Written by Allen Wyatt (last updated December 5, 2020)
This tip applies to Excel 97, 2000, 2002, and 2003
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.
Best-Selling VBA Tutorial for Beginners Take your Excel knowledge to the next level. With a little background in VBA programming, you can go well beyond basic spreadsheets and functions. Use macros to reduce errors, save time, and integrate with other Microsoft applications. Fully updated for the latest version of Office 365. Check out Microsoft 365 Excel VBA Programming For Dummies today!
Need to get rid of pesky subtotals from your PivotTables? It's easy to do by applying the macro highlighted in this tip.
Discover MoreCreate a complex PivotTable and you may find that your system slows to a crawl. The reason for this may be due to the way ...
Discover MoreIf you are using a data set that includes a number of zero values, you may not want those values to appear in a ...
Discover MoreFREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."
There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)
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.
FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2025 Sharon Parq Associates, Inc.
Comments