Get pivot table excel

Use the GETPIVOTDATA function to query an existing Pivot Table and retrieve specific data based on the pivot table structure. The advantage of GETPIVOTDATA over a simple cell reference is that it collects data based on structure, not cell location. GETPIVOTDATA will continue to work correctly even when a pivot table changes, as long as the field(s) being referenced is still present. 

The first argument, data_field, names a value field to query. The second argument, pivot_table, is a reference to any cell in an existing pivot table. Additional arguments are supplied in field/item pairs that act like filters to limit the data retrieved based on the structure of the pivot table. For example, you might supply the field «Region» with the item «East» to limit sales data to Sales in the East Region.

The GETPIVOTDATA function is generated automatically when you reference a value cell in a pivot table by pointing and clicking. To avoid this, you can simply type the address of the cell you want (instead of clicking). If you want to disable this feature entirely, disable «Generate GETPIVOTDATA» in the menu at Pivot TableTools > Options > Options (far left, below the pivot table name).

Examples

The examples below are based on the following pivot table:

The first argument in the GETPIVOTDATA function names the field from which to retrieve data. The second argument is a reference to a cell that is part of the pivot table. To get total Sales from the pivot table shown:

=GETPIVOTDATA("Sales",$B$4) // returns 138602

Fields and item pairs are supplied in pairs entered as text values. To get total sales for the Product Hazelnut:

=GETPIVOTDATA("Sales",$B$4,"Product","Hazelnut") // returns 62456

To get total Sales for the West region:

=GETPIVOTDATA("Sales",$B$4,"Region","West") // returns 41518

To get total sales for Almond in the East region, you can use either of the formulas below:

=GETPIVOTDATA("Sales",$B$4,"Region","East","Product","Almond")
=GETPIVOTDATA("Sales",$B$4,"Product","Almond","Region","East")

You can also use cell references to provide field and item names. In the example shown above, the formula in I8 is:

=GETPIVOTDATA("Sales",$B$4,"Region",I6,"Product",I7)

The values for Region and Product come from cells I5 and I6. The data is collected based on the region «Midwest» in cell I6 for the product «Hazelnut» in cell I7.

Dates and times

When using GETPIVOTDATA to fetch information from a pivot table based on a date or time date or time, use Excel’s native format, or a function like the DATE function. For example, to get total Sales on April 1, 2021 when individual dates are displayed:

=GETPIVOTDATA("Sales",A1,"Date",DATE(2021,4,1))

When dates are grouped, refer to the group names as text. For example, if the Date field is grouped by year:

=GETPIVOTDATA("Sales",A1,"Year","2021")

Notes

• The name of the data_field, and field/item values must be enclosed in double quotes («)
• GETPIVOTDATA will return a #REF error if any fields are spelled incorrectly.
• GETPIVOTDATA will return a #REF error if the reference to pivot_table is not valid.

Описание

Синтаксис и аргументы

Использование и примеры

• Пример 1: базовое использование GETPIVOTDATA функция
• Пример 2: Как избежать значений ошибок, если аргументом является дата или время в GETPIVOTDATA функция

Описание

Наблюдения и советы этой статьи мы подготовили на основании опыта команды GETPIVOTDATA функция запрашивает сводную таблицу и возвращает данные на основе структуры сводной таблицы.

Синтаксис и аргументы

Синтаксис формулы

=GETPIVOTDATA (data_field, pivot_table, [field1, item1], …)

аргументы

Возвращаемое значение

Функция GETPIVOTDATA возвращает данные, хранящиеся в данной сводной таблице.

Замечания

1) Вычисляемые поля и пользовательские вычисления, такие как общая сумма и сумма каждого результата, также могут быть аргументами в GETPIVOTDATA функции.

2) Если элемент содержит дату или время, возвращаемое значение может быть потеряно, если книгу переместить в другое место и отобразить как значение ошибки #REF !. Чтобы избежать этого случая, вы можете выразить дату или время как порядковый номер, например show 12/3/2018 как 43437.

