To clear the old items from the filter drop down in the pivot table, you should do as follows: 1. Click the PivotTable Tools Design tab in the Ribbon. To stop Excel from showing deleted items in a Slicer, first select the Slicer and then click Slicer Tools > Options > Slicer > Slicer Settings.You should then be able to untick Show items deleted from the data source and click OK. In the Actions group, click on the ‘Select’ option. Then, we may try the two workaround to avoid it: 1) Keep the data source table and pivot table in the same file. Create a wiki article about it! In Excel 2007 or Excel 2010, you can change a pivot table setting, to prevent old items from appearing. In the Insert tab under the tables section, click on the pivot table, and a dialog box appears. We can prove this by changing the first row of the source data. When a pivot table is set up to show months, this means that months can "disappear" if the source data does not contain data in that month. We’re sorry. Click the Data Tab. Wiki) In the dialog box that opens select the Data tab. However, my problem is that this option is greyed out/disabled and I am not able to select anything here. By default, your pivot table shows only data items that have data. However, my problem is that this option is greyed out/disabled and I am not able to select anything here. And here's the resulting Pivot Table: Change the Source Data for your Pivot Table. The default is on "Automatic" but I would like to set it to "None" but why is this greyed out? The default is on "Automatic" but I would like to set it to "None" but why is this greyed out? For a PivotTable with a "non-PowerPivot" data source the options "Save source data with file" and "Retain items deleted ..." are available: If the data source is PowerPivot then already "Save source data with file" isn't available, because the source data = PowerPivot is always stored in the workbook. This inherent behavior may cause unintended problems for your data analysis. Wiki Ninjas, Retain items deleted from the data source section Deleted items in Source Data still appearing in Pivot Table filters? The content you requested has been removed. Number of items to return per field To specify the number of items for each field to temporarily cache with the workbook, select one of the following: Automatic The default number of unique items for each field. Mike is right. Pivot Cache is an object that holds a replica of the data source. Now the first step is to insert a pivot table into the data. Click OK and don’t forget to refresh the Pivot Table. For example, you can expand the source data to include more rows of data. Right click on the sheet tab and select Delete from the menu. I've tried using the Move Pivot Table option and choosing to Create Pivot Table in Existing Worksheet and choosing a source cell alongside my current data, but nothing appears. 4. Select Remove Blank line after each item. However, if the source data has been changed substantially—such as having more or fewer columns, consider creating a new PivotTable. Change options, to save source data with pivot table file. In the "Retain items deleted from the data source section" select "None". For page fields, (All) should be selected. Click PowerPivot Options. Click the Data Tab. Using this data, let's build a pivot table and see what happens if we remove the source data. Mike is right. Nothing will happen When you create a pivot table a pivot cache is created simultaneously. NOTE: For macros that help manage the source data, go to the pivot table source data macros page. Below are the steps to delete the Pivot table as well as any summary data: 1. How to locate and change the source data for an Excel pivot table. To remove blanks using pivot table design settings: Click in the pivot table. Extract the Pivot Table Data. An Excel 2010 pivot slicer could have alerted the analyst, as the items which have been deleted from the data source could have appeared greyed out at the bottom of the filter list (depending on slicer settings), while the 'number of items to retain per field' was set to Automatic. Right-click a cell in the pivot table; Click on PivotTable options; Click on the Data tab; In the Retain Items section, select None from the drop down list. Look at this figure, which shows a pivot table […] Click OK, then refresh the pivot table. When I try and refresh data in my powerpivot it still retains old data. It's by design. You’ll be auto redirected in 1 second. I've tried using the Move Pivot Table option and choosing to Create Pivot Table in Existing Worksheet and choosing a source cell alongside my current data, but nothing appears. Click any cell in pivot table, and right click, choose PivotTable Options from the context menu, see screenshot: 2. If you want to remove all old items from the drop-down menu of a Pivot Table, methods in this article can help you. In our BI infrastructure we're using Excel's pivot tables to expose the data in an Analysis Service instance (the cube), and thus far we have nothing to complain about. In the "Retain items deleted from the data source section" select "None" While you can’t see it, it is a part of the workbook and is connected to the Pivot Table. If you use the table as external data source, pivot table uses OLEDB to connect it, it'll refresh failed after you changed the file name. It asks for the data range, and we will select the whole data in this process, click on OK. We can add a pivot table either in a new worksheet or in the same worksheet. One of them is the fact that they will retain deleted data from the data source, which shows up in filter drop downs and slicers. That's why you need to Refresh the Pivot Table data after you change the source data....So Excel can refresh the Pivot Cache and display the changes. Wiki Ninjas, Right-click any cell in the pivot table, and click PivotTable options; In the PivotTable Options dialog box, click the Data tab; In the Retain Items section, select None from the drop down list. In order to change the source data for your Pivot Table, you can follow these steps: Add your new data to the existing data table. PowerPivot Retain items deleted from the data source section "disabled". If you right click on the Pivot Table and choose Pivot Tables Options as below. Delete Your Source Data. Now let’s look at the way we display the list in different ways. Right click a cell inside the PowerPivot Table. Preserve Pivot Table Filters. To prevent old items from being retained in a pivot table, you can change an option setting: Right-click a cell in the pivot table; Click on PivotTable options; Click on the Data tab; In the Retain Items section, select None from the … After deleting data from the source range, the old item will still exist in the drop-down menu of Pivot Table even though you refreshing the Pivot Table. source data (the Pivot Cache) when you build a Pivot Table. 