How To Point Pivottables To Different Data Sources In Excel

Have you ever wanted to refresh multiple Excel PivotTables in a single file, but each is connected to a different data source? You can easily learn how to use Excel’s Power Pivot feature to accomplish this in no time. Get ready to master the techniques of seamlessly switching data sources for PivotTables, and make your data analysis faster and easier.

What is a PivotTable?

What is a PivotTable? A powerful analytical tool that allows you to quickly summarize and analyze large amounts of data in Excel. With PivotTables, you can rotate columns and rows of data to easily view it from different perspectives.

For example, if you have sales data for a company, you can use a PivotTable to quickly see total sales by product line, region, sales rep, or other combinations. To get the most out of PivotTables, you need to know basic Excel functions and formulas and understand the data organization.

Practicing and developing skills over time can help you become proficient at using PivotTables. To make the most of it, organize the source data in ways that make sense for analysis. When creating a report, build it in stages rather than trying to do everything at once.

The advantages of using PivotTables include saving time and effort, as well as gaining insights into your business or personal finances.

Advantages of using PivotTables

Using PivotTables has many advantages. They make analyzing large datasets quick and easy. With PivotTables, you can summarize and group data to spot trends and patterns. Furthermore, you can drill down into detail to understand how different factors affect your data.

Here are some additional advantages of PivotTables:

• Simplify complex data – break down big datasets into smaller pieces.
• Faster analysis – PivotTables are faster than manually analyzing data.
• Easy customization – customize columns, rows, values and filters.
• Automatic updates – changes in your source table are automatically shown in the PivotTable.
• Interactive design – quickly change the layout and structure of the PivotTable.

If you’re not already using PivotTables, you’re missing out! You can get useful insights much faster by taking advantage of their features.

Let’s move on to connecting PivotTables to data sources.

Connecting PivotTables to Data Sources

Ever had trouble connecting PivotTables to data sources in Excel? We all know the feeling. It’s annoying. This article will help. It has two sections:

1. Preparing and Formatting the Data Source
2. Linking the PivotTable to the Data Source

The first part guides you to make sure the data source is ready for a smooth connection. The second part shows you how to link the PivotTable and data source for perfect analysis. Let’s make linking PivotTables to data sources simple!

Preparing and formatting the data source

Ensure data is organised in a table. Each column must have a header row that explains the content. Get rid of any blank rows or columns. No duplicate values allowed – they might skew results. Remove any unneeded characters or symbols, like commas or dollar signs. Format numerical data before applying to PivotTable – decimals to one place, commas to separate thousands, etc. Save as “.xlsx” – this will be your primary source.

Remember, formatting your data source is an ongoing process. Keep it clean when adding or updating info. Make sure similar types of info are formatted in the same way throughout the whole Data Source.

Pro Tip: Organise data in sheets based on different subjects (add comments for each category). This way you can find particular subject datasets quickly. Easily link PivotTable to the Data Source with a properly formatted dataset.

Linking the PivotTable to the data source

To link your Pivot Table to a data source, select any cell within the pivot table. Then, go to the “Analyze” or “Options” tab on Excel’s ribbon, depending on which version you are using. Click “Change Data Source” under either tab.

Choose the data source type. You can choose from: “Microsoft Access Database”, “Microsoft SQL Server Database”, and “From Microsoft Query”. Locate the data source saved on your computer or type a new file path. Then, press ‘Open’ or ‘OK’.

If there is an existing connection that needs replacing, click ‘OK’ when asked if you’d like to replace it. After doing this, hit ‘OK’ to confirm and update changes.

Linking Pivot Tables to their corresponding data sources is important. This way, changes in the data sources will be reflected accurately in reports. With this, you can create compelling reports that won’t miss out on any new trends or insights.

If you haven’t connected/paired up tables before, don’t worry. Link them now for accurate results when handling data-driven tasks! After that, move on to “Refreshing PivotTables”, which is also important for data-driven workflows.

Refreshing PivotTables

Knowing how to refresh PivotTables is a must-have skill for any Excel user. I’ll show you how the Refresh command works. First, we’ll look at the significance of keeping PivotTables current and the impacts of using old data. Next, I’ll explain the details of refreshing a PivotTable: when and how to do it. After this segment, you’ll have the basics to make sure your PivotTable data is always up-to-date.

Understanding how the Refresh command works

It’s important to understand the Refresh command when using PivotTables in Excel. This command updates the table based on changes in the source data. Here’s how:

1. Open your workbook and go to the PivotTable.
2. Right-click and select ‘Refresh’ from the drop-down menu.
3. Click ‘OK’ in the ‘Refresh PivotTable’ window.
4. Use the keyboard shortcut F5 and select ‘Refresh Selected Connection’.
5. Schedule automatic refreshes by selecting ‘PivotTable Options’, then ‘Data’, and ‘Refresh Data When Opening File’.

Refreshing a PivotTable doesn’t change its formatting or layout, just its content. When working with multiple PivotTables pointing to different data sources, make sure all source data is current before refreshing. Not updating data sources can cause errors. Get permission from your IT department before refreshing an external database.

Now, let’s explain the process of refreshing data in a PivotTable in detail.