3) Если аргумент pivot_table не является ячейкой или диапазоном, в котором находится сводная таблица, GETPIVOTDATA возвращает #REF !.

4) Если аргументы не видны в данной сводной таблице, GETPIVOTDATA функция возвращает # ССЫЛКУ! значение ошибки.

Использование и примеры

Пример 1: базовое использование GETPIVOTDATA функция

1) Только первые два обязательных аргумента:

=GETPIVOTDATA(«StoreNorth»,$A$3)

Объясните:

Если есть только два аргумента в GETPIVOTDARA функция, она автоматически возвращает значения в поле Grand Total в зависимости от имени данного элемента. В моем примере он возвращает общее количество полей StoreNorth в сводной таблице, которое помещается в диапазон A3: E9 (начинается с ячейки A3).

2) С аргументом data_field, pivot_table, field1, item1

=GETPIVOTDATA(«StoreNorth»,$A$3,»Product»,»B»)

Объясните:

Юг, север: data_field, поле, из которого вы хотите получить значение;

A3: pivot_table, первая ячейка сводной таблицы — это ячейка A3;

Продукт, B: filed_name, item_name, пара, которая описывает, какое значение вы хотите вернуть.

Пример 2: Как избежать значений ошибок, если аргументом является дата или время в GETPIVOTDATA функция

Если аргументы в GETPIVOTDATA содержат дату или время, результат может быть изменен на значение ошибки # ССЫЛКА! пока книга открыта в другом месте, как показано ниже:

В этом случае вы можете

1) Используйте DATEVALUE функция

=GETPIVOTDATA(«EachDate»,A3,»Date Record»,DATEVALUE(«12/3/2018»))

2) Используйте DATE функция

=GETPIVOTDATA(«EachDate»,A3,»Date Record»,DATE(2018,12,3))

3) Обратитесь к ячейке с датой

=GETPIVOTDATA(«EachDate»,A3,»Date Record»,A12)

Файл примера

Возвращает данные, хранящиеся в отчете сводной таблицы. Функцию ПОЛУЧИТЬ.ДАННЫЕ.СВОДНОЙ.ТАБЛИЦЫ можно использовать для извлечения итоговых данных из отчета сводной таблицы, если они отображаются в отчете.

Описание функции

Синтаксис

=ПОЛУЧИТЬ.ДАННЫЕ.СВОДНОЙ.ТАБЛИЦЫ(поле_данных, сводная_таблица, [поле1, элем1, поле2, элем2], ...)

Аргументы

[Продукт]";"[Продукт].[Все продукты].[Продовольствие].[Выпечка]"

Замечания

• Вычисляемые поля или элементы и дополнительные вычисления включаются в расчеты для функции ПОЛУЧИТЬ.ДАННЫЕ.СВОДНОЙ.ТАБЛИЦЫ.
• Если с помощью аргумента «сводная_таблица» задан диапазон, включающий несколько отчетов сводных таблиц, данные будут извлекаться из того отчета, который был создан в диапазоне последним.
• Если аргументы «поле» и «элемент» описывают одну ячейку, возвращается значение, содержащееся в этой ячейке, независимо от его типа (строка, число, ошибка и др.).
• Если аргумент «элемент» содержит дату, необходимо представить это значение как порядковый номер или воспользоваться функцией ДАТА, чтобы это значение не изменилось при открытии листа в системе с другими языковыми настройками. Например, элемент, ссылающийся на дату 5 марта 1999 г., можно ввести двумя способами: 36 224 или ДАТА(1999;3;5). Время можно задать в виде десятичных значений или с помощью функции ВРЕМЯ.
• Если значение аргумента «сводная_таблица» не является диапазоном, содержащим отчет сводной таблицы, функция ПОЛУЧИТЬ.ДАННЫЕ.СВОДНОЙ.ТАБЛИЦЫ возвращает значение ошибки #ССЫЛКА!.
• Если аргументы не описывают видимое поле или содержат фильтр отчета, в котором не отображаются отфильтрованные данные, функция ПОЛУЧИТЬ.ДАННЫЕ.СВОДНОЙ.ТАБЛИЦЫ возвращает значение ошибки #ССЫЛКА!.

