Pivot Table Data Extraction and Transfer

Understanding Pivot Table Structure

Pivot tables summarize and aggregate data. The displayed information is a result of calculations and arrangements based on the source data and the defined layout (rows, columns, values, filters). Direct selection may copy only displayed values, not underlying formulas or data connections.

Methods for Extracting Values

Direct Cell Selection

Selecting individual cells or ranges allows for the retrieval of displayed values. This method captures only the visible results of the pivot table's calculations.

Copying Entire Tables

The entire table, including labels and data, can be copied. This method preserves the visual layout of the table.

Using "GetPivotData" Function

This function allows referencing specific values within a pivot table using criteria related to the table's fields and items. This provides a dynamic link, so the retrieved values automatically update if the pivot table changes.

• Syntax: GETPIVOTDATA(data_field, pivot_table, [field1, item1, field2, item2], ...)
• data_field: The name of the data field to retrieve.
• pivot_table: A reference to any cell within the pivot table.
• field1, item1, field2, item2, ...: Pairs specifying the field name and the item to filter for.

Exporting to Other Formats

Many software applications allow exporting the pivot table data to formats like CSV (Comma Separated Values) or TXT (Text). These formats often separate data fields, enabling easier manipulation in other applications.

Retrieving Underlying Source Data

Some applications provide an option to "drill down" to the underlying source data contributing to a specific value within the table. This allows examination of the raw data that generated the summarized result.

Considerations for Data Transfer

Data Integrity

Ensure that the selected method accurately reflects the desired data. Understand whether you need the displayed values, the underlying formulas, or the source data.

Dynamic Updates

If the pivot table is subject to changes, consider using "GetPivotData" to maintain a dynamic connection to the pivot table's values.

Formatting Retention

Different methods offer varying degrees of formatting retention. Assess whether preserving the visual formatting is important for the intended use of the extracted data.

Software Specifics

The specific features and functionalities for extracting data from pivot tables can vary depending on the software being used (e.g., Microsoft Excel, Google Sheets, LibreOffice Calc).