by Allen Wyatt
(last updated February 17, 2018)
David has many PivotTables that are filtered by year. In his data there is a separate field for year (values 2016, 2017, 2018, etc., derived via the Year function). He excludes older years in most cases and reports on more recent years. When a new year arrives, it is a tedious process for David to edit every PivotTable and select the most recent year. He wonders if there is a way to specify the selection values for a PivotTable filter so he doesn't need to go through the tedious editing.
Perhaps the easiest way to do this would be to add a single column to the source data for your PivotTable. The column could contain a simple formula that designates whether the row is within the desired range for inclusion in the PivotTable. For instance, if column A contains the transaction date for the row, then you could include the following in the added column:
The result of the formula is either True or False, depending on whether the transaction is within the previous three years or not. Thus, if this formula is evaluated in 2018, then any transactions within 2016, 2017, and 2018 would return True; all others would be False. Then, within your PivotTable definition you could filter based on the contents of this particular column, thereby ensuring that only those True rows are included in the PivotTable.
If you prefer a macro-based solution, you could easily develop one that examined each of the PivotTables and changed the PivotField named "Year" so that it was equal to a desired year. The following shows how easy it is to make such a change:
Sub ChangePivotYear() Dim sht As Worksheet Dim pvt As PivotTable Dim iYear as Integer iYear = 2018 ' Change to desired year For Each sht In Worksheets For Each pvt In sht.PivotTables pvt.PivotFields("Year").ClearAllFilters pvt.PivotFields("Year").CurrentPage = iYear Next pvt Next sht End Sub
The macro sets the field to 2018; if you want to use a different year, just change what is assigned to the Year variable. Note, as well, that the macro affects all the PivotTables in the entire workbook.
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (12571) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, and Excel in Office 365.
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!
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 ...Discover More
PivotTables are a great way to work with large quantities of data in an intelligent manner. Sometimes, however, you just ...Discover More
If you expect your PivotCharts to update automatically when you update a PivotTables, you may want to alter, slightly, ...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.