How to Refresh Pivot Table

I’m sure you’ve experienced the frustration of relying on outdated data for your analysis in Excel. Don’t worry, I have a solution for you – refreshing your Pivot Table. In this article, I will guide you through the process of refreshing and updating your Pivot Table to ensure your analyses are accurate and up to date.

Excel Pivot Tables are powerful tools that allow you to summarize and analyze large amounts of data with ease. However, without refreshing your Pivot Table, it won’t reflect any changes made to the underlying data source. This can lead to misleading and inaccurate results. That’s why it’s crucial to know how to refresh your Pivot Table when the source data changes.

Refreshing a Pivot Table in Excel is a simple process. You can either refresh it manually or set it to autorefresh using a VBA macro. In the following sections, I will explain the steps for each method, so you can choose the one that suits your needs.

Let’s dive into the details of refreshing a Pivot Table in Excel and make sure your analyses are always accurate and up to date.

Manually Refreshing a Pivot Table

When changes are made to the source data that a PivotTable is based on, the PivotTable is not automatically updated. Instead, you need to manually refresh the PivotTable to reflect any changes in the underlying source data.

To manually refresh a PivotTable, follow these steps:

1. Make a change to the PivotTable’s source data.
2. Navigate to the PivotTable and click on any cell inside the PivotTable to display the PivotTable Tools on the ribbon.
3. Click on the Analyze tab.
4. Click on the Refresh button.

You can also use the keyboard shortcut Alt+F5 to refresh the PivotTable.

If you have multiple PivotTables in your workbook and want to update them all at once, follow these steps:

1. Click on the Refresh button’s list arrow.
2. Select Refresh All.

Additionally, you can set Excel to automatically refresh the PivotTables in a workbook when the file is opened. To do this, follow these steps:

1. Click on the PivotTable button on the Analyze tab.
2. Select Options.
3. Check the Refresh data when opening the file option on the Data tab.

Example:

“I made some changes to the sales data in my PivotTable, but the numbers didn’t update automatically. I learned that I need to manually refresh the PivotTable to see the changes. By clicking on the Refresh button or using the Alt+F5 shortcut, I can easily update the PivotTable. The Refresh All option lets me update multiple PivotTables at once, saving me time and effort. I also discovered the option to set Excel to refresh the PivotTables automatically when I open the file, ensuring that my analyses are always up to date.”

Forcing a Refresh in a Pivot Table

When new data is added or changes are made to the existing data source of a Pivot Table, the Pivot Cache, which stores the data used by the Pivot Table, does not update automatically. This means that the Pivot Table also does not update unless a refresh is forced.

There are a couple of ways to force a refresh in a Pivot Table. One way is to right-click on any cell in the Pivot Table and select Refresh. This will instantly refresh the Pivot Table and reflect any changes in the data source.

Another way to force a refresh is to select any cell in the Pivot Table and use the keyboard shortcut Alt+F5.

It’s recommended to convert the data source into an Excel Table before creating the Pivot Table. Excel Tables automatically account for new rows/columns that are added to the data source, allowing the Pivot Table to update automatically when new data is added.

Changing the Data Source of a Pivot Table

If you have added new rows or columns to the data source of a Pivot Table, you need to change the data source to include the new data. To do this, follow these steps:

1. Select any cell in the Pivot Table.
2. Navigate to Analyze > Data > Change Data Source.
3. This will open the ‘Change PivotTable Data Source’ dialog box.
4. Select the current data source.
5. Update the range to include the new data.
6. Click OK to change the data source.

If you have converted the data source into an Excel Table before creating the Pivot Table, you don’t need to use the change data source option. Simply refresh the Pivot Table, and it will automatically account for the new rows or columns in the data source.

“Updating the data source of a Pivot Table is crucial when new data is added. By following these easy steps, you can ensure that your Pivot Table reflects the most up-to-date information.”

Example:

Let’s consider an example where you have a Pivot Table analyzing sales data for a specific product. You recently added a new month’s sales data to your source worksheet, and you need to update the Pivot Table to include this new data.

In this example, you would select a cell within the Pivot Table and go to Analyze > Data > Change Data Source. Then, you would update the range to include the new month’s sales data, which is May. After clicking OK, the Pivot Table will be updated to include the new data.

Autorefreshing a Pivot Table Using VBA Macro

To make the process of refreshing a Pivot Table more efficient and automatic whenever there is a change in the data source, you can use a VBA macro. With VBA, you can automate the refreshing process and save time by eliminating the need to manually refresh the Pivot Table each time changes are made to the underlying data.

To autorefresh a Pivot Table using VBA, you can use the following VBA code:

Sub AutoRefreshPivotTable()
Dim pt As PivotTable
For Each pt In ActiveWorkbook.PivotTables
pt.RefreshTable
Next pt
End Sub

This VBA macro iterates through all the Pivot Tables in the active workbook and refreshes each one using the RefreshTable method. By running this macro, you can ensure that all your Pivot Tables are automatically updated whenever there are changes in the data source, without the need for manual intervention.

To use this VBA macro, follow these steps:

1. Open the Excel workbook that contains the Pivot Table you want to autorefresh.
2. Press ALT + F11 to open the Visual Basic for Applications (VBA) editor.
3. In the VBA editor, insert a new module by clicking on Insert > Module.
4. Copy and paste the provided VBA code into the module.
5. Close the VBA editor.
6. Now, you can run the VBA macro by pressing ALT + F8, selecting the AutoRefreshPivotTable macro, and clicking Run.

By using this VBA macro, you can automate the process of refreshing your Pivot Tables and ensure that your analyses are always up to date with the latest data changes.

Benefits of Autorefreshing Pivot Tables with VBA Macro

1. Time-saving: Automating the refreshing process with a VBA macro saves you time by eliminating the need to manually refresh each Pivot Table.

2. Accuracy: By autorefreshing the Pivot Tables, you ensure that your analyses are always based on the most up-to-date data, leading to more accurate insights.

3. Efficiency: With the VBA macro in place, you can focus on analyzing the data rather than spending time on manual data refreshing tasks.

4. Scalability: The VBA macro can be applied to multiple Pivot Tables in your workbook, making it suitable for large-scale data analysis projects.

By using VBA macros to autorefresh your Pivot Tables, you unlock the full potential of Excel’s automation capabilities and optimize your workflow for efficient and accurate data analysis.

Conclusion

Refreshing a Pivot Table in Excel is crucial to ensure that your analyses are accurate and reflect the most current data. By following the steps outlined in this guide, you can easily refresh a Pivot Table manually or set it to auto-update using VBA macros. Remember to periodically refresh your Pivot Table to keep your analyses up to date and maintain the accuracy of your insights.

Updating a Pivot Table is essential, especially when there are changes in the source data. Whether you choose to refresh the Pivot Table manually or use VBA macros, staying updated with the latest data is vital for accurate analysis. By using the Refresh button or keyboard shortcut, you can quickly update a Pivot Table with new information. Additionally, you can leverage VBA macros to automate the refreshing process and ensure that your Pivot Table is always up to date.

Excel Pivot Table provides a powerful tool for data analysis, and regularly updating it is key to maintaining the accuracy of your insights. By refreshing the Pivot Table, you ensure that any changes or additions to the source data are reflected in your analysis. Whether you choose to manually refresh or use automation through VBA macros, keeping your Pivot Table up to date will help you make informed decisions based on the most current data. So remember to refresh your Pivot Table regularly to unlock its full analytical potential in Excel.