For those of you who know how to create Pivot Tables, have you ever considered turning your list into a Data Table, from this you can then create the Pivot Table. This would be beneficial if your data range was constantly changing, as explained below.
Pivot Tables and other advanced Excel formulas are covered during our advanced Excel course. If you are doing large amount of data manipulation you may also find this article on when to use a Vlookup and when to use Index and Match useful.
When creating a Pivot Table you specify the Table/Range for that Pivot Table. As below, A1-I114.
If at a later point the original data has more rows/cols added to it, the Pivot table will not pick up the new data and refresh will not help as this can only be used to update if the original data has changed, such as a salary, so the data range would have to be updated. You can do this by clicking in the Pivot Table and choosing the Analyse Menu and Change Data Source
This would place you back on the original data, enabling you to select the new range for the Pivot Table.
However, if you convert your original data range into a data table, you only need to refresh as new data is added. This is because a data table will have a name applied to it, you can also change this name if you wish.
Click in your Excel List and from the HOME Ribbon, choose FORMAT AS TABLE
Choose the Colour Scheme for your table.
Once the data table has been created, notice that a new ribbon (Toolbar) appears in your Menu Tabs – DESIGN. If you click outside the data table this will disappear, so make sure you are within the data table to use the Design Menu.
The Table will have been named for you in this instance Table 2, shown on the left-hand side of the ribbon. This name can be changed, all you have to do is highlight the name in the Table Name box and overtype it.
The name will apply to the entire data in the list, if you select the Name box you will see the name in here, if you click on this it will highlight the entire range. As extra data is added to the data table the name will automatically extend to include these new rows/columns. The same if rows/columns are deleted.
Now that the Data Table has been created a Pivot Table can be created from the Design Ribbon. Click in your data table, the Design Ribbon will appear and choose SUMMARISE WITH PIVOT TABLE
Notice that the Data Table name appears in the Create PivotTable box, instead of the range. As you adjust the rows and columns in the original list, all you have to do to include these in your pivot table is a Refresh.
Tip: You can refresh a Pivot Table by right-clicking over the top of it, or by selecting the Analyse Menu and Refresh. Using the second method you can refresh all Pivot Tables built off the original data by selecting Refresh All.