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Excel -- Pivot Tables -- Clear Old Items Manually Clear Old Items Change the Retain Items Setting in Excel 2007 Programmatically Clear Old Items -- Excel 2002 and later Programmatically Clear Old Items -- Excel 97/2000 Download the zipped sample file

Old Items Remain in Pivot Field Dropdowns The data in the pivot table source may change, and items that were previously in the source are no longer included. For example, some sales reps may leave the company, and the names of their replacements appear in the source table. Even after you refresh the pivot table, the names of the old sales reps will appear, along with the new names. In the list at right, Cartier has replace Gill, but Gill still appears in the list.

Manually Clear Old Items To manually clear the old items from the list: If you manually created any groups that include the old items, ungroup those items. Drag the pivot field out of the pivot table. On the Pivot toolbar, click the Refresh button Drag the pivot field back to the pivot table

Change the Retain Items Setting in Excel 2007 To prevent old items from being retained in an Excel 2007 pivot table, you can change an option setting: Right-click a cell in the pivot table Click on PivotTable options Click on the Data tab In the Retain Items section, select None from the drop down list. Click OK, then refresh the pivot table. To view the steps in a short video, click here

Programmatically Clear Old Items -- Excel 2002 or later In Excel 2002, and later versions, you can programmatically change the pivot table properties, to prevent missing items from appearing, or clear items that have appeared. Sub DeleteMissingItems2002All() 'prevents unused items in non-OLAP PivotTables Dim pt As PivotTable Dim ws As Worksheet Dim pc As PivotCache 'change the settings For Each ws In ActiveWorkbook.Worksheets For Each pt In ws.PivotTables pt.PivotCache.MissingItemsLimit = xlMissingItemsNone Next pt Next ws 'refresh all the pivot caches For Each pc In ActiveWorkbook.PivotCaches On Error Resume Next pc.Refresh Next pc End Sub

Programmatically Clear Old Items -- Excel 97/Excel 2000 In previous versions of Excel, run the following code to clear the old items from the dropdown list. Sub DeleteOldItemsWB() 'gets rid of unused items in PivotTable ' based on MSKB (202232) Dim ws As Worksheet Dim pt As PivotTable Dim pf As PivotField Dim pi As PivotItem On Error Resume Next For Each ws In ActiveWorkbook.Worksheets For Each pt In ws.PivotTables pt.RefreshTable pt.ManualUpdate = True For Each pf In pt.VisibleFields If pf.Name <> "Data" Then For Each pi In pf.PivotItems If pi.RecordCount = 0 And _ Not pi.IsCalculated Then pi.Delete End If Next pi End If Next pf pt.ManualUpdate = False pt.RefreshTable Next pt Next ws End Sub

Pivot Tables -- Introduction  Pivot Tables -- Create a Pivot Table in Excel 2007  Pivot Tables -- Data Field Layout Pivot Tables -- Show and Hide Items Pivot Tables -- Clear Old Items Pivot Tables -- Field Settings Pivot Tables -- GetPivotData Pivot Tables -- Grouping Data Pivot Tables -- Multiple Consolidation Ranges Pivot Tables -- Printing    Pivot Tables -- Custom Calculations  Pivot Tables -- Pivot Cache      Pivot Tables -- Protection   Pivot Tables -- Grand Totals Pivot Tables -- Running Totals   Pivot Tables -- Filter Source Data

 

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