When working with Excel, especially in data analysis and reporting, PivotTables are invaluable tools for summarizing and visualizing data. However, there are situations when the source of your PivotTable data needs to change from an external source to an internal table, particularly when your external data includes measures.
Here's an example of an original scenario:
' Suppose you have a PivotTable connected to an external database. You now want to switch it to a table that also contains measures.
Understanding the Problem
The task at hand is to modify an existing PivotTable's data source from an external data connection to a table in your Excel workbook, while ensuring that all measures from the external source are maintained. This can be crucial for further analysis and reporting, particularly when you want to manipulate or add additional data without relying on external sources.
Steps to Change the PivotCache Source
Here’s a comprehensive guide on how to achieve this:
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Identify Your PivotTable: Start by clicking on the PivotTable that you want to modify.
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Analyze Your Data: Understand how your measures are being utilized in the PivotTable. Take note of any calculations that are dependent on the external source.
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Create Your Table: If you haven't already, create an Excel table from the data that will replace the external source. To create a table:
- Select your data range.
- Go to the Insert tab in the Ribbon.
- Click on Table and ensure "My table has headers" is checked.
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Open the PivotTable Options: Click on the PivotTable, go to the PivotTable Analyze tab in the Ribbon, and select Change Data Source.
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Change the Data Source: In the Change PivotTable Data Source dialog box, select the new table you created. Make sure to adjust any ranges to include your new measures if necessary.
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Update Calculated Fields: If your external data included measures, you may need to recreate any calculated fields in your PivotTable that were initially set up using those measures. Go to the PivotTable Analyze tab, then click on Fields, Items & Sets, and select Calculated Field to recreate any necessary calculations.
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Refresh Your PivotTable: After completing the above steps, refresh your PivotTable to ensure that it pulls data from the new table. You can do this by right-clicking on the PivotTable and selecting Refresh.
Example in Action
Imagine you have sales data stored in an external database, but you want to analyze this data using Excel without relying on that external connection. You can import the data into an Excel table called "SalesData". Your PivotTable originally sourced data like this:
External Database Source: [Sales_DB].[Sales_Data]
By switching the data source to your new Excel table "SalesData", your new data source will look like this:
Excel Table Source: SalesData
This process allows you to maintain the integrity of your data analysis, ensuring that your reports are both flexible and reliable.
Conclusion
Changing an Excel PivotCache from an external source to a table requires careful consideration of how measures are handled. By following the steps above, you can effectively manage your data sources and streamline your reporting process.
Additional Resources
By familiarizing yourself with these processes and resources, you will enhance your ability to navigate Excel’s complex data management tasks effectively. Happy analyzing!
