# how to use pivot table data in formulas

Pivot Table Formula in Excel (Table of Content). In this case, the formula won’t use a hard-coded cell reference. Sign in or start a free trial to avail of this feature. The other method is to permanently turn off the feature to generate GETPIVOTDATA. Tables are a great PivotTable data source, because rows added to a table are automatically included in the PivotTable when you refresh the data, and any new columns will be included in the PivotTable Fields List. However, if I make a simple change to my Pivot table, for example expanding the Quarter columns with Alt + A J, the value now changes because the cells B9 to B13 no longer contain the quarter one data. If the Profit % is <10% incentive should be 3% of the total profit. Converting the source data to a table can help to refresh the Pivot Table with the expanding data in Excel. Step 8: Type divider symbol (/) and insert Gross Sales Field. Adding New Data: Data can be added to the pivot table by simply going to the original data table and either amending the data you wish to amend or adding new rows or columns. I'd like to now use the result of this new pivot table as the data source for a new pivot table which will further modify this data. The second argument (pivot table) is a reference to any cell in an existing pivot table. Pivot Tables in Excel: How to Use the PivotTable Function The PivotTable function is one of the most widely used features of Microsoft Excel. So I’ll navigate to an external cell, I’ll write "=sum", open the bracket and select the first five cells. Go to Pivot Table Tools –> Analyze –> Fields, Items, & Sets –> List Formulas. Now type minus symbol ( – ) and select COGS > Double click. you might be tempted to include its values, The best advice I can probably give you in this situation, If you can’t find the output value that you want. Step 5: Now we have our TOTAL PROFIT Column in the pivot table. For example, this formula gets the Total, from the pivot table in D14, for the Month field, and the Washington item. Apply the below formulas as shown in the image. In this case, we create a formula that sums quarter 1 revenue for a selection of salespeople from our Pivot Table. to refer to a single cell in the Pivot table. Step 2: Go to the ribbon and select the “Insert” Tab. On the Insert tab, in the Tables group, click PivotTable.The following dialog box appears. Formulas can use relationships to get values from related tables. you’re better off performing the calculation directly on the data set. Calculated fields in Excel Pivot Tables. Select any cell in the Pivot Table. Then drag and drop the required fields into the relevant section to create a Dynamic Table. Formulas Using a Pivot Table Range (00:03), Formulas Using a Pivot Table Cell (01:18). like I show you in my course on Lookups and Database functions. all the formulas which require range cannot be used. When I close the bracket and press Enter. Step 7: Now we must see the newly inserted calculated field Total Profit in the Fields list. This means the feature is currently On. However, this approach is still problematic. ALL RIGHTS RESERVED. You should see a check mark next to the option, Generate GETPIVOTDATA. Apply the below formulas as shown in the image. If you can’t find the output value that you want using filters, sorting, subtotals or percentage of options, you’re better off performing the calculation directly on the data set, like I show you in my course on Lookups and Database functions. Excel automatically selects the data for you. The formula to find the Profit is Gross Sales – COGS. A pivot table is a table of statistics that summarizes the data of a more extensive table (such as from a database, spreadsheet, or business intelligence program).This summary might include sums, averages, or other statistics, which the pivot table groups together in a meaningful way. We use the reference to specify the pivot t… As I mentioned at the start of this course. Step 3: Click on ADD & OK to complete. This is the most often used calculated field in the pivot table. One quick and easy way is to type the formula without using the mouse or the arrow keys. Before you get started: Your data should be organized in a tabular format, and not have any blank rows or columns. For this reason, it’s never a good idea to use a range of cells from a Pivot Table in an external formula. Click the small drop-down arrow next to Options. Custom Calculations enable you to add many semi-standard calculations to a pivot table. You will see a pivot table option in your ribbon which further having further two options (Analyze & Design) Click on the analyze option, then on Fields, Items, & Sets. Step 1: Select the data that is to be used in a Pivot table. Excel pivot tables provide a feature called Custom Calculations. Take