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Microsoft Excel 2010 : Refreshing Pivot Table Data, Adding a Report Filter & Adding Pivot Table Data

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Refreshing Pivot Table Data

When you create a pivot table, Excel takes a snapshot of your data source and stores it in a pivot cache. A pivot cache is a special memory container. This is what your pivot table is connected to. This means that your pivot table report and your data source are disconnected.

The benefit of this is optimization. Any changes you make to the pivot table report, such as rearranging fields, adding new fields, or hiding items, are made rapidly and with minimal overhead. However, because your pivot table is working from a snapshot of your data source, any changes you make to your data are not picked up by your pivot table report until you take another snapshot. This is called “refreshing” your pivot table.



1. Right-click anywhere in your pivot table.

2. Select the Refresh option.


Note: The PivotTable Tools Contextual Tab

When you click on your pivot table, Excel activates the PivotTable Tools contextual tab. There, you see an Options tab and a Design tab. Click the Options tab and choose the Refresh command. These tabs expose a variety of commands you can use to manage and work with pivot tables.


Adding a Report Filter

Often times, you’re asked to produce reports for one particular region, market, product, and so on. Instead of working hours and hours building separate reports for every possible analysis scenario, you can leverage pivot tables to help create multiple views of the same data. For example, you can do so by creating a region filter in your pivot table.



1. Click anywhere on your pivot table to reactivate the PivotTable Field List.

2. Find the Region field, click it and drag it to the Report Filter area in the Pivot Table Field List.

3. Note that your pivot table now has a filter drop-down for Region.

Tip: Using a Field’s Context Menu to Move It

In addition to dragging, you can also move a field into the different areas of the pivot table by clicking the black triangle next to the field name and then selecting the desired area.




4. Once you have a report filter on your pivot table, you can click the filter drop-down and select the desired data item.

5. Note how the pivot table responds by showing you only the data for the selected item.


Tip: Selecting Multiple Data Items

When you click the filter drop-down to select a data item, you will notice a check box labeled Select Multiple Items. Clicking this check box allows you to select more than one data item by which you can filter your report.


Adding Pivot Table Data

Sometimes, the data source that feeds your pivot table changes in structure. For example, you may have added or deleted rows or columns from your data table. These types of changes affect the range of your data source, not just a few data items in the table. In these cases, performing a simple Refresh of your pivot table won’t do. You have to update the range being captured by the pivot table.



1. Click anywhere in your pivot table to activate the PivotTable Tools contextual tab.

2. Select the Change Data Source command in the Options tab.

3. The Change PivotTable Data Source dialog box activates. Here, you supply the new data range for the pivot table.

4. Click the OK button to confirm the change. Your pivot table automatically refreshes to show the newly referenced data.


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