How to Change Pivot Table in Excel: Complete Beginner’s Guide

How to Change Pivot Table: A Step-by-Step Guide for Mastering Pivot Table Modifications

Pivot tables are the Swiss Army knives of spreadsheet analysis. They’re powerful, customizable, and incredibly insightful once you know how to use them. But even the most experienced Excel or Google Sheets user can stumble when it’s time to update, shift, or transform a pivot table. So, what do you do when your data changes? You learn how to change pivot table configurations like a pro. This guide will teach you exactly that.

Topic	What to Do	What Not to Do	Why It Matters
How to change pivot table data	Edit the source sheet (Excel or Sheets), then refresh or reopen the pivot table	Don’t forget to refresh or reselect the data	Ensures updated information is displayed in your pivot table
How to change pivot table data range	Use PivotTable Analyze > Change Data Source in Excel or edit the range in Google Sheets editor	Avoid static ranges that require manual updates	Allows new rows/columns to be included automatically
How to change pivot table data source	Select the pivot table, click Change Data Source, and input new range	Don’t include empty rows or partial tables	Connects your pivot table to the full and correct dataset
How to change pivot table layout	Use the Design tab > Report Layout (Compact, Outline, Tabular)	Don’t keep outdated layout that hides trends	Enhances readability and aligns with reporting goals
How to change pivot table range	Switch to a dynamic named range or Excel table using Ctrl+T	Don’t keep adjusting ranges manually	Automatically includes new data as it’s added
How to change pivot table source	Update data source via ribbon tools or scripts	Avoid referencing old or broken links	Keeps pivot logic in sync with the real data location
How to change pivot table source data	Add or delete data in the main worksheet and update the pivot range	Don’t modify pivot table without updating the source	Maintains data integrity between source and pivot
How to change the data in a pivot table	Modify source data or drag different fields into Rows/Columns/Values	Don’t alter pivot data directly—always change from source	Prevents data mismatch and ensures accurate aggregation
How to change the layout of a pivot table	Use Pivot Table Design features like Banded Rows, Grand Totals, Subtotals	Avoid inconsistent formatting across reports	Helps with data storytelling and stakeholder communication
How to change the range in pivot table	Select a new cell range that includes added rows/columns	Don’t forget header rows	Ensures pivot includes the latest complete data set
How to change the range of pivot table	Convert source to Excel Table, and pivot will auto-expand	Avoid hardcoding range like A1:F100	Saves time and reduces update errors
How to change the source data in a pivot table	Use named ranges or tables to make managing updates easier	Don’t use unstructured or inconsistent datasets	Simplifies management and makes future edits cleaner
Change values to sum/avg/count	Right-click value field > Summarize Values By	Don’t leave wrong default like COUNT for numeric fields	Shows accurate statistical summary (e.g., totals, averages)
Add calculated fields	Use Fields, Items & Sets > Calculated Field (Excel) or Sheet editor’s calculated fields	Don’t manually modify raw data to create extra metrics	Enables deeper analysis within pivot framework
Change filters/sorters	Use Filter/Sort sections or Slicers in both Excel and Sheets	Don’t manually rearrange data each time	Boosts usability and speeds up data exploration

Why Learn How to Change Pivot Table Settings?

Imagine building a perfect pivot table only to realize your boss just added three new columns to the source data. Or maybe you need to show quarterly instead of monthly sales. Knowing how to change pivot table data, range, layout, and source makes you agile, accurate, and indispensable in any data-driven role.

Types of Changes You Can Make to a Pivot Table

When people ask how to change pivot table, they usually refer to one of the following:

How to change pivot table data
How to change pivot table data range
How to change pivot table data source
How to change pivot table layout
How to change pivot table range
How to change pivot table source
How to change pivot table source data
How to change the data in a pivot table
How to change the layout of a pivot table
How to change the range in pivot table
How to change the range of pivot table
How to change the source data in a pivot table

Let’s walk through each of these areas with real examples, simple instructions, and a conversational tone.

How to Change Pivot Table Data Source in Excel

1. Select the Pivot Table

Click anywhere inside your pivot table. This activates the PivotTable Analyze tab in the ribbon.

2. Click ‘Change Data Source’

Under PivotTable Analyze, find the Change Data Source button.

