Home > Pivot Table > Calculation > GetPivotData Excel Pivot Table GetPivotData FunctionTo get data from a cell in a pivot table, use Microsoft Excel GetPivotData function to reference pivot table cell. See how to turn off GetPivotData formulas. How to fix GetPivotData formula, to copy it down a column with dynamic references |
Usually, if you're building a formula, and you click on a cell, Excel creates a simple link to that cell, like this: =B5
However, if you click on one of the summarized numbers in a pivot table, Excel tries to help you, and it creates a GetPivotData formula.
Tips1) Turn it off: If you don't need that automatic formula feature, the short video in the next section shows how to turn it off. (This will affect ALL Excel workbooks on your computer) 2) Fix It: When you drag down a GetPivotData formula, it might show the same result in every row in the range of cells. See how to fix the formula, so it works correctly. 3) Benefits: There are advantages to using GetPivotData, so check out the list of GetPivotData Pros and Cons, before you turn it off forever! |
To see the steps for turning off the GetPivotData in Excel , you can watch this short video tutorial. There are written steps below the video, using 2 different methods to stop GetPivotData formulas.
Video Timeline
By default, when you first use a newly installed Excel, the GetPivotData setting is turned on. If you prefer, you can turn that setting off, by using either the Excel Ribbon, or Excel Options.
To turn off the Generate GetPivotData command, using the Excel Ribbon, follow these steps:
NOTE: This will affect ALL Excel workbooks, not just the active workbook
Another way to turn the Generate GetPivotData setting on or off is with the Excel Options.
Remember - This will affect ALL Excel workbooks, not just the active workbook
Follow these steps to change the setting for automatic GetPivotData calculations::
There are advantages and disadvantages (pros and cons) to using GetPivotData, so consider these points, before you decide to use a simple cell reference, instead of a GetPivotData formula.
The GetPivotData function is a highly efficient way to get specific data from a pivot table. Here are a few advantages of using this function to get pivot data.
The GetPivotData function can cause problems sometimes. Here are a few of its disadvantages.
If you can't decide when to use GetPivotData, these guidelines might help you.
If you're creating a formula in Excel, and you click on a pivot table value, Excel might create a GetPivotData formula for you, automatically, instead of a normal cell reference.
To get a simple cell reference to a pivot table value cell:
In this screen shot, I deleted the long formula in cell A9, and typed the cell reference for cell B5.
GetPivotData is one of the Excel Lookup and Reference functions. In the GetPivotData function syntax, there are the following 3 arguments -- two are required, and one is optional.
The first 2 arguments are required:
In the screen shot below, the GETPIVOTDATA formula has the following values for its arguments:
=GETPIVOTDATA("Total",$A$3,"Product","File Folders")
To make a GetPivotData formula more flexible, you can refer to worksheet cells, instead of typing item or data field names in the GetPivotData arguments.
This makes it easier to copy a GetPivotData formula down a column, or to see different results, without changing the GetPivotData formula.
In this example, there is one pair of field/item names in the formula -- Product field, and Paper item.
First, type the following formula in cell E4, to get the total sales for the paper product:
Next, follow these steps to make the formula flexible:
After you change the pivot item argument to a cell reference, instead of hard-coded text in the formula, it's more flexible.
Instead of creating a separate formula for each product, you can drag down the formula in cell E4.
In a GETPIVOTDATA formula, you can include up to 126 pairs of fields and items. In this example, I've used two pairs:
Here is the formula in cell C3:
=GETPIVOTDATA("Total",$A$5,"Region",A3,"Product",B3)
The result is 277.13 - total for Paper sales in the East region.
Cell references work well for the pivot fields and pivot items, but can cause problems if you try to refer to a data field.
In this example, cell E2 contains the word "Qty", which is the name of the data field. You'd like to refer to cell E2, instead of having "Qty" in the GetPivotData formula.
However, if you change the first argument, data_field, to a reference to cell E2, the result is a #REF! error
=GETPIVOTDATA(E2,$A$3,"Product","Paper")
To fix this problem, you can concatenate an empty string ( "" ) at the beginning or end of the cell reference:
=GETPIVOTDATA(E2&"",$A$3,"Product","Paper")
With that simple change to the formula, it returns the correct result.
If you use dates in a GetPivotData formula, you might get errors, even if the date is shown in the pivot table. For example, in the formula shown below, there is a reference to the date "1/1/13", and the pivot table shows the quantity sold on that date. However, the formula result in cell E4 is a #REF! error.
=GETPIVOTDATA("Quantity",$B$3,"OrderDate","1/1/13")
To see the steps for using dates in a GetPivotData formula, you can watch this short video. There are written steps below the video.
To prevent errors for dates, you can use one of the following methods, and there are detailed examples below:
-- Match the pivot table's date format
-- Use the DATEVALUE function
-- Use the DATE function
-- Refer to a cell with a valid date
-- Use the TEXT function
To get the correct results when typing a date in the GetPivotData formula, use the same date format that is shown in the pivot table.
