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: Maintaining Formatting when Refreshing PivotTables.

Maintaining Formatting when Refreshing PivotTables

by Allen Wyatt
(last updated April 6, 2013)

PivotTables provide a great way to analyze large amounts of data and pull out the summarizations that you need. Once you have the PivotTable displaying the values you need, you can then format the table to make the data presentable—for a while. You see, when you update the data on which the PivotTable is based, and then refresh the PivotTable, all your formatting work may go away.

The way around this is to follow these steps:

  1. Make sure that your PivotTable displays the values you want.
  2. Format the PivotTable in whatever way desired.
  3. On the PivotTable toolbar, choose Table Options from the PivotTable menu. Excel displays the PivotTable Options dialog box. (See Figure 1.)
  4. Figure 1. The PivotTable Options dialog box.

  5. Make sure the Preserve Formatting check box is selected.
  6. Click OK.

Now, when you refresh the PivotTable, your previously applied formatting should remain on rows and columns previously in the PivotTable. If the refresh results in new rows being added to the PivotTable, then you will still need to format those, unless you are using an AutoFormat.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (3099) 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: Maintaining Formatting when Refreshing PivotTables.

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

Creating a TOC that Includes Specific Styles

Want to create a special TOC that contains different elements of your document? It's easy to do if you consistently use ...

Discover More

Printing the Navigation Pane

The Navigation pane can be a handy tool for seeing the overall organization of your document and easily moving to whatever ...

Discover More

Jumping to the Start or End of a Document

When creating macros, it is often necessary to move the insertion point around the document so that text can be processed in ...

Discover More

Program Successfully in Excel! John Walkenbach's name is synonymous with excellence in deciphering complex technical topics. With this comprehensive guide, "Mr. Spreadsheet" shows how to maximize your Excel experience using professional spreadsheet application development tips from his own personal bookshelf. Check out Excel 2013 Power Programming with VBA today!

More ExcelTips (menu)

Setting Stable Column Widths in a PivotTable

When you update a PivotTable, Excel can take liberties with any formatting you previously applied to the PivotTable. Here's ...

Discover More

Bogging Down with Calculated Items

Create a complex PivotTable and you may find that your system slows to a crawl. The reason for this may be due to the way in ...

Discover More

Error in Linked PivotTable Value

Excel allows you to link to values in other workbooks, even if those values are in PivotTables. However, Excel may display an ...

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 three more than 5?

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.