Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, and 2013. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Pointing PivotTables to Different Data.

Pointing PivotTables to Different Data

by Allen Wyatt
(last updated June 28, 2016)

2

Joe uses PivotTables a lot at his company. In creating the PivotTables they would use one workbook for the PivotTables that were generated based on source data in a second workbook. In working with the PivotTables they needed a way to quickly "re-point" their pivot cache to a different data source. Unfortunately they found that re-pointing one PivotTable to a different source workbook only created a second pivot cache, thereby causing a much larger PivotTable workbook and a slower response time in Excel. They needed to actually re-point each PivotTable to the new data source before the old pivot cache would disappear, and some of the workbooks had over 50 PivotTables!

They found a solution, however, that allowed them to very easily make the switchover to the new data source. Assume, for the sake of this tip, that File1 is the workbook containing the PivotTables, File2 is the current data source workbook, and File3 is the new data source workbook. Further, all the PivotTables in File1 share the same pivot cache which, in turn, points to the data in File2. These are the steps they took to switch everything over so File1 finally pointed to File3:

  1. Rename the File3 to something else, such as File3Real.
  2. Open File1 in Excel.
  3. Open File2 in Excel.
  4. With File2 displayed, press F12. Excel displays the Save As dialog box.
  5. Save the file using the File3 name. Since File1 is also open, Excel automatically repoints the pivot cache (and hence all the PivotTables in File1) to File3.
  6. Close File3.
  7. Save and Close File1.
  8. Outside of Excel, delete the File3 workbook created in step 5.
  9. Rename the File3Real workbook with the name File3.

That's all there is to it; File3 is now the new data source for the PivotTables in File1. As well, any fields that do not exist in File3 will also be removed from the PivotTable reports when you next open File1.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (8267) applies to Microsoft Excel 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Excel here: Pointing PivotTables to Different 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. ...

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What is three minus 2?

2016-06-30 11:11:16

John

This does not seem to work within a workbook... I have tried different approaches and none have work... I always have to repoint the pivot table to the new data even if the I rejigger the names and the new data is the same name as the old.


2016-06-28 07:27:06

Jim

I also find that if I create File2 as a table I can just copy/paste values from File3 over the data on File2 - This way if I've created additional columns to the right of the main data or have calculated fields they hold and I don't have to reinvent the wheel in the new File3.

Just a thought


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