3. Update the Range

A dialog box opens showing the current range. Update it to reflect your new data range (e.g., from A1:D100 to A1:F150).

4. Click OK

Boom. You just mastered how to change pivot table data source.

How to Change the Layout of a Pivot Table

Changing layout affects how the data is organized.

Steps:

Click the pivot table.
Open the Design tab.
Use Report Layout to switch between:
- Compact Form
- Outline Form
- Tabular Form

Why it matters: Understanding how to change pivot table layout helps in customizing reports to match business needs or presentation standards.

How to Change Pivot Table Data in Google Sheets

Google Sheets handles things a bit differently.

1. Add or Edit Data in Source Sheet

Make your updates directly in the table.

2. Reopen Pivot Table Editor

Click into the pivot table, and the editor will pop up on the right.

3. Adjust the Data Range

Click the range input and select the new area. This solves how to change pivot table data range and how to change the data in a pivot table.

How to Change the Range of Pivot Table Dynamically

Instead of manually updating the range each time, use a named table or dynamic range.

Steps in Excel:

Select your dataset.
Press Ctrl+T to create a table.
Name the table (e.g., SalesData).
Build your pivot table from SalesData.

This auto-updates the pivot table as you add new rows. This method is great if you constantly need to change the range in pivot table.

How to Change Pivot Table Fields

Want to add new metrics or switch categories?

1. Open the Field List

Click the pivot table and ensure the field list pane is open.

2. Drag and Drop

Move fields between Rows, Columns, and Values.

3. Remove Fields

Uncheck any box to remove that data set.

You just learned how to change the data in a pivot table and how to change pivot table layout in one go.

How to Change Pivot Table Calculations

Sometimes, you need to switch from SUM to AVERAGE or COUNT.

Steps:

Right-click the value field.
Choose Summarize Values By.
Pick your function.

For more advanced options:

Select Show Values As for calculations like % of Total, Rank, or Difference From.

How to Change Pivot Table Filter or Sort

Sorting or filtering helps extract insights faster.

To Filter:

Drag a field into the Filter section.
Choose your selection from the dropdown.

To Sort:

Click the dropdown in the header.
Choose ascending, descending, or custom sort.

These are essential parts of learning how to change pivot table data views quickly.

How to Change the Source Data in a Pivot Table Without Losing Layout

Don’t want to rebuild your table? Here’s how:

Select the pivot table.
Go to PivotTable Analyze > Change Data Source.
Update the range.
Click OK. Your layout remains intact.

Common Mistakes When Changing Pivot Tables

Mistake	Solution
Forgetting to refresh after a source change	Always click Refresh after updating data
Invalid or missing headers	Ensure every column has a title
Using static ranges	Use dynamic named ranges or tables instead

Tools That Help You Change Pivot Table Efficiently

Tool	Purpose
Excel Tables	Dynamic source for changing ranges
Named Ranges	Simplifies range updates
Slicers	Interactive filtering and layout change
GETPIVOTDATA	For pulling pivot results programmatically

1. How do I change the data in a pivot table?

To change the data in a pivot table, you first need to update your source data. Modify or add new entries in your spreadsheet. Then:

In Excel, right-click inside the pivot table and select Refresh.
In Google Sheets, click on the pivot table to open the Pivot Table Editor, and ensure the updated range includes the changes.

This method answers how to change the data in a pivot table effectively without disrupting your layout.

2. How to change pivot table data source in Excel?

To change the data source in Excel:

Click on the pivot table.
Navigate to PivotTable Analyze > Change Data Source.
In the dialog box, adjust the range to include the new data.
Click OK, and then Refresh your pivot table.

Learning how to change pivot table data source helps when your original dataset grows or shifts across your worksheet.

3. How to change pivot table layout quickly?

To change pivot table layout in Excel:

Select the pivot table.
Go to the Design tab.
Under Report Layout, choose between:
- Compact Form
- Outline Form
- Tabular Form

Understanding how to change pivot table layout allows you to better format and present your data for reports or presentations.

4. Can I change the data range in a pivot table without rebuilding it?

Absolutely. To change pivot table data range:

Click the pivot table.
Go to PivotTable Analyze > Change Data Source.
Update the range (e.g., from A1:D50 to A1:F100).

This is how to change pivot table data range without losing formatting or filters—ideal when your data grows over time.