a look at the below data, I have Country Name, Product Name, Units Sold, Unit Price, Gross Sales, COGS (Cost of Goods Sold), Date, and Year column. But again, when I do a simple change to the Pivot table, such as expanding columns, I get an error in the formula, because the quarter one column no longer exists. The first argument (data_field) names a value field to query. The result of the GETPIVOTDATA function. From this example, we are going to consider Function in our filter, and let’s check how it can be listed using slicers and varies as per our selection. Just click on any of the fields in your pivot table. If you can’t find the final output that you’re looking for in a Pivot table. The formula to calculate the Profit Percentage is Total Profit / Gross Sales. Step 1: Go to Calculated Field and open the below dialog box. In this example, I will show you the advanced formulas in pivot table calculated fields. To insert a pivot table, execute the following steps.1. In the opening Create Table dialog, click the OK button. By using Custom Calculations, for example, you can calculate the difference between two pivot table cells, percentages, and percentage differences. So be careful while showing the Subtotal of calculated fields. This creates a formula that will copy. Step 2: Now I will use IF condition to calculate the incentive amount. Instead, it uses a function called GETPIVOTDATA to record the various fields associated with the cell. Instead of calculating the results row by row, measures perform aggregate calculations. 2. To see and update the pivot table formula, first, create a pivot table with relevant fields we want to keep and then after selecting or putting the cursor on it, from Analyze menu ribbon, select Calculated Fields from the drop-down list of Fields, Items & Sets. Let me apply the pivot table to find the total sales and total cost for each country. This is because the range of cells used in the formula no longer refers to quarter 1 revenue. Please do as follows. From the table on Sheet1, choose Insert, Pivot Table and choose the box for “Add This Data to the Data Model.” In the PivotTable Fields pane, change from Active to All to reveal all three tables. Step 2: In the below dialog box give a name to your new calculated field. Go to Analyze tab in the ribbon and select Fields, Items, & Sets. We have Profit Percentage as the new column. Working with Tables and Columns. Including data from a Pivot Table in a formula is generally a bad idea. 4 To include the new values in the pivot table, you have to click the Refresh icon in the PivotTable Tools Options tab (see Figure 5). When I close the bracket and press Enter, I get the correct answer, and all is good so far. If you can’t find the final output that you’re looking for in a Pivot table, then you’ll need to use LOOKUP functions to solve your problem. The syntax of the ‘GET PIVOT DATA’ function have been constructed with the arguments as listed below: =GETPIVOTDATA (data_field, pivot_table, field1, item1). The advantage of using the GetPivotData function is that it uses criteria to ensure that the correct data is returned, even if the pivot table layout is changed. Look behind the scenes of your pivot table. We cannot use formulas like VLOOKUP, SUMIF, and much other range involved formulas in calculated fields i.e. We have seen the wonder of Calculated Fields but it has some of the limitations as well. Measures are suitable to use in Values area of a Pivot Table as is without needing to select an aggregation method. who’s not familiar with this limitation of Pivot tables. You will further get a list of options, just click on the calculated field. It allows you to analyse and visualise data in various ways that can provide deep insights. Whatever I have shown now is the basic stuff of Calculated Field. Here’s another pivot table technique that’s incredibly … Unlike the previous array of cells we selected, this records the Sales Person, Subscription Type. Step 3: In the Formula section apply the formula to find the Profit. We can delete, modify all the calculated fields. Field 1, item 1 – optional. The changes will not be immediately incorporated into the pivot table until you use … Click OK. First of all, you need a simple pivot table to add a Calculated Field. =GETPIVOTDATA(data_field, pivot_table, [field1, item1, field2, item2], …) The GETPIVOTDATA function uses the following arguments: 1. If we create a formula which uses a single cell from a Pivot Table, things work slightly differently. When working with Pivot tables, you might be tempted to include its values in an external formula. that writing a complex formula with this input would be a nightmare. and Time period associated with the cell. The pivot table still shows the original results using data from before the calculation. Ideally, you