How to Update a Pivot Table After Changing Data?

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Pivot tables are a powerful and convenient way to summarize, analyze, and present data in Microsoft Excel. But what happens when you make changes to the underlying data after creating the pivot table? In this article, we’ll cover how to update a pivot table after changing data, so your pivot tables always reflect the latest information.

Why Update a Pivot Table?

There are several reasons why you might need to update a pivot table after changing the underlying data:

• Adding or deleting rows of data
• Modifying existing data values
• Changing data in columns used in the pivot table’s rows, columns, values, or filters
• Renaming or rearranging columns in the data source

When the data changes, the pivot table becomes out of sync and no longer reflects the current state of the information. Updating the pivot table ensures it displays accurate and up-to-date results.

Methods to Update a Pivot Table

There are a few different ways to update a pivot table in Excel after changing data. The method you use depends on the nature of the changes made and your desired outcome.

Refresh the Pivot Table

The simplest way to update a pivot table is to refresh it. Refreshing tells Excel to re-query the data source and rebuild the pivot table based on the current data. Here’s how to do it:

1. Click anywhere inside the pivot table to select it
2. Go to the PivotTable Analyze tab on the Excel ribbon (or Options tab on a Mac)
3. Click the Refresh button
4. Excel will update the pivot table with the latest data

Keyboard shortcut: You can also refresh a pivot table by pressing Alt+F5 on Windows or Fn+F5 on a Mac.

If you have multiple pivot tables based on the same data source, you can refresh them all at once:

1. Go to the Data tab on the Excel ribbon
2. Click the Refresh All button
3. Select Refresh All to update all pivot tables and queries

Note: If your pivot table is based on an external data source, like a database or another spreadsheet file, you’ll need to refresh the connection before refreshing the pivot table itself.

Adjust Pivot Table Settings

Sometimes refreshing alone won’t fully update the pivot table, especially if columns were added, deleted, or rearranged in the source data. In these cases, you may need to adjust the pivot table’s field settings:

1. Click anywhere inside the pivot table
2. In the PivotTable Fields pane, check or uncheck fields to add or remove them
3. Drag fields between the Rows, Columns, Values, and Filters areas to rearrange them
4. Right-click a field and select options like Field Settings, Summarize Values By, or Show Values As to customize calculations and displays

Making these types of changes will automatically refresh the pivot table to reflect the new structure and calculations.

Change the Data Source

If you significantly changed the range or table on which the pivot table is based, you may need to redefine the data source: One way to redefine the data source is by clicking on the pivot table and then selecting the ‘Change Data Source’ option. This will allow you to update the range or table on which the pivot table is based. Additionally, if you have a custom sort list in excel that you want to apply to the pivot table, you can do so by selecting the ‘More Sort Options’ and then choosing ‘Sort A to Z’ or ‘Sort Z to A’ based on your custom list. This can help ensure that your pivot table is organized in the way that is most useful to you.

1. Click anywhere inside the pivot table
2. Go to the PivotTable Analyze or Options tab
3. Click Change Data Source
4. In the Change PivotTable Data Source dialog box, select the new data range or table
5. Click OK to update the pivot table with the new source data

This is useful if you added or deleted many rows, or moved the data to a different part of the worksheet.

Troubleshooting Pivot Table Updates

Even using the methods above, you might occasionally run into issues when trying to update a pivot table. Here are some common problems and solutions:

By understanding these troubleshooting steps, you can overcome most challenges in updating pivot tables after changing data.

Best Practices for Updating Pivot Tables

To make updating your pivot tables as smooth as possible, follow these tips:

• Use a Table as Your Data Source – Excel tables are designed to work well with pivot tables. As you add or remove data, the table expands or contracts, and column names remain consistent.
• Refresh Pivot Tables Regularly – Get in the habit of refreshing your pivot tables frequently, especially before sharing or presenting results. Better yet, use the “Refresh data when opening the file” option to automate updates.
• Be Careful with Column Names – Avoid renaming, moving, or deleting columns that are used in the pivot table. If you must make changes, refresh immediately and check that everything still works.
• Keep Pivot Tables and Source Data in Sync – After major changes to your data, like adding or removing columns, review your pivot tables to ensure they reflect the new structure. Adjust field lists and settings as needed.
• Split Complex Data into Multiple Pivot Tables – If your data has many fields or calculations, consider breaking it up into separate, focused pivot tables. They’ll be easier to set up and update than one massive table.

By adopting these best practices, you’ll spend less time fixing pivot table issues and more time gaining valuable insights from your data.

Wrapping Up

Updating pivot tables after changing data is a critical skill for anyone who works with data in Excel. By refreshing, adjusting settings, or changing data sources, you can keep your pivot tables in sync and ensure they always display accurate, up-to-date information. And by using best practices like well-structured source data and regular refreshes, you can streamline the updating process and avoid common issues. With the methods and tips covered here, you’re well-equipped to update pivot tables efficiently and effectively.

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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.