Refreshing data in a PivotTable

Click a cell inside the PivotTable to activate the Analyze tab. Select the Analyze tab at the top of the screen. In the Data group, select the Refresh button. This will update your table with any new or modified data from its source.

Alternatively, you can select Options and choose Refresh from the sub menu.

Refreshing your PivotTable is important. It keeps it up-to-date and prevents inaccurate information being presented. It also saves time and effort as it automates the process. It retains existing columns, rows and formats of cells, and all additions or updates made on those cells before refreshing are incorporated into their relevant cells.

I once conducted a training session on Excel usage. A trainee asked me how he could get rid of an “old” value still found in his PivotTable after updating his data source. I realized he had forgotten to refresh; which was causing him challenges obtaining correct results.

Using pivot tables with multiple data sources requires techniques apart from just refreshing them. These techniques arrange individual criteria sets for each table from different sources.

Using PivotTables with Multiple Data Sources

Have you ever had to alter an existing PivotTable in Excel to include data from another source? Or maybe create a brand new PivotTable using a separate data source? In this segment, let’s explore the convenient and functional ways to use PivotTables with multiple data sources.

Firstly, learn how to modify an existing PivotTable to add data from a new source. Secondly, we’ll examine the easy steps necessary to create a PivotTable from new data sources, to integrate data into your desired report format.

Modifying an existing PivotTable to use a different data source

To change an existing PivotTable to use a different data source, you can follow these steps:

1. On the PivotTable, click any cell to activate the ‘PivotTable Tools‘ tab.
2. Select ‘Change Data source‘ in the ‘Data‘ group of commands in the ‘Options” tab.
3. In the following dialog box, choose “Connection Properties.”
   • If your PivotTable is using a named Excel Table or range, you can change where that Table or Range is pointing by selecting it from Workbook Connections.
   • Else select From Other Sources and choose any option as per your requirement.
   • Click OK.
   • Select OK again to close another Dialog box.

It may take several seconds for Excel to start showing refreshed data in the PivotTable.

Changing an existing PivotTable is great when you need to look at data from different angles or keep your dashboard up to date. This can be especially tricky when adding columns and rows, so modifying an existing PivotTable is essential if you need to make changes.

For instance, say AB limited imports products from Thailand and China. They want to compare sales revenue and expenses between both regions. You have created a PivotTable that shows sales revenue performance by product, as well as year-wise trend analysis in Thailand. To compare the data points with China, you need to modify the existing PivotTable with a new data source.

In the next section, we will discuss how to create a PivotTable from a new data source, which is just as important as it allows users to quickly analyze and summarize multiple data points.

Creating a PivotTable from a new data source

Open Excel and click the Insert tab. Select PivotTable from the drop-down menu. In the Create PivotTable dialog box, opt for “Use an external data source” and then select Choose Connection. Select the data source and click OK.

In the Import Data dialog box, pick the table or view to use, and click Next. Select where to place the PivotTable and click Finish.

Excel will automatically generate column headings based on the field names in the data source. Drag-and-drop fields into Rows, Columns, Values, and Filters to analyze the data.

To modify or update the PivotTable with new data, simply right-click it and select Refresh. Choose to refresh all connections or just the one selected.

Pointing PivotTables to different data sources is one of Excel’s powerful features. This lets users analyze large amounts of data without manually copying and pasting from multiple sources. Excel does the work for you!

Fun Fact: Microsoft Excel was first released for Macintosh computers in 1985. IBM PC-compatible computers got their version two years later!

FAQs about How To Point Pivottables To Different Data Sources In Excel

How do I point PivotTables to different data sources in Excel?

To point a PivotTable to a different data source in Excel, follow these steps:

1. Select the PivotTable you want to modify.
2. Go to the Analyze tab on the Ribbon.
3. Click the Change Data Source button.
4. Enter or browse to the new data source location.
5. Click OK.

Can I point multiple PivotTables to different data sources?

Yes, you can. Simply repeat the steps outlined above for each PivotTable that you want to point to a different data source.

What happens if I point a PivotTable to an invalid data source?

If you point a PivotTable to an invalid data source, Excel will display an error message. To fix the issue, check the data source path and ensure that the data source is in the correct format.

Is it possible to automatically update the data source for a PivotTable?

Yes, you can. Simply click on the PivotTable, go to the Analyze tab, click on the Change Data Source dropdown and select “Change Data Source”. Next, select “Use an external data source”. Finally, click on the “Choose Connection” button, browse to the location of your new data source and select it. After changing the data source, your PivotTable will automatically update with new data whenever you refresh it.

How do I remove a data source from a PivotTable?

To remove a data source from a PivotTable, follow these steps:

1. Select the PivotTable you want to modify.
2. Go to the Analyze tab on the Ribbon.
3. Click the Change Data Source button.
4. Click the “Clear All” button next to the table range.
5. Click OK.

Can I use a named range as the data source for my PivotTable?

Yes, you can. Simply create a named range that includes the data you want to use and point your PivotTable to that named range. To do this, go to the Analyze tab, click on the Change Data Source dropdown and select “Change Data Source”. Next, replace the table range with the name of your named range. Finally, click OK to update the data source for your PivotTable.