The `GETPIVOTDATA` function in Excel is a useful tool for extracting specific data from a PivotTable. When you want to reference data points in a PivotTable and keep them intact even if the PivotTable layout changes, `GETPIVOTDATA` can help. Here’s how to use it:
Syntax
GETPIVOTDATA(data_field, pivot_table, [field1, item1, field2, item2, ...])
- data_field: Required. The name of the data field you want to retrieve.
- pivot_table: Required. A reference to any cell within the PivotTable from which you want to retrieve data.
- field1, item1, field2, item2, …: Optional. Pairs of field and item names you want to filter the data by.
Steps to Use GETPIVOTDATA
- Create a PivotTable: First, make sure you have a PivotTable in your worksheet.
- Reference the Data: Click on a cell in your PivotTable that contains the data you want to retrieve. Excel automatically generates the `GETPIVOTDATA` formula.
- Edit the Formula: You can manually edit the `GETPIVOTDATA` function to retrieve different data by changing the field and item arguments.
Example
Let’s say you have a PivotTable summarizing sales data by region and product. You want to retrieve the total sales for a specific product in a specific region.
=GETPIVOTDATA("Sales", $B$3, "Region", "East", "Product", "Product A")
- Suppose your PivotTable is in the range `B3:F10` and you want to get the sales for “Product A” in “East” region.
- Click on the cell in the PivotTable that shows this data, and Excel might generate something like:
- Modify as needed to change the data field or conditions.
Tips
- Use Cell References: Instead of hardcoding item names, you can reference cells that contain these values. This makes your formula more flexible.
- Automatic Generation: When you click on a PivotTable value, Excel automatically generates a `GETPIVOTDATA` function. You can turn off this feature by navigating to `File > Options > Formulas` and unchecking “Use GetPivotData functions for PivotTable references”.
- Text Matching: Ensure that you match the text exactly with the items and fields in the PivotTable, as `GETPIVOTDATA` is case-insensitive but space sensitive.
Using the `GETPIVOTDATA` function effectively allows you to extract, analyze, and present data dynamically while ensuring that your references remain robust to changes in the PivotTable layout.
Unlock Your Potential
Excel
Access
Power BI
