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: Maintaining Formatting when Refreshing PivotTables.
by Allen Wyatt
(last updated August 25, 2017)
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:
Figure 1. The Layout & Format tab of the PivotTable Options dialog box.
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 (8731) applies to Microsoft Excel 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Excel here: Maintaining Formatting when Refreshing PivotTables.
Professional Development Guidance! Four world-class developers offer start-to-finish guidance for building powerful, robust, and secure applications with Excel. The authors show how to consistently make the right design decisions and make the most of Excel's powerful features. Check out Professional Excel Development today!
If you modify the data on which a PivotTable is based, you'll need to refresh the table so it reflects the modified data. ...Discover More
If you ever try to edit a PivotTable and get an error that tells you that the "underlying data was not included," it can ...Discover More
When you update a PivotTable, Excel can take liberties with any formatting you previously applied to the PivotTable. ...Discover More
FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."
Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.