Excel GETPIVOTDATA Function to Pull Data from a PivotTable

Introduction

This tutorial explains how to use the GETPIVOTDATA function in Excel to efficiently extract data from a PivotTable. Understanding this function can enhance your data analysis capabilities and streamline your reporting processes in Excel. We will also cover how to disable this function when it is not needed.

Step 1: Understanding GETPIVOTDATA

• GETPIVOTDATA is a powerful Excel function that allows you to retrieve specific data from a PivotTable.
• The syntax for the function is:

  GETPIVOTDATA(data_field, pivot_table, [field1, item1], ...)
  

  • data_field: The name of the data field you want to retrieve.
  • pivot_table: A reference to any cell in the PivotTable.
  • field1, item1: Optional pairs of field names and item names to filter the data.

Step 2: Using GETPIVOTDATA

1. Create a PivotTable:

   • Select your data range and navigate to the Insert tab.
   • Click on PivotTable to create one.

2. Insert GETPIVOTDATA:

   • Click on a cell outside the PivotTable where you want to display the data.
   • Begin typing =GETPIVOTDATA( and then select the data field by clicking on the relevant cell in the PivotTable.
   • Continue by specifying the PivotTable reference and any optional fields needed for filtering.

3. Example Usage:

   • Suppose you have a PivotTable summarizing sales data. You can extract total sales for a specific product like this:

     =GETPIVOTDATA("Total Sales", A3, "Product", "Widget")
     

   • A3 should reference any cell within your PivotTable.

Step 3: Practical Tips for Using GETPIVOTDATA

• Auto-Complete Feature: When you start typing GETPIVOTDATA, Excel will suggest available fields, making it easier to select the correct data.
• Dynamic References: If your PivotTable updates, the GETPIVOTDATA function adjusts automatically to reflect changes, ensuring your data is always current.

Step 4: Disabling GETPIVOTDATA

1. Temporary Disabling:

   • To disable the function for a specific instance, you can simply type your formula without using GETPIVOTDATA.
   • Use regular cell references to pull data directly.

2. Turning Off the Function Globally:

   • Go to File > Options > Formulas.
   • Under the Working with formulas section, uncheck the option that says "Use GETPIVOTDATA functions for PivotTable references."

Conclusion

The GETPIVOTDATA function is a valuable tool for extracting specific data from PivotTables in Excel, enhancing your analytical capabilities. Remember to use its syntax correctly and leverage its dynamic features for efficient reporting. When it’s not needed, you can easily disable it to simplify your formulas.

For further learning, consider exploring Excel courses to deepen your understanding of advanced Excel functions and data manipulation techniques.