Пример

If you are reading this tutorial, there is a big chance you have heard of (or even used) the Excel Pivot Table. It’s one of the most powerful features in Excel (no kidding).

The best part about using a Pivot Table is that even if you don’t know anything in  Excel, you can still do pretty awesome things with it with a very basic understanding of it.

Let’s get started.

Click here to download the sample data and follow along.

What is a Pivot Table and Why Should You Care?

A Pivot Table is a tool in Microsoft Excel that allows you to quickly summarize huge datasets (with a few clicks).

Even if you’re absolutely new to the world of Excel, you can easily use a Pivot Table. It’s as easy as dragging and dropping rows/columns headers to create reports.

Suppose you have a dataset as shown below:

This is sales data that consists of ~1000 rows.

It has the sales data by region, retailer type, and customer.

Now your boss may want to know a few things from this data:

• What were the total sales in the South region in 2016?
• What are the top five retailers by sales?
• How did The Home Depot’s performance compare against other retailers in the South?

You can go ahead and use Excel functions to give you the answers to these questions, but what if suddenly your boss comes up with a list of five more questions.

You’ll have to go back to the data and create new formulas every time there is a change.

This is where Excel Pivot Tables comes in really handy.

Within seconds, a Pivot Table will answer all these questions (as you’ll learn below).

But the real benefit is that it can accommodate your finicky data-driven boss by answering his questions immediately.

It’s so simple, you may as well take a few minutes and show your boss how to do it himself.

Hopefully, now you have an idea of why Pivot Tables are so awesome. Let’s go ahead and create a Pivot Table using the data set (shown above).

Inserting a Pivot Table in Excel

Here are the steps to create a pivot table using the data shown above:

As soon as you click OK, a new worksheet is created with the Pivot Table in it.

While the Pivot Table has been created, you’d see no data in it. All you’d see is the Pivot Table name and a single line instruction on the left, and Pivot Table Fields on the right.

Now before we jump into analyzing data using this Pivot Table, let’s understand what are the nuts and bolts that make an Excel Pivot Table.

Also read: 10 Excel Pivot Table Keyboard Shortcuts

The Nuts & Bolts of an Excel Pivot Table

To use a Pivot Table efficiently, it’s important to know the components that create a pivot table.

In this section, you’ll learn about:

• Pivot Cache
• Values Area
• Rows Area
• Columns Area
• Filters Area

Pivot Cache

As soon as you create a Pivot Table using the data, something happens in the backend. Excel takes a snapshot of the data and stores it in its memory. This snapshot is called the Pivot Cache.

When you create different views using a Pivot Table, Excel does not go back to the data source, rather it uses the Pivot Cache to quickly analyze the data and give you the summary/results.

The reason a pivot cache gets generated is to optimize the pivot table functioning. Even when you have thousands of rows of data, a pivot table is super fast in summarizing the data. You can drag and drop items in the rows/columns/values/filters boxes and it will instantly update the results.

Note: One downside of pivot cache is that it increases the size of your workbook. Since it’s a replica of the source data, when you create a pivot table, a copy of that data gets stored in the Pivot Cache.

Read More: What is Pivot Cache and How to Best Use It.

Values Area

The Values Area is what holds the calculations/values.

Based on the data set shown at the beginning of the tutorial, if you quickly want to calculate total sales by region in each month, you can get a pivot table as shown below (we’ll see how to create this later in the tutorial).

The area highlighted in orange is the Values Area.

In this example, it has the total sales in each month for the four regions.

Rows Area

The headings to the left of the Values area makes the Rows area.

In the example below, the Rows area contains the regions (highlighted in red):

Columns Area

The headings at the top of the Values area makes the Columns area.

In the example below, Columns area contains the months (highlighted in red):

Filters Area

Filters area is an optional filter that you can use to further drill down in the data set.

For example, if you only want to see the sales for Multiline retailers, you can select that option from the drop down (highlighted in the image below), and the Pivot Table would update with the data for Multiline retailers only.

