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Excel Tip – Unlink A Pivot Table From Its Data Source

Pivot Tables are definitely one of the best features of Microsoft Excel, sharing them can also become very difficult when your file size grows so it is not possible to send the file without zipping it, via a program send the transfer.

You may not always want to share your source data as private. To share summary data you will need to somehow separate your Pivot from its data source. Unfortunately Excel does not have a break feature, but it is possible to achieve the same result with a few more steps.

So, if you have a Pivot that you’ve formatted and are happy with both the presentation and level of analysis, we can use the really flexible Paste Special command with the Value command.

1. First select the pivot table cells and press CTRL+C to copy the row or you can use the Ribbon command to select each cell in your table and then

  • On the Pivot Table- Select Options

  • In the Actions group – Click Select

  • Select Total Pivot

If this option is not available you need to Enable Select Option.

  • Select a cell in the Table

  • On the Pivot Table- Select Options

  • In the Actions group – Click Select

  • Check if Enable is ON or Off, make sure it is ON

2. When the table is selected then display the Paste Special dialog box. The Alt + ES key is a shortcut, and it works for all versions of Excel

3. In the Paste Special dialog box, select the Value option, and click OK.

The pivot table is now offline, but if you’re using Excel 2007 or Excel 2010, the fancy pivot table style is gone and we need to get this back—which we can do in two more steps.

4. Show the Office Clipboard. In Excel 2007 and 2010, click the dialog box launch icon in the lower right corner of the Home Group – Clipboard.

5. With the offline pivot selected, click on the Office Clipboard associated with the pivot table copy operation. That will be the last point, unless you copied something else after the last action you did.

The pivot table is now unbound from its data source, while retaining all of its original formatting. Now you can easily share summary data that has the look and feel of the original data with one of the issues associated with data sources and file size.

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