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8.8 PRIVACY: DISABLING DRILL TO DETAILS
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8.8. Privacy: Disabling Drill to Details
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Your pivot table is based on sales data for all salespeople. You want to send the workbook to each salesperson, but prevent them from double-clicking on a data cell to see the details for that data.
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You can protect the workbook structure, or set the pivot table option to disable the Drill to Details feature, then protect the worksheet. To protect the workbook structure, follow these steps: 1. Choose Tools Protection Protect Workbook. 2. Add a checkmark to Structure, and if desired, enter a password. 3. Click OK to close the dialog box, and if prompted, confirm the password.
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Follow these steps to disable Drill to Details: 1. Right-click a cell in the pivot table, and choose Table Options. 2. Under Data options, remove the checkmark from Enable drill to details. 3. Click OK to close the PivotTable Options dialog box. 4. To protect the worksheet and disable the Table Options command, choose Tools Protection Protect Sheet. 5. If desired, enter a password. 6. Check the items that you want enabled on the protected worksheet. 7. Click OK and confirm the password, if one was entered.
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Caution Excel worksheet protection can be easily circumvented. If you don t want users to view the
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underlying data, don t include the data in the pivot table source.
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8.9 PRIVACY: DISABLING SHOW PAGES
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How It Works
When you protect the workbook structure, it prevents sheets from being added, moved, or deleted. The Drill to Details feature works by inserting a new worksheet and listing the detail for the selected item. If a new sheet can t be inserted, the details aren t listed.
8.9. Privacy: Disabling Show Pages
Problem
To reduce the number of sheets in the workbook, you want to prevent users from using the Show Pages feature. They add pages but don t delete them later, and the workbook size is getting too big.
Solution
You can protect the workbook structure, and users won t be able add new sheets. 1. Choose Tools Protection Protect Workbook. 2. Add a checkmark to Structure, and if desired, enter a password. 3. Click OK to close the dialog box, and if prompted, confirm the password.
CHAPTER
Pivot Table Limits and Performance
xcel PivotTable reports can summarize large amounts of data, but there are limits to what can go into different areas of the pivot table layout. When you re working with very large databases, performance can suffer, and creating or refreshing a pivot table can be extremely slow. This chapter outlines some of the limits and discusses ways to optimize the PivotTable performance.
9.1. Understanding Limits: 32,500 Unique Items with External Data Source
Problem
Your pivot table is based on a large external database that contains hundreds of thousands of records. You tried to add an OrderID field to the row area of your pivot table, and got the error message A field in your source data has more unique items than can be used in a PivotTable report. Microsoft Office Excel may not be able to create the report, or may create the report without the data from this field. You d like to be able to view the OrderID field in the pivot table.
Solution
If there are more than 32,500 unique items in the field, you won t be able to add it to the pivot table s row, column, or page area. It can go into the data area to be summarized. When using an external database as the source for a pivot table, you can use one or more page fields to limit the data that s retrieved from the source. These page fields are referred to as server page fields. For example, add the Salesperson field to the page area, and select a salesperson s name from the dropdown list. Only their orders will be retrieved from the external database, and the number of unique OrderIDs should be below the 32,500 unique item limit.
9.1 UNDERSTANDING LIMITS: 32,500 UNIQUE ITEMS WITH EXTERNAL DATA SOURCE
Note This option is not available for OLAP-based pivot tables.
1. Move one or more fields to the page area of the pivot table. 2. Right-click a page field, and choose Field Settings. 3. Click the Advanced button. 4. Under Page field options, select Query external data source as you select each page field item (requires less memory). 5. Leave the checkmark in Disable pivoting of this field (recommended).
This setting will prevent users from accidentally moving the field to another part of the pivot table, Tip
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