Automatically Refreshing Pivot Tables When Data Changes: A Comprehensive Guide

Pivot tables are powerful tools in data analysis, but their value can often be diminished if data changes and the pivot table does not reflect these updates. Fortunately, there are several methods to ensure your pivot tables automatically refresh when the underlying data changes, depending on whether you use Excel or Google Sheets. This comprehensive guide will walk you through the necessary steps for both popular spreadsheet applications.

How to Automatically Refresh a Pivot Table When Data Changes

In Microsoft Excel

Using VBA (Visual Basic for Applications)

Press ALT F11 to open the VBA editor. In the Project Explorer, find your workbook and right-click on ThisWorkbook to select View Code. Paste the following code:

Private Sub Workbook_SheetChange(ByVal Sh As Object, ByVal Target As Range)
  Dim pt As PivotTable
  For Each pt In Sh.PivotTables
  Next pt
End Sub

This code will refresh all pivot tables in the sheet whenever a change is made.

Using the Ribbon

If you just want to refresh the pivot table manually, you can go to the PivotTable Tools on the Ribbon, select the Analyze tab, and click on Refresh. You can also right-click on the pivot table and select Refresh from the context menu.

Refresh on Opening the Workbook

To set the pivot table to refresh when the workbook is opened, right-click on the pivot table, choose PivotTable Options, and check the box that says Refresh Now or Refresh on Open.

In Google Sheets

Using the Built-in Refresh Feature

Google Sheets automatically updates pivot tables when the data changes. To manually refresh, you can click on the pivot table, then select the three-dot menu in the top right corner of the pivot table editor and click on Refresh.

Using Google Apps Script

If you need more automated control, you can use Google Apps Script. Click on Extensions Apps Script in the script editor, and use the following code:

function onEdit(e) {
  var sheet  ();
  var pivotTable  ()[0]; // index 0 for the first pivot table
  if (pivotTable) {
    ();
  }
}

This script refreshes the first pivot table on the active sheet whenever you edit the sheet.

Summary

Microsoft Excel

Use VBA for automatic refresh or set options to refresh on opening. Manual refresh is also available via the Ribbon.

Google Sheets

Refreshes automatically with the option to manually refresh or use Apps Script for more control.

Choose the method that best fits your needs to ensure that your pivot tables are always up-to-date!