Got a version of Excel that uses the menu interface (Excel 97, Excel 2000, Excel 2002, or Excel 2003)? This site is for you! If you use a later version of Excel, visit our ExcelTips site focusing on the ribbon interface.
With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company.
Learn more about Allen...
Please Note: This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Missing PivotTable Data.
Stephen has an Excel workbook created by someone else. The workbook contains a PivotTable, but he cannot make changes to it. When he tries, he gets a message that says the underlying data was not saved. The worksheet with the data is in the workbook, and the PivotTable is there, but he cannot change the PivotTable directly or even make changes to the worksheet and updated the PivotTable.
There are two possible reasons for this problem. First, when a PivotTable is created, the user can specify an option that causes Excel to not save the data with the table layout. (This option is accessed by clicking the Options button on the last step of the PivotTable Wizard.) If the PivotTable is really based on the worksheet in the workbook, then this is no problem. If, however, it is based on some other data source, then it can cause a problem because you cannot later modify the table.
The second possible reason is that the workbook that you have isn't the same workbook in which the worksheet and the PivotTable originally resided. It is possible that, in creating the workbook for your use, the original user copied the PivotTable and the worksheet from the original workbook to a new, blank workbook. If this is the case, then the PivotTable is independent of any data in the workbook you are viewing. You can check this out by trying these steps:
Excel redoes the PivotTable, this time based on the information in the workbook. You can then make changes to the PivotTable (or the underlying data) as you desire.
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (3112) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Missing PivotTable Data.
Save Time and Supercharge Excel! Automate virtually any routine task and save yourself hours, days, maybe even weeks. Then, learn how to make Excel do things you thought were simply impossible! Mastering advanced Excel macros has never been easier. Check out Excel 2010 VBA and Macros today!