Analyzing Data Using the Pivot Table

Now, let’s try and answer the questions by using the Pivot Table we have created.

Click here to download the sample data and follow along.

To analyze data using a Pivot Table, you need to decide how you want the data summary to look in the final result. For example, you may want all the regions in the left and the total sales right next to it. Once you have this clarity in mind, you can simply drag and drop the relevant fields in the Pivot Table.

In the Pivot Tabe Fields section, you have the fields and the areas (as highlighted below):

The Fields are created based on the backend data used for the Pivot Table. The Areas section is where you place the fields, and according to where a field goes, your data is updated in the Pivot Table.

It’s a simple drag and drop mechanism, where you can simply drag a field and put it in one of the four areas. As soon as you do this, it will appear in the Pivot Table in the worksheet.

Now let’s try and answer the questions your manager had using this Pivot Table.

Q1: What were the total sales in the South region?

Drag the Region field in the Rows area and the Revenue field in the Values area. It would automatically update the Pivot Table in the worksheet.

Note that as soon as you drop the Revenue field in the Values area, it becomes Sum of Revenue. By default, Excel sums all the values for a given region and shows the total. If you want, you can change this to Count, Average, or other statistics metrics. In this case, the sum is what we needed.

The answer to this question would be 21225800.

Q2 What are the top five retailers by sales?

Drag the Customer field in the Row area and Revenue field in the values area. In case, there are any other fields in the area section and you want to remove it, simply select it and drag it out of it.

You’ll get a Pivot Table as shown below:

Note that by default, the items (in this case the customers) are sorted in an alphabetical order.

To get the top five retailers, you can simply sort this list and use the top five customer names. To do this:

This will give you a sorted list based on total sales.

Q3: How did The Home Depot’s performance compare against other retailers in the South?

You can do a lot of analysis for this question, but here let’s just try and compare the sales.

Drag the Region Field in the Rows area. Now drag the Customer field in the Rows area below the Region field. When you do this, Excel would understand that you want to categorize your data first by region and then by customers within the regions. You’ll have something as shown below:

Now drag the Revenue field in the Values area and you’ll have the sales for each customer (as well as the overall region).

You can sort the retailers based on the sales figures by following the below steps:

• Right-click on a cell that has the sales value for any retailer.
• Go to Sort –> Sort Largest to Smallest.

This would instantly sort all the retailers by the sales value.

Now you can quickly scan through the South region and identify that The Home Depot sales were 3004600 and it did better than four retailers in the South region.

Now there are more than one ways to skin the cat. You can also put the Region in the Filter area and then only select the South Region.

Click here to download the sample data.

I hope this tutorial gives you a basic overview of Excel Pivot Tables and helps you in getting started with it.

Here are some more Pivot Table Tutorials you may like:

• Preparing Source Data For Pivot Table.
• How to Apply Conditional Formatting in a Pivot Table in Excel.
• How to Group Dates in Pivot Tables in Excel.
• How to Group Numbers in Pivot Table in Excel.
• How to Filter Data in a Pivot Table in Excel.
• Using Slicers in Excel Pivot Table.
• How to Replace Blank Cells with Zeros in Excel Pivot Tables.
• How to Add and Use an Excel Pivot Table Calculated Fields.
• How to Refresh Pivot Table in Excel.

This tutorial will demonstrate how to work with Pivot Tables using VBA.

Pivot Tables are data summarization tools that you can use to draw key insights and summaries from your data. Let’s look at an example: we have a source data set in cells A1:D21 containing the details of products sold, shown below:

Using GetPivotData to Obtain a Value

Assume you have a PivotTable called PivotTable1 with Sales in the Values/Data Field, Product as the Rows field and Region as the Columns field. You can use the PivotTable.GetPivotData method to return values from Pivot Tables.

The following code will return $1,130.00 (the total sales for the East Region) from the PivotTable:

MsgBox ActiveCell.PivotTable.GetPivotData("Sales", "Region", "East")

In this case, Sales is the “DataField”, “Field1” is the Region and “Item1” is East.