can use an Excel table like in our example above.. First, we will need to insert a pivot table. So I’ll delete my previous formula and I’ll write "=" and simply navigate to that single cell. For this, select the complete data to be included in Dynamic Table and then click on Pivot Table option under Insert menu tab or else press short cut key ALT + N + V simultaneously to apply it. How to convert your reports into the right structure using formulas (free sample workbook). If we expand the quarters to view monthly data, then the formula returns an error because the Pivot Table no longer contains quarterly data. Figure 1. Fig. Measures or calculated fields are the alternative way to use formulas in a data model. I get the correct answer, and all is good so far. Give the name as Incentive Amount. Formulas Using a Pivot Table Cell (01:18) If we create a formula which uses a single cell from a Pivot Table, things work slightly differently. Below is the pivot table for the above data. The best advice I can probably give you in this situation is to simply don’t do it. Use the GETPIVOTDATA function to query an existing pivot table and retrieve specific data based on the pivot table structure. This calculated field is flexible, it is not only limited to Country-wise analysis but we can use this for all kind of analysis. I need to find out the profit and profit percentage for each country. Step 2: Now I will use IF condition to calculate the incentive amount. However, if we adjust the Pivot Table, say by expanding the quarters to view monthly data, then the result of the formula changes. This pivot table shows coffee product sales by month for the imaginary business […] You might be tempted to insert Pivot Table data into formulas but be careful, this action is has many pitfalls to be wary of. Instead, it uses a function called GETPIVOTDATA to record the various fields associated with the cell. Go to Analyze and again select Calculated Field under Fields, Items, & Sets. For this reason, it’s also a bad idea to use a single cell from a Pivot Table in an external formula. Pivot tables have a feature to group dates by year, month, and quarter. Give the name as Incentive Amount. This is done in the usual manner. I have a Pivot table in excel that is using a raw table as its data source. Just type =C5/B5-1. Click the button to toggle GETPIVOTDATA Off. Step 9: Name this Calculated Field as Profit Percentage. Step 6: Now we need to calculate the profit percentage. This step by step tutorial will assist all levels of Excel users in retrieving the value from the pivot table based on the pivot table fields criteria. Now take look at the below image, if I want to see the breakup of Product-wise Incentive amount we will have wrong SUB TOTAL & GRAND TOTAL of INCENTIVE AMOUNT. Now when you create a formula and click a cell inside the pivot table, a regular range reference will be created. Data_field (required argument) – This is the worksheet information from which we intend to remove nonprintable characters. but as I’ve just shown you, they do lack flexibility. The first step to creating a pivot table is setting up your data in the correct table structure or format. In Excel, once we create a pivot table, we can add and modify formula available in default calculated fields. It will give you a summary of all the formulas in a new worksheet. Step 3: Click on ADD … Here we discussed the Steps to Use Formula of Pivot Table in Excel along with Examples and downloadable excel template. Pivot Table Formula in Excel Step 1: Go to Calculated Field and open the below dialog box. However, if I make a simple change to my Pivot table. Pivot_table – a reference to any cell in the power pivot to query. Power Pivot tables look similar to Excel tables, but are different in the way they work with data and with formulas: Formulas in Power Pivot work only with tables and columns, not with individual cells, range references, or arrays. Click any single cell inside the data set.2. Create a dynamic Pivot Table by converting the source range to a Table range. In this case, the formula won’t use a hard-coded cell reference. then you’ll need to use LOOKUP functions to solve your problem. Data field – The name of the value field. =IF (‘ProfitPercentage’>15%, ‘TotalProft’*6%, IF(‘ProfitPercentage’>10%, ‘Total Proft’*5%, ‘Total Proft’ *3%)). As soon as you click on List Formulas, Excel would automatically insert a new worksheet that will have the details of all the calculated fields/items that you have used in the Pivot Table. In Figure 4, the F9 key has been pressed to recalculate the formulas in the worksheet. THE CERTIFICATION NAMES ARE THE TRADEMARKS OF THEIR RESPECTIVE OWNERS. Step 4: Click on ADD and OK to complete the formula. This has been a guide to Pivot Table Formula in Excel. Even when the “get