In cell E4, the formula uses the date format that's in the pivot table -- dd/mmm/yy -- and the result is the correct quantity for that date:
=GETPIVOTDATA("Quantity",$B$3,"OrderDate","01/Jan/13")
Instead of just typing the date in the formula, add the DATEVALUE function to the date.
In cell E4, the date is entered within the DATEVALUE function -- and the result is the correct quantity for that date:
=GETPIVOTDATA("Quantity",$B$3,"OrderDate",DATEVALUE("1/1/13"))
Instead of just typing the date in the formula, use the DATE function to create the date.
In cell E4, the date is created within the DATE function -- and the result is the correct quantity for that date:
=GETPIVOTDATA("Quantity",$B$3,"OrderDate",DATE(2013,1,1))
Instead of typing the date in the formula, you can refer to a cell that contains a valid date, in any format recognized as a date by Excel.
In cell E4, the formula refers to the date in cell E2 -- and the result is the correct quantity for that date:
=GETPIVOTDATA("Quantity",$B$3,"OrderDate",E2)
Instead of just typing the date in the formula, add the TEXT function to the date.
In cell E2, the date is entered as text. The formula in cell E4 uses the TEXT function with the date format of "d-mmm":
=GETPIVOTDATA("Qty",$B$3,"Date",TEXT(E2,"d-mmm"))
Thanks to Leonid Koyfman for this tip
If you have multiple copies of a pivot table in a workbook, on different sheets, you can use GETPIVOTDATA to pull an amount from a specific pivot table.
Watch this video to see the steps, and the written instructions are below the video.
Video Timeline
If you have multiple copies of a pivot table in a workbook, on different sheets, you can use GETPIVOTDATA to pull an amount from a specific pivot table.
In this example, there are 3 pivot tables:
The pivot tables are set up using consistent names and locations:
On another sheet in the workbook, a data validation drop down list is added in cell C6, showing all the regions, which are also used in the sheet names.
The GETPIVOTDATA formula will be entered in cell D6, so the first step will be to create a simple formula there:
There is a GETPIVOTDATA formula in the cell, and the cell displays the total sales for the East region.
The formula refers to the Total Price field, and to cell B4 on the PT_East sheet.
=GETPIVOTDATA("TotalPrice",PT_East!$B$4)
Instead of leaving the hard-coded reference to the PT_East sheet, you can use the INDIRECT function in the GetPivotData function to create a range reference based on the text in cell C6.
The INDIRECT function requires one argument, INDIRECT(ref_text) and returns the range specified by the reference text argument.
Each reference in this workbook will begin with "PT_", followed by the range description in cell C6, and ending with "!$B$4". So, in this case, the formula will be:
INDIRECT("PT_" & C6 & "!$B$4")
The final step is to replace the current sheet reference in the GETPIVOTDATA formula, with the INDIRECT formula:
=GETPIVOTDATA("TotalPrice",PT_East!$B$4)
changes to:
=GETPIVOTDATA("TotalPrice",INDIRECT("PT_" & C6 & "!$B$4"))
Now, when you change the region in cell C6, the total amount changes in cell D6. It shows the total from the specified pivot table.
With a default subtotal, the GetPivotData function works well, and returns the correct result. In the screen shot below, an equal sign was typed in cell B1, and then the Bars subtotal amount was clicked.
A GetPivotData formula was automatically created, and it returns the quantity of Bars sold.
=GETPIVOTDATA("Quantity",$A$3,"Category","Bars")
However, if the subtotal is a custom function, instead of the default function, the GetPivotData formula might show an error.
In the screen shot below, the we right-clicked on the Bars Total label, and clicked Field Settings. Then, Custom was selected for Subtotals, and Sum and Average selected.
Now, if you type and equal sign and click on either of the Bars subtotal cells, the result is a #REF! error. The GetPivotData formula looks different too, with square brackets in it.
=GETPIVOTDATA($A$3,"Category[Bars;Data,Sum]")
To fix the #REF! error, you can remove the "Data," from the GetPivotData formula. In this example, the corrected formula is:
=GETPIVOTDATA($A$3,"Category[Bars;Sum]")
With that simple change to the formula, the correct result is returned.
The GetPivotData formulas have different requirements, depending on the location and type of the Subtotals.
There are two GetPivotData formula types:
This table summarizes where the formula types can be used, with subtotals shown at the top or bottom, and how many subtotals are allowed in each location.
To turn off the automatic GetPivotData formulas, follow these steps:
NOTE: This is an application-level setting, and will affect ALL Excel files that you open on your computer.
Download the zipped sample GetPivotData Function file for this tutorial. The file is in xlsx format, and does not contain macros
Last updated: February 23, 2024 3:51 PM