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9.8. Formatting the Extracted Data
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When you use the Show Details feature, the underlying data is exported to a table in a new worksheet. You don t like the blue formatting that s used on the new table, and you have to spend time formatting each set of records you extract. You d like the table formatted automatically, using a different table style. This problem is based on the RegionSales_09.xlsx workbook.
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CHAPTER 9 PRINTING AND EXTRACTING PIVOT TABLE DATA
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The extracted records are formatted with the default Table Style for the workbook. To change to a different default style, follow these steps: 1. Select a cell in one of the Excel Tables in the workbook. 2. On the Ribbon s Design tab, in the Table Styles group, click the More button, to open the Table Styles gallery. 3. Right-click a style you like, and then click Set As Default. Now, when you use the Show Details feature, the extracted records are stored in an Excel Table that uses the new default table style. Changing the default table style does not affect the number and date formatting in the extracted records. All the fields in the extracted data use the General number format, or the Short Date format. There s no way to control the format of the data exported during a Show Details operation. After the data is exported, you can format the results. To manually format the data, use the Format Painter button on the Ribbon s Home tab to copy the formatting from the source Excel Table and apply it to the new table.
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9.9. Deleting Sheets Created by Extracted Data
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When you use the Show Details feature, data is exported to a new worksheet. This creates extra work for you, as you have to delete all the created sheets before closing the workbook. You d like a quick way to delete the sheets, so they don t clutter the workbook. This problem is based on the RegionSales_09.xlsx workbook.
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Solution
Save the workbook just before you use the Show Details feature. Then, close the workbook without saving the changes, after viewing the additional sheets created by the Show Details feature. Or, save the workbook with a new name to preserve the original workbook without the extra worksheets.
Note A new worksheet is automatically created for the extracted records; you can t control where the
extracted records are placed.
9.10. Using GetPivotData: Automatically Inserting a Formula
Problem
You want to refer to a pivot table cell in one of your worksheet formulas, so you can perform calculations using the summarized data. When you type an equal sign, and then click a cell in the pivot table, Excel inserts a GetPivotData formula:
CHAPTER 9 PRINTING AND EXTRACTING PIVOT TABLE DATA
=GETPIVOTDATA("TotalPrice",$A$3,"Product","Arrowroot") When you try to copy the formula down the worksheet, the results are the same in every row. You would prefer a simple cell reference, like =B4. This problem is based on the Insert.xlsx workbook.
Solution
Instead of typing an equal sign, and then clicking a cell in the pivot table, you can type the cell reference yourself. For example, type =B4 instead of clicking Cell B4 to create the reference.
How It Works
The GetPivotData worksheet function extracts data from the pivot table for a specific pivot field and pivot item. By default, a GetPivotData formula is automatically created when you refer to a pivot table cell in a worksheet formula. You can turn this feature on or off. Although the GetPivotData formula looks complex, and you re more comfortable using a simple cell reference, you may get more reliable results by using the GetPivotData function, especially if you plan to add items to the pivot table source. If you refer to a cell in the pivot table by using a cell reference, the result is whatever is currently in that cell. Today, Cell B15 might contain the Grand Total for Sum of TotalPrice but, tomorrow, it may contain the Count of Orders for Cookies in the East Region. If you use a GetPivotData formula, it returns the result from the correct location in the table, as long as the referenced fields are still in the pivot table. If the referenced fields aren t visible in the pivot table, then the formula returns an error instead of incorrect data.
To ensure the referenced fields and items remain visible, you could create a pivot table that is a Tip
copy of the main pivot table and stored on a hidden sheet. In your GetPivotData formulas, refer to this hidden pivot table. Users can change the layout of the main pivot table, and it won t affect your GetPivotData formula results.
The GetPivotData function requires two arguments: =GETPIVOTDATA(data_field,pivot_table) For example, the formula =GETPIVOTDATA("TotalPrice",$A$3) would return the grand total for the TotalPrice values in the pivot table located at Cell A3.
For non-OLAP-based pivot tables, the data_field argument can be the displayed name, for example, Tip
Sum of TotalPrice, or the field name, TotalPrice. For an OLAP-based pivot table, use the name as displayed in the Pivot Field list, for example, Sum of TotalPrice.
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