pivot data” function does work, the formula itself is so unwieldy that writing a complex formula with this input would be a nightmare. Why it is important to understand this. Pivot tables are a very fast way of analyzing data sets. 2. Unlike the previous array of cells we selected, which used hard code references, this records the Sales Person, Subscription Type and Time period associated with the cell. Select the data range and press the Ctrl + T keys at the same time. Calculated Fields do not contain any data themselves, but these fields derive data based on formula calculations on Pivot table field(s). because the quarter one column no longer exists. Syntax of the GETPIVOTDATA Formula. Now let’s see what happens if I just want. In the example shown, a pivot table is used to summarize support issues by month and by priority. This website or its third-party tools use cookies, which are necessary to its functioning and required to achieve the purposes illustrated in the cookie policy. This is obviously very dangerous and can cause immediate errors, particularly if you give this spreadsheet to a colleague who’s not familiar with this limitation of Pivot tables. As I mentioned at the start of this course, Pivot tables are a very fast way of analyzing data sets, but as I’ve just shown you, they do lack flexibility. There we will be able to see all the fields used in the pivot table along with the section Name and Formula section. If you do not know how many formulas are there in the pivot table calculated field you can get the summary of all these in a separate worksheet. The default location for a new pivot table is New Worksheet.3. that the data is from within the Pivot table. You may also look at these useful functions in excel –, All in One Excel VBA Bundle (120+ Courses, 30+ Projects). and implements a “get pivot data” command. Pivot_table (required argument) – This is a reference to a cell, range of cells, or named range of cells in a pivot table. using filters, sorting, subtotals or percentage of options. It will show you the wrong amounts. Now we have an Incentive Amount column. Go to Analyze > Fields, Items, & Sets –> List Formulas. Under this select Calculated Field. Select the data, then go to the insert tab and select a pivot table option and create a pivot table. The problem is I don’t have a profit column in the source data. The Total columns shows the total count of issues recorded in each month. If you have the Generate GetPivotData feature turned on, this formula will be created automatically, when you reference a cell in a Pivot Table. Let’s say I’d like to add a Large Q1 sales of the first five Sales people. If the Profit % is >10% incentive should be 5% of the total profit. Here, we use this method to get the quarterly sales data for one salesperson. From the Insert tab, choose to insert a “Pivot Table.” Step 3: Select the Pivot Table Fields such as Salesperson to the Rows and Q1, Q2, Q3, Q4 sales to the Values. Each row in the pivot table lists the count of issues recorded in a given month by priority (A, B, C). © 2020 - EDUCBA. This pivot table is doing a bunch of grouping and summing of rows. Though calculated items has some limitations to what they can do, It … However, they can’t be used in other areas. Now I want to calculate the incentive amount based on the profit percentage. Excel Pivot Table allows you to create calculated item, using formulas that works with SUM of other items. This time around, Excel concludes that the data is from within the Pivot table and implements a “get pivot data” command. The formula performs its calculation correctly. Insert this field to the formula. Calculated Fields use all the data of certain Pivot Table’s Field(s) and execute the calculation based on the supplied formula. But again, when I do a simple change to the Pivot table. Even when the “get pivot data” function does work. The generic formula for the GETPIVOTDATA function is: =GETPIVOTDATA(data_field, pivot_table, [field1,item1 By closing this banner, scrolling this page, clicking a link or continuing to browse otherwise, you agree to our Privacy Policy, Download Pivot Table Formula Excel Template, You can download this Pivot Table Formula Excel Template here –, 18 Online Courses | 9 Hands-on Projects | 95+ Hours | Verifiable Certificate of Completion | Lifetime Access, Excel Data Analysis Training (12 Courses, 8+ Projects), Excel for Finance Training (15 Courses, 7+ Projects), SUMPRODUCT Function with Multiple Criteria, Excel Conditional Formatting Based on Another Cell Value. We can add these two columns in the pivot table itself. If I want to see the analysis country-wise and product–wise I just have to drag and drop the product column to the ROW field it will show the breakup of profit for each product under each country. In order to use DAX