The following code will return $980 (the total sales for Product ABC in the North Region) from the Pivot Table:

MsgBox ActiveCell.PivotTable.GetPivotData("Sales", "Product", "ABC", "Region", "North")

In this case, Sales is the “DataField”, “Field1” is Product, “Item1” is ABC, “Field2” is Region and  “Item2” is North.

You can also include more than 2 fields.

The syntax for GetPivotData is:

GetPivotData (DataField, Field1, Item1, Field2, Item2…) where:

Creating a Pivot Table on a Sheet

In order to create a Pivot Table based on the data range above, on cell J2 on Sheet1 of the Active workbook, we would use the following code:

Worksheets("Sheet1").Cells(1, 1).Select

ActiveWorkbook.PivotCaches.Create(SourceType:=xlDatabase, SourceData:= _

 "Sheet1!R1C1:R21C4", Version:=xlPivotTableVersion15).CreatePivotTable _

  TableDestination:="Sheet1!R2C10", TableName:="PivotTable1", DefaultVersion _

  :=xlPivotTableVersion15

  Sheets("Sheet1").Select

The result is:

Creating a Pivot Table on a New Sheet

In order to create a Pivot Table based on the data range above, on a new sheet, of the active workbook, we would use the following code:

Worksheets("Sheet1").Cells(1, 1).Select

Sheets.Add

    ActiveWorkbook.PivotCaches.Create(SourceType:=xlDatabase, SourceData:= _

 "Sheet1!R1C1:R21C4", Version:=xlPivotTableVersion15).CreatePivotTable _

  TableDestination:="Sheet2!R3C1", TableName:="PivotTable1", DefaultVersion _

  :=xlPivotTableVersion15

  Sheets("Sheet2").Select

Adding Fields to the Pivot Table

You can add fields to the newly created Pivot Table called PivotTable1 based on the data range above. Note: The sheet containing your Pivot Table, needs to be the Active Sheet.

To add Product to the Rows Field, you would use the following code:

ActiveSheet.PivotTables("PivotTable1").PivotFields("Product").Orientation = xlRowField

ActiveSheet.PivotTables("PivotTable1").PivotFields("Product").Position = 1

To add Region to the Columns Field, you would use the following code:

ActiveSheet.PivotTables("PivotTable1").PivotFields("Region").Orientation = xlColumnField

ActiveSheet.PivotTables("PivotTable1").PivotFields("Region").Position = 1

To add Sales to the Values Section with the currency number format, you would use the following code:

ActiveSheet.PivotTables("PivotTable1").AddDataField ActiveSheet.PivotTables( _

        "PivotTable1").PivotFields("Sales"), "Sum of Sales", xlSum

    With ActiveSheet.PivotTables("PivotTable1").PivotFields("Sum of Sales")

        .NumberFormat = "$#,##0.00"

End With

The result is:

Changing the Report Layout of the Pivot Table

You can change the Report Layout of your Pivot Table. The following code will change the Report Layout of your Pivot Table to Tabular Form:

ActiveSheet.PivotTables("PivotTable1").TableStyle2 = "PivotStyleLight18"

Deleting a Pivot Table

You can delete a Pivot Table using VBA. The following code will delete the Pivot Table called PivotTable1 on the Active Sheet:

ActiveSheet.PivotTables("PivotTable1").PivotSelect "", xlDataAndLabel, True
Selection.ClearContents

Format all the Pivot Tables in a Workbook

You can format all the Pivot Tables in a Workbook using VBA. The following code uses a loop structure in order to loop through all the sheets of a workbook, and formats all the Pivot Tables in the workbook:

Sub FormattingAllThePivotTablesInAWorkbook()
Dim wks As Worksheet
Dim wb As Workbook
Set wb = ActiveWorkbook
Dim pt As PivotTable

For Each wks In wb.Sheets
For Each pt In wks.PivotTables
pt.TableStyle2 = "PivotStyleLight15"
Next pt
Next wks

End Sub

To learn more about how to use Loops in VBA click here.

