How to refresh pivot table in excel

A pivot table in Excel summarizes large datasets. Refreshing updates the pivot table to include the latest changes in the source data.

Steps to Refresh a Pivot Table

1. Select the Pivot Table
   Click any cell inside the pivot table. This activates the PivotTable Tools in the ribbon.

2. Refresh Using the Ribbon

   1. Go to the PivotTable Analyze tab (Excel 2016 and later) or Options tab (Excel 2010–2013).

   2. Click Refresh to update only the selected pivot table.

   3. Click the dropdown arrow on Refresh and select Refresh All to update all pivot tables in the workbook.

3. Use Right-Click Menu

   1. Right-click any cell inside the pivot table.

   2. Select Refresh from the context menu. This updates only that pivot table.

4. Keyboard Shortcut
   Press Alt + F5 to refresh the selected pivot table.
   Press Ctrl + Alt + F5 to refresh all pivot tables in the workbook.

5. Automatic Refresh When Opening Workbook

   1. Right-click the pivot table and select PivotTable Options.

   2. Under the Data tab, check Refresh data when opening the file.

   3. Click OK. This ensures the pivot table always uses the latest data when the file opens.

Differences Between Windows and Mac

• On Mac, the ribbon tab is called Analyze instead of PivotTable Analyze.

• The right-click menu works the same on both platforms.

• Keyboard shortcuts differ slightly:

  • Mac: Command + Option + F5 refreshes all pivot tables.

Tips for Efficient Pivot Table Refresh

1. Large datasets may slow refresh. Use manual refresh for multiple pivot tables.

2. Ensure the source data is in a structured table; it expands automatically when new rows are added.

3. Avoid deleted or moved rows in the source range. Errors can occur if the pivot table references missing data.

This method keeps pivot tables accurate, saving time when analyzing dynamic datasets.