how to duplicate pivot table

Pivot tables are one of the most powerful tools in Excel’s data analysis arsenal. They allow users to summarize, analyze, explore, and present data in an interactive and dynamic way. However, there may come a time when you need to duplicate a pivot table, either to create a backup, to tweak data without altering the original, or to use as a starting point for a new analysis. In this article, we’ll dive deep into the process of duplicating pivot tables, ensuring that you can replicate your data summaries with ease and precision.

Understanding the Basics of Pivot Tables

Before we delve into the duplication process, it’s essential to have a solid understanding of what pivot tables are and how they function. A pivot table is a data summarization tool that can automatically sort, count, total, or average the data stored in one table or spreadsheet and create a second table displaying the summarized data. Users can then manipulate the pivot table to view different summaries of the source data.

Components of a Pivot Table

Fields: The columns in the original data set.
Rows: The horizontal lines in the pivot table where the row labels are displayed.
Columns: The vertical lines in the pivot table where the column labels are displayed.
Values: The summarized data that is calculated from the fields.
Filters: Used to display specific data in the pivot table.

Step-by-Step Guide to Duplicating a Pivot Table

Duplicating a pivot table can be done in several ways, depending on your needs and the complexity of the original pivot table. Below, we’ll explore different methods to achieve this.

Method 1: Copying the Entire Pivot Table

The simplest way to duplicate a pivot table is by copying the entire table and pasting it into a new location.

Select the entire pivot table by clicking on the top-left corner of the pivot table.
Right-click and choose Copy, or press Ctrl+C on your keyboard.
Click on the cell where you want to place the duplicated pivot table.
Right-click and choose Paste, or press Ctrl+V on your keyboard.

This method will create an exact copy of the pivot table, including all the data and formatting. However, both pivot tables will still be connected to the same data source.

Method 2: Duplicating Pivot Table with a New Data Source

If you want to duplicate a pivot table and connect it to a different data source, you’ll need to follow these steps:

Copy the original pivot table as described in Method 1.
Paste the pivot table into a new location.
With the new pivot table selected, go to the PivotTable Analyze tab in the ribbon.
Click on Change Data Source and select the new data range for the pivot table.

This method allows you to maintain the layout and formatting of the original pivot table while connecting it to a new set of data.

Method 3: Using the Pivot Table Wizard to Create a Duplicate

For more advanced users, Excel’s Pivot Table Wizard can be a powerful tool for duplicating pivot tables.

Click on the original pivot table to activate the PivotTable Tools on the ribbon.
Press Alt+D, then P to open the Pivot Table Wizard.
Select the option to use an external data source or another pivot table.
Choose the pivot table you want to duplicate and follow the prompts to create a new pivot table.

This method is particularly useful when dealing with complex pivot tables or when you need to create a duplicate that references a different pivot cache.

Advanced Techniques for Pivot Table Duplication

Sometimes, you may need to employ more advanced techniques to duplicate pivot tables, especially when working with large datasets or when you need to preserve specific pivot table settings.

Preserving Formatting and Pivot Table Options

When duplicating a pivot table, you might want to keep all the formatting and options from the original. To do this, you’ll need to use the Paste Special feature.

Copy the original pivot table.
Right-click on the destination cell and select Paste Special.
Choose to paste Formats or Pivot Table to maintain the original formatting or pivot table options, respectively.

This method ensures that your duplicated pivot table retains the look and feel of the original.

Creating a Pivot Table Template

If you frequently need to create similar pivot tables, consider saving a pivot table as a template.

Select the pivot table you want to use as a template.
Go to the PivotTable Analyze tab and click on Options.
In the PivotTable Options dialog box, click on Save As Template.
Choose a location and file name for your template and click Save.

Now, whenever you need to create a new pivot table, you can use your saved template as a starting point.

Practical Examples and Case Studies

To illustrate the power of duplicating pivot tables, let’s look at some practical examples and case studies.

Example 1: Monthly Sales Reports

Imagine you’re a sales manager who needs to create monthly sales reports. By duplicating your pivot table, you can quickly generate a new report for each month without having to start from scratch. Simply duplicate the pivot table and update the data source to reflect the new month’s data.

Case Study: Analyzing Customer Feedback

A company collected customer feedback and used a pivot table to summarize the data. By duplicating the pivot table, they could create separate reports for different product lines, ensuring that each team had tailored information to improve their offerings.

Frequently Asked Questions

Can I duplicate a pivot table to another workbook?

Yes, you can duplicate a pivot table to another workbook by copying the pivot table and pasting it into the new workbook. However, you’ll need to ensure that the new workbook can access the original data source or set up a new one.

How do I duplicate a pivot table without the data?

To duplicate a pivot table without its underlying data, you can copy and paste the pivot table as values. This will create a static copy of the pivot table’s current state without any links to the data source.

Will duplicating a pivot table also duplicate its slicers and timelines?

Duplicating a pivot table does not automatically duplicate its slicers and timelines. You’ll need to manually copy and connect slicers and timelines to the new pivot table.

Conclusion

Duplicating pivot tables in Excel is a skill that can save you time and effort when working with data. Whether you’re creating backups, generating reports, or analyzing different datasets, knowing how to effectively duplicate pivot tables is invaluable. By following the methods outlined in this article, you’ll be able to replicate your pivot tables with confidence and precision.

Remember, practice makes perfect. The more you work with pivot tables, the more comfortable you’ll become with these techniques. So, go ahead and start experimenting with duplicating pivot tables in your next Excel project!

References

Microsoft Office Support: Create a PivotTable to analyze worksheet data. https://support.microsoft.com/en-us/office/create-a-pivottable-to-analyze-worksheet-data-a9a84538-bfe9-40a9-a8e9-f99134456576
ExcelJet: Excel Pivot Table Tutorials. https://exceljet.net/pivot-tables
Contextures: Excel Pivot Table Tips and Tricks. https://www.contextures.com/xlPivotTable01.html