Removing Fields of a Pivot Table

You can remove fields in a Pivot Table using VBA. The following code will remove the Product field in the Rows section from a Pivot Table named PivotTable1 in the Active Sheet:

ActiveSheet.PivotTables("PivotTable1").PivotFields("Product").Orientation = _
xlHidden

Creating a Filter

A Pivot Table called PivotTable1 has been created with Product in the Rows section, and Sales in the Values Section. You can also create a Filter for your Pivot Table using VBA. The following code will create a filter based on Region in the Filters section:

ActiveSheet.PivotTables("PivotTable1").PivotFields("Region").Orientation = xlPageField

ActiveSheet.PivotTables("PivotTable1").PivotFields("Region").Position = 1

To filter your Pivot Table based on a Single Report Item in this case the East region, you would use the following code:

ActiveSheet.PivotTables("PivotTable1").PivotFields("Region").ClearAllFilters

ActiveSheet.PivotTables("PivotTable1").PivotFields("Region").CurrentPage = _

"East"

Let’s say you wanted to filter your Pivot Table based on multiple regions, in this case East and North, you would use the following code:

ActiveSheet.PivotTables("PivotTable1").PivotFields("Region").Orientation = xlPageField

ActiveSheet.PivotTables("PivotTable1").PivotFields("Region").Position = 1

ActiveSheet.PivotTables("PivotTable1").PivotFields("Region"). _
EnableMultiplePageItems = True

With ActiveSheet.PivotTables("PivotTable1").PivotFields("Region")

.PivotItems("South").Visible = False

.PivotItems("West").Visible = False

End With

VBA Programming | Code Generator does work for you!

Refreshing Your Pivot Table

You can refresh your Pivot Table in VBA. You would use the following code in order to refresh a specific table called PivotTable1 in VBA:

ActiveSheet.PivotTables("PivotTable1").PivotCache.Refresh

The GETPIVOTDATA function extracts the data stored in a PivotTable report. You can use this function to retrieve data as long as it is visible in the pivot table.

The easiest way to understand how the Getpivotdata function works:

• Simply type «=» into a cell
• Click on the Pivot Table value that you want to return.
• Excel automatically inserts the Getpivotdata function into the active cell.

To extract data from a cell in a pivot table, we can enter a normal cell link in cell D14, for example=C6.The GetPivotData function will automatically generate the formula as shown in the below screenshot:

Syntax =GETPIVOTDATA(data_field,pivot_table,field,item,…)

Let’s understandarguments of this
formula=GETPIVOTDATA(«Sales»,$B$2,»Month»,»Jan»,»Region»,»Arizona»)

• The first parameter is “Sales” which is the data_field from which we are extracting the numbers.
• The second argument is pivot_table in our example it is cell B2 from where our
  PivotTable starts.
• Fields are Month and Region.
• Items are Jan & Arizona.

Field & Items are entered as a pair & we can use a maximum as 126Arguments as shown in the below picture.

Using Cell References in GetPivotData

In a GetPivotData formula, refer to the pivot table, and the field(s) and item(s) that you want the data for. For example, this formula gets the Total, from the pivot table in D14, for the Month field, and the Washington item.

To make a GetPivotData formula more flexible, we can refer to worksheet cells, instead of typing the item or field names in the arguments.

Using the same example, we can enter “Apr” in cell L4 & “Washington” in cell L5. Then, change the formula in cell D14to reflect L4 & L5, instead of typing “Apr” & «Washington» in the formula.

Formula in cell D14 =GETPIVOTDATA(«Sales»,$B$2,»Month»,L4,»Region»,L5)

If you do not want to automatically generate the GetPivotData Function you can get rid of it by following the given steps:

• Click on any cell in the PivotTable
• Under PivotTable Tools contextual menu, go to the Analyze menu on the ribbon.

• Click on Pivot Table
• Under Options
• Click on Generate GetPivotData

Alternatively, Under File?Options?Click on Formulas de-select Use GetPivotData functions for PivotTable references. Click on Ok.

In this way we can extract data from pivot table.