your needs.

By following the step-by-step instructions for creating a pivot table and employing the tips and tricks provided, you can enhance your data analysis skills and effectively summarize and analyze large amounts of data in Excel. Pivot tables, with their ability to visualize data in a chart format, are valuable tools for identifying trends, comparing data, and deriving useful insights. With practice, you will become proficient in combining pivot tables and unlocking valuable insights from your data.

In conclusion, combining Excel pivot tables allows you to consolidate and analyze data efficiently, providing a comprehensive view of your data. By utilizing the appropriate methods and techniques, you can harness the power of pivot tables and make data-driven decisions with confidence. Whether you are a business professional, a researcher, or a student, mastering the art of combining pivot tables will undoubtedly enhance your data analysis skills and help you uncover valuable insights. So, start exploring the possibilities and embrace the potential of Excel pivot tables today.

Vaishvi Desai

Vaishvi Desai is the founder of Excelsamurai and a passionate Excel enthusiast with years of experience in data analysis and spreadsheet management. With a mission to help others harness the power of Excel, Vaishvi shares her expertise through concise, easy-to-follow tutorials on shortcuts, formulas, Pivot Tables, and VBA.