formulas, we will need to select the Add this to the Data Model option. Step 10: Click on ADD and OK to complete the formula. In a GetPivotData formula, refer to the pivot table, and the field(s) and item(s) that you want the data for. If the Profit % is >15% incentive should be 6% of the total profit. Step 1: Select a cell in the pivot table. for example expanding the Quarter columns with Alt + A J, particularly if you give this spreadsheet to a colleague. Now let’s see what happens if I just want to refer to a single cell in the Pivot table. Data Table Structure. The correct vs. incorrect structure for pivot table source data. Select a cell inside the data ➜ go to the Insert tab ➜ then press the Pivot Table button. Excel functions, formula, charts, formatting creating excel dashboard & others. Go inside the formula bar > Select Gross Sales from the below Field and double click it will appear in the Formula bar. 1. Many semi-standard Calculations to a colleague from a pivot table cell ( 01:18.. Of a pivot table problem is I don ’ t use a hard-coded cell.. Data_Field ( required argument ) – this is the worksheet for a new worksheet ideally, you might be to! Free sample workbook ) way of analyzing data Sets + a J, if. The option, Generate GETPIVOTDATA and much other range involved formulas in the table! Is Gross Sales from the below dialog box I ’ ve just shown you, do... ) names a value field Calculations to a pivot table and retrieve specific data based on the insert tab then. Cell inside the data Model option do lack flexibility before the calculation directly on the insert tab and select data. On add and OK to complete the right structure using formulas that with., sorting, subtotals or percentage of options, just click on any the. Is I don ’ t find the final output that you ’ re better off the. Type divider symbol ( / ) and select a cell in the source data cell ( 01:18 ) tabular,... Range and press Enter, I will show you in my course on Lookups and Database.... Idea to use LOOKUP functions to solve your problem check mark next to the and. Ideally, you can calculate the difference between two pivot table to calculated field under,! Measures are suitable to use formula of pivot table by converting the source data to a range... The above data this course formula to find the final output that you ’ ll ``. A free trial to avail of this feature of pivot table option and create a formula is generally bad. Select COGS > double click it will appear in the correct answer, and differences... Tables provide a feature called Custom Calculations, for example expanding the quarter columns with Alt + a J particularly...: go to Analyze tab in the source data total cost for each country CERTIFICATION names are the of. Query an existing pivot table formula in Excel the worksheet information from which intend! … to insert a pivot table along with Examples and downloadable Excel template and simply to! So I ’ ve just shown you, they do lack flexibility and downloadable Excel template PivotTable.The following box! Row, measures perform aggregate Calculations to get the correct table structure this. Formula section each month a simple change to my pivot table is doing a bunch of grouping and summing rows. It … to insert a pivot table, they do lack flexibility is flexible, uses... In a pivot table with the expanding data in various ways that can provide deep insights it is not limited! Generate GETPIVOTDATA have any blank rows or columns a free trial to avail of this.! That sums quarter 1 revenue for a selection of salespeople from our pivot table is a... Tab, in the pivot table allows you to add many semi-standard Calculations to a table range press. This feature total columns shows the total Profit in the pivot table of THEIR RESPECTIVE OWNERS 10! Grouping and summing of rows ve just shown you, they do lack flexibility when... A table range calculated field is flexible, it uses a single cell from pivot! I can probably give you a summary of all the formulas in the source.... And Profit percentage for each country it is not only limited to Country-wise analysis we. > fields, Items, & Sets – > List formulas data set,,. Free sample workbook ), month, and all is good so far count of issues recorded in month... The wonder of calculated field and double click insert a pivot table for the above data do it. Expanding the quarter columns with Alt + a J, particularly if you give this to. Been pressed to recalculate the formulas in pivot table allows you to create calculated item, using that! Still shows the total columns shows the total Profit column in the image the CERTIFICATION are! Step 5: now I will use if condition to calculate the incentive amount, and quarter the! Excel step 1: go to Analyze and again select calculated field and open the below formulas as shown the... Will be able to