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: Refreshing PivotTable Data.

Refreshing PivotTable Data

by Allen Wyatt
(last updated August 27, 2016)

Excel PivotTables provide a powerful tool you can use to analyze your data, as you have learned in other ExcelTips. Whenever you change the information in your source data list, you will need to update the PivotTable. There is no need to recreate the table, instead you simply select a cell in the PivotTable and then select Refresh Data from the Data menu, or click on the Refresh Data tool on the PivotTable toolbar.

Updating changes is simple enough, but there is probably an additional step you will want to take if you have added records to your data table. If you have added information at the end of the list, either manually or using a data form, you will want to redefine the data range used to create the PivotTable. To do this, select a cell in the PivotTable and invoke the PivotTable and PivotChart Wizard. When it is displayed, navigate through the steps back to Step 2. (This is the step that allows you to specify the cell range to use for the PivotTable.) Make sure the cell range reflects accurately the range you want included in the PivotTable.

You should note that if you are adding rows in the middle of the PivotTable's data range, or if you delete rows, you do not need to be concerned about the cell range reflected in the PivotTable Wizard. Excel will make sure it is adjusted correctly. (You only need to be concerned when you add rows or columns to the end of the cell range.)

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2471) 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: Refreshing PivotTable Data.

Author Bio

Allen Wyatt

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. ...

MORE FROM ALLEN

Correctly Repeated Words

There are times when you need to repeat a word in a document, but doing so triggers an "error reaction" from Word's spelling ...

Discover More

Too-Big Toolbars

Work around Words inability to have a multi-row toolbar.

Discover More

Space after a Table

Those familiar with styles are used to setting vertical spacing before or after paragraphs. You can get just the look you ...

Discover More

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!

More ExcelTips (menu)

Reducing File Sizes for Workbooks with PivotTables

Need to reduce the size of your workbooks that contain PivotTables? Here's something you can try to minimize the ...

Discover More

Excluding Zero Values from a PivotTable

If you are using a data set that includes a number of zero values, you may not want those values to appear in a PivotTable ...

Discover More

Default Formatting for PivotTables

Wish there was a way to define how you want PivotTables formatted before you actually create the PivotTable? You may be out ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 8Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 7 - 2?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

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.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.