Appendix A – Updating Pivot Tables When the Source Data Table Changes
There are two conditions which warrant a pivot table update:
- When cells in your data table have changed.
- When cells in your data table’s range have been expanded or contracted by the addition / deletion of columns or rows.
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Condition #1: Select “Refresh” when a few cells in your data table have changed. If a few cells in your pivot table’s source data have changed due to edits or updates, you can refresh your pivot table report with a few clicks. Simply right-button mouse click any cell of your pivot table and select Refresh from the mouse shortcut menu (FIGURE 1). This selection takes another snapshot of your data set, overwriting your previous pivot cache with the latest data.
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 FIGURE 1
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You can also refresh the data in your pivot table by selecting Analyze from the PivotTable Tools tab in the Ribbon and select Refresh (FIGURE 2).
FIGURE 2
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Condition #2: Select “Change Data Source” when your data source table’s range has been expanded/contraction by additional deletion of columns or rows. When changes have been made to your data source that affect its range (I.E. you’ve added or deleted rows or columns), you have to update the range being captured by the pivot cache. To do this, click anywhere inside your pivot table, and select Analyze from the PivotTable Tools tab on the Ribbon (FIGURE 2). From here, select Change Data Source. This selection triggers the dialog shown in FIGURE 3. All you have to do here is update the range to include new rows and columns by selecting them with your mouse, then click the OK button.
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 FIGURE 3
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