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You can reconnect the pivot table to the named range, in its new location: 1. Open both files the file with the pivot table, and the file that contains the source data. 2. Activate the file that contains the pivot table, and then select a cell in the pivot table. 3. On the Ribbon, click the Options tab, and in the Data group, click Change Data Source. 4. While the Change PivotTable Data Source dialog box is open, on the Ribbon, click the View tab. Click Switch Windows, and select the workbook that contains the source data. 5. Select the table that contains the source data, and then click OK.
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Note When you copy the files back to your desktop computer, you ll have to follow the same steps to
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reconnect them.
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CHAPTER 7 UPDATING A PIVOT TABLE
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When you create a pivot table that s based on data in another workbook, and that workbook is in a different folder, the folder path is stored as part of the source range. When you copy the files to a different computer, or move the data source file to a different folder, the pivot table can t connect to it. To prevent this problem, create and save the pivot table file in the same folder as the data source file. Then, you can move the two files to any other location, keeping the two files together, and when refreshing, the pivot table looks for the data source file in its current folder.
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7.5. Using Source Data: Changing the Source Excel Table
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Your pivot table is based on an Excel Table in the same workbook as the pivot table. You want to change the source to a table in another workbook. This problem is based on the Central.xlsx and East.xlsx sample workbooks.
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Solution
Follow these steps to change the source for the pivot table in the Central.xlsx workbook to the Excel Table in the East.xlsx workbook: 1. Open both workbooks the file with the pivot table (Central.xlsx), and the file that contains the new source data (East.xlsx). 2. Select a cell in the pivot table, and then on the Ribbon, click the Options tab. 3. In the Data group, click Change Data Source. 4. While the Change PivotTable Data Source is open, on the Ribbon, click the View tab. Click Switch Windows, and then select the workbook that contains the new source data. 5. Select the range for the source data, and the Range reference is created, including the workbook name, for example: [East.xlsx]Sales_East!$A$1:$G$21 6. If you select an Excel Table or named range in the other workbook, the name won t be shown in the Range reference, so you can modify the reference to include it. For example, if the workbook contains an Excel Table named EastData, you d type [East.xlsx]Sales_East!EastData For a workbook-level range named PivotRange, you d remove the square brackets and the sheet reference, and then type East.xlsx!EastData 7. Click OK.
CHAPTER 7 UPDATING A PIVOT TABLE
Note The workbook that contains the source data can be open or closed when you re using or refreshing
the pivot table. However, if the reference is to an Excel Table, or to a dynamic range in the other workbook, that workbook must be open to refresh the pivot table.
7.6. Using Source Data: Locating the Source Access File
Problem
You inherited a pivot table that s based on a Microsoft Access query. When you click the Change Data Source command, you can see the connection name in the Change PivotTable Data Source dialog box. However, you can t see the name of the Access file, or tell which query was used to create the pivot table. You d like to find out which database and query were used, so you can make a change to the query. This problem is based on the Shipments.xlsx and Shipments.accdb sample files.
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