15 posts • Page 1 of 1. I have followed the instructions on how to delete old data by doing the following: Right click a cell inside the PowerPivot Table, In the "Retain items deleted from the data source section" select "None". The Pivot Table data is fine, but I want it to display alongside the source data. Answer an interesting question? #3 – Display a list of multiple items in a Pivot Table Filter. You can delete your source data by deleting the sheet it’s contained on. A drop-down menu appears. Then I created a slicer. The Pivot Table data is fine, but I want it to display alongside the source data. When your source data changes and a previous appearing item is deleted, it will still show in the drop-down filter of the field it was in, in the Pivot Table Report even if you Refresh. This option applies to regular excel pivot tables. In the above example, we had learned of creating a filter in the Pivot Table. And because of this the other "data source" related option is also disabled: Ed Price, Power BI & SQL Server Customer Program Manager (Blog, A pivot table in Excel allows you to spend less time maintaining your dashboards and reports and more time doing other useful things. Rudi gamma jay Posts: 25165 Joined: 17 Mar 2010, 17:33 ... And yes, setting "Retain items deleted from data source" means that those items will remain stored in the pivotcache, increasing the size … As below screenshot shown, you create a Pivot Table based on a range of data. I have followed the instructions on how to delete old data by doing the following: Right click a cell inside the PowerPivot Table. You can change the data source of a PivotTable to a different Excel table or a cell range, or change to a different external data source. On the Data tab, you will see an option: Retain items deleted from the data source: Number of items to retain per field; By default it is set to Automatic, but you can change it to None as shown below. To re-create the source data in Excel 2003, follow these steps to use the Drill to Details feature: Make sure that none of the items in the pivot table fields are hidden. When I try and refresh data in my powerpivot it still retains old data. Do this by right-clicking on the table, picking PivotTable Options, Data, and ensuring that "Retain items deleted from the data source" is set to either "Automatic" or "Maximum" For missing source data, steps to try to recreate it. This can be slightly (up to extremely) annoying and hard to find where to not show pesky deleted items. This option applies to regular excel pivot tables. Sometimes the Pivot table will store historic data such as blank rows even if the data source has now been updated. As we add fields to the pivot table, we are actually working the pivot cache. Halfway down the dialog box there will be an option called "Retain items deleted from data source. By default, a pivot table shows only data items that have data. STEP 3: In the dropdown for the Number of items to retain per field, select None. PowerPivot Retain items deleted from the data source section "disabled". Create a wiki article about it! Change Retain Items Setting. I hope I … Small Basic, In this way I verified I was able to select “none” in “Retain items deleted from the data source section”. Below is an example where I have created a Pivot table and used it to get the Sum of Revenue for different regions (to which I will be referring to as Pivot Table summary data in this tutorial). Wiki) Pivot Table Source Data. For row and column fields, (Show All) should be checked. Try this: When creating or editing the Pivot Table.. On Step 3 of 3: Click the [Options] button UNcheck: Save data with table layout To stop old items from showing in an existing pivot table, you can change one of the pivot options. Excel Tab is one of the lowest efficient way to split and manage data. Before you split the pivot table, You can right click on the pivot table, Pivot table option -> Data Tab -> Retain Items deleted from the data source -> Change the option to “None” Though, I dont agree with the website Jon’s idea to split the pivot table in tabs. The moment a blank pivot table is created, Excel generates the pivot cache. For a PivotTable with a "non-PowerPivot" data source the options "Save source data with file" and "Retain items deleted ..." are available: If the data source is PowerPivot then already "Save source data with file" isn't available, because the source data = PowerPivot is always stored in the workbook. I have followed the instructions on how to delete old data by doing the following: Right click a cell inside the PowerPivot Table, In the "Retain items deleted from the data source section" select "None". One quick comment to add to the excellent answer by PsyMann above; you must have the PivotTable set to retain data for deleted items or the option to "Show items with no data" will be greyed out. STEP 2: In the dialog box, go to Data Tab. 3. Then I created new pivot table without selecting “add this data to the data model”. However, my problem is that this option is greyed out/disabled and I am not able to select anything here. Number of items to retain per field." 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