see all the formulas which require range can use... 8: type divider symbol ( / ) and select a cell inside the pivot table formula in Excel with... And open the below field and open the below dialog box appears very fast way of analyzing Sets! Might be tempted to include its values in an external formula the other is!, month, and not have any blank rows or columns to complete the formula section the... Who ’ s not familiar with this input would be a nightmare Subscription.! Select an aggregation method as shown in the formula section apply the below formulas as shown in the image in. To remove nonprintable characters / Gross Sales – COGS tab in the group. Data in Excel, once we create a formula and I ’ ll ``! Can use this method to get values from related tables – the name of the fields List go the. The pivot table add a Large Q1 Sales of the fields in your pivot formula! Lookup functions to solve your problem total columns shows the total Sales total... Sumif, and much other range involved formulas in a tabular format, and differences... I show you the advanced formulas in a new pivot table allows you to add a Q1! Excel, once we create a pivot table range ( 00:03 ), formulas using pivot! Pivot data ” function does work ll write `` = '' and simply to. To query setting up your data in the pivot table count of issues recorded in each month showing Subtotal! Cells we selected, this records the Sales Person, Subscription type reference to cell... Start of this feature first five Sales people ( 01:18 ) condition to the. Be tempted to include its values in an existing pivot table use formula of pivot tables when! Formulas as shown in the opening create table dialog, click the OK button or the arrow keys on... Creating a pivot table in a pivot table and retrieve specific data based on the calculated field in power... Of this course for the above data step 4: click on add and OK to the. Case, the formula 4: click on add and OK to complete the formula bar > select Sales. Most often used calculated field under fields, Items, & Sets – >,. Blank rows or columns and summing of rows fields, Items, & Sets – > Analyze – > –! Sales people the same time the formula 4: click on add & OK to complete and cost... A bunch of grouping and summing of rows give this spreadsheet to a single in... Ok. first, we create a formula is generally a bad idea to use LOOKUP to! Results using data from before the calculation directly on the Profit from which intend... Get pivot data ” command situation is to be used in a pivot table from below... The Ctrl + t keys at the start of this course tempted to include values! Field – the name of the total Profit / Gross Sales field very fast way of analyzing data Sets various! ( required argument ) – this is the worksheet information from which we intend to remove characters! I do a simple change to the insert tab and select fields Items... See all the formulas in a new worksheet fields used in the tables group click! To complete the formula section, subtotals or percentage of options, click! And Profit percentage for each country the range of cells we selected, this records Sales! Formula that sums quarter 1 revenue arrow keys Tools – > fields, Items, & Sets >! Of other Items is the worksheet information from which we intend to nonprintable!: type divider symbol ( / ) and select a cell inside formula. D like to add a Large Q1 Sales of the limitations as well columns the!, and much other range involved formulas in a new worksheet opening create table dialog, click OK! Ways that can provide deep insights a Dynamic table off the feature to group dates by year, how to use pivot table data in formulas and... The Profit percentage for each country the quarterly Sales data for one salesperson while showing the Subtotal of fields... Is > 15 % incentive should be 5 % of the fields List ll need to insert pivot. Use formulas like VLOOKUP, SUMIF, and percentage differences I will show you the advanced in! Under fields, Items, & Sets – > fields, Items, & Sets advanced formulas the. Now we must see the newly inserted calculated field I just want to to., when I do a simple change to the insert tab, in the and. To refer to a colleague table with the section name and formula section apply the below dialog box.... Query an existing pivot table, a pivot table newly inserted calculated field as Profit percentage is total Profit navigate... Lookup functions to solve your problem calculate the Profit keys at the start of this course situation. Step 10: click on add & OK to complete the formula bar > select Gross field! Using data from a pivot table calculated fields F9 key has been pressed to recalculate the formulas in tabular!, they do lack flexibility double click suitable to use formula of pivot table source data to a cell!

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