Excel Data Copy with Multiple Filters in Pivot Table to Another Excel: The Ultimate Guide

Are you tired of manually copying data from one Excel worksheet to another, only to realize you’ve missed a crucial filter? Do you struggle to maintain consistency across multiple reports? Look no further! In this comprehensive guide, we’ll show you how to effortlessly copy Excel data with multiple filters in a pivot table to another Excel worksheet.

Why Use Pivot Tables with Multiple Filters?

Pivot tables are an incredibly powerful tool in Excel, allowing you to summarize and analyze large datasets with ease. By applying multiple filters, you can drill down to specific subsets of data and gain valuable insights. But what happens when you need to transfer this filtered data to another worksheet or report? That’s where the magic of Excel data copy comes in!

Step 1: Set Up Your Pivot Table

Before we dive into the copying process, let’s ensure your pivot table is set up correctly. Follow these steps:

• Create a pivot table by going to Insert > PivotTable and selecting a cell range for your data.
• Drag and drop fields from the Field List to the Row Labels, Column Labels, and Values areas to create your desired layout.
• Apply multiple filters by clicking the filter dropdown arrow for each field and selecting the desired criteria.

Example Pivot Table Layout:

| Region | Product | Sales |
| --- | --- | --- |
| North | A | 100 |
| North | B | 200 |
| South | A | 300 |
| South | B | 400 |

Step 2: Create a New Worksheet for the Copied Data

In a new worksheet, create a table with the same structure as your pivot table. This will serve as the destination for your copied data.

New Worksheet Table:

| Region | Product | Sales |
| --- | --- | --- |
|  |  |  |

Step 3: Use the GETPIVOTDATA Function

The GETPIVOTDATA function is the key to copying data from your pivot table with multiple filters applied. The syntax is as follows:

=GETPIVOTDATA(data_field, pivot_table, field1, item1, [field2], [item2], ...)

Let’s break it down:

• data_field: The field containing the data you want to copy (e.g., Sales).
• pivot_table: The reference to your pivot table.
• field1, item1, etc.: The fields and corresponding items for which you want to filter the data.

Using our example pivot table, the formula would be:

=GETPIVOTDATA("Sales", A1:C4, "Region", "North", "Product", "A")

This formula would return the Sales value for the North region and Product A.

Step 4: Copy Data with Multiple Filters

To copy data with multiple filters, you’ll need to create a formula that incorporates all the filters applied to your pivot table. Let’s say you want to copy data for the North and South regions, with Products A and B:

=GETPIVOTDATA("Sales", A1:C4, "Region", {"North", "South"}, "Product", {"A", "B"})

This formula will return an array of values, which we’ll discuss how to handle in the next step.

Step 5: Convert the Array to a Table

To convert the array returned by the GETPIVOTDATA function into a table, you’ll need to use the INDEX function in combination with the ROW and COLUMN functions. The syntax is as follows:

=INDEX(array, ROW(A1:A4), COLUMN(A1:A1))

Assuming the array is in cell A1, the formula would be:

=INDEX(GETPIVOTDATA("Sales", A1:C4, "Region", {"North", "South"}, "Product", {"A", "B"}), ROW(A1:A4), COLUMN(A1:A1))

Enter this formula in the top-left cell of your new worksheet table (A1) and press Ctrl+Shift+Enter to apply the array formula. Then, copy the formula down and across to fill the rest of the table.

Copied Data Table:

| Region | Product | Sales |
| --- | --- | --- |
| North | A | 100 |
| North | B | 200 |
| South | A | 300 |
| South | B | 400 |

Step 6: Refresh the Data

Whenever your pivot table data changes, you’ll need to refresh the copied data to ensure accuracy. To do this, simply update the pivot table filters and then press F9 to recalculate the entire workbook.

Tips and Variations

Multiple Data Fields

To copy multiple data fields, simply add more arguments to the GETPIVOTDATA function:

=GETPIVOTDATA({"Sales", "Cost"}, A1:C4, "Region", {"North", "South"}, "Product", {"A", "B"})

Dynamically Updating Filters

To dynamically update the filters based on user input, use named ranges or cell references in the GETPIVOTDATA function:

=GETPIVOTDATA("Sales", A1:C4, "Region", Region_Filter, "Product", Product_Filter)

Where Region_Filter and Product_Filter are named ranges or cell references containing the filter criteria.

Conclusion

With these steps, you’ve successfully copied Excel data with multiple filters in a pivot table to another Excel worksheet. Remember to adapt the GETPIVOTDATA function to your specific needs, and don’t hesitate to explore the many variations and possibilities this powerful function has to offer.

By mastering the art of Excel data copy with multiple filters, you’ll unlock new levels of efficiency and accuracy in your reporting and analysis. Happy Excel-ing!

Key Takeaways
1. Set up your pivot table with multiple filters.
2. Create a new worksheet for the copied data.
3. Use the GETPIVOTDATA function to copy data with multiple filters.
4. Convert the array to a table using INDEX, ROW, and COLUMN.
5. Refresh the data by updating the pivot table filters and pressing F9.

Frequently Asked Question

Getting ready to master the art of copying data with multiple filters in a pivot table to another Excel sheet? You’re in the right place! We’ve got the answers to your most burning questions.