NOTE: This setting will affect all pivot tables that use the same pivot cache. However, my problem is that this option is greyed out/disabled and I am not able to select anything here. When I try and refresh data in my powerpivot it still retains old data. Preserve Pivot Table Filters. When I try and refresh data in my powerpivot it still retains old data. PowerPivot Retain items deleted from the data source section "disabled". 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. And because of this the other "data source" related option is also disabled: Ed Price, Power BI & SQL Server Customer Program Manager (Blog, By default, a pivot table shows only data items that have data. 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. The default is on "Automatic" but I would like to set it to "None" but why is this greyed out? In the "Retain items deleted from the data source section" select "None" Visit our UserVoice Page to submit and vote on ideas! Halfway down the dialog box there will be an option called "Retain items deleted from data source. Click on the ‘Analyze’ 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. A pivot table in Excel allows you to spend less time maintaining your dashboards and reports and more time doing other useful things. Then, we may try the two workaround to avoid it: 1) Keep the data source table and pivot table in the same file. 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 option