5. What is the difference between changing pivot table range and data source?

Changing the range means updating the specific area the pivot table pulls data from (e.g., expanding it to new rows or columns).
Changing the data source often involves switching the pivot table to a different sheet or table altogether.

Both techniques fall under how to change pivot table structure and are useful in dynamic reporting environments.

6. How to change pivot table source data in Google Sheets?

In Google Sheets:

Click the pivot table.
Open the Pivot Table Editor.
Under the Data range, click to adjust your selection.
Choose the new range that includes your updated or expanded data.

This is how to change the source data in a pivot table without needing to recreate the entire summary.

7. How can I change values in a pivot table from ‘Count’ to ‘Sum’?

When pivot tables default to “Count” it usually means your data has blanks or non-numeric entries.

To fix this in Excel:

Right-click the field in the Values area.
Choose Summarize Values By > Sum.

This not only changes the data view but also helps you understand how to change pivot table data output accurately.

8. How to change pivot table filters without affecting the rest of the data?

To filter pivot table data safely:

Drag the field into the Filter area.
Use the drop-down filter on the table to choose your criteria.

This isolates specific data slices, answering how to change the data in a pivot table temporarily without affecting the structure or layout.

9. Can I use dynamic named ranges when I change pivot table range?

Yes. Here’s how:

Convert your data into a Table using Ctrl + T in Excel.
Assign it a name (e.g., SalesData).
Use SalesData as your pivot table source.

Now your pivot table will auto-include new rows—no need to manually change the pivot table range every time.

10. How to change the layout of a pivot table for better readability?

Use Tabular Form or Outline Form under the Design tab to:

Add clarity with proper row and column alignment.
Show subtotals or hide them as needed.

Knowing how to change the layout of a pivot table gives you full control over presentation and readability, especially in client-facing dashboards.

11. Why won’t my pivot table update after I changed the data source?

Possible reasons include:

Not clicking Refresh after updating the source.
The new source range lacks headers.
There’s a mismatch in data types (e.g., mixed text and numbers).

Always double-check your headers and hit Refresh to finalize how to change pivot table source data properly.

12. How to change the range in pivot table when columns are added?

After adding new columns:

Select your pivot table.
Go to PivotTable Analyze > Change Data Source.
Extend the selection to include new columns (e.g., A1:G100).

This step is essential when learning how to change range in pivot table after dataset growth.

13. What’s the best way to change pivot table source if I switch to a new worksheet?

If your data now lives in a new sheet:

Click your pivot table.
Choose Change Data Source.
Navigate to the new worksheet and select your updated range.

This is how to change the source data in a pivot table efficiently when data consolidation occurs across multiple tabs.

14. Can I automate how to change pivot table source using VBA or scripts?

Yes! Here’s an example in Excel VBA:

Sub UpdatePivotSource()
ActiveSheet.PivotTables(“PivotTable1″).ChangePivotCache _
ActiveWorkbook.PivotCaches.Create(SourceType:=xlDatabase, _
SourceData:=”Sheet1!A1:F100”)
ActiveSheet.PivotTables(“PivotTable1”).RefreshTable
End Sub

This method allows you to automate how to change pivot table data source repeatedly, especially helpful in daily reports.

15. How to change the source data in a pivot table without breaking formulas?

To prevent breakage:

Use structured tables as your data source.
Maintain consistent column headers.
Avoid deleting referenced columns.

This makes sure your formulas tied to GETPIVOTDATA or linked summaries stay intact while you master how to change the source data in a pivot table seamlessly.

Final Tips for Mastering How to Change Pivot Table

Use dynamic named ranges to avoid manual edits.
Always refresh your pivot table after changing data.
Save time with macros or scripts if changes are frequent.

Wrap-Up: You Now Know How to Change Pivot Table Like a Pro

Learning how to change pivot table properties—whether it’s layout, range, or data—is essential for any analyst, marketer, or business user. From quick edits in Google Sheets to advanced dynamic ranges in Excel, you now have the tools to pivot like a pro.

Explore related guides like:

How to Add Column to Pivot Table

Now it’s your turn: Go experiment, make changes, break stuff (just not your file!), and master the pivot. Still stuck? Drop your questions in the comments below or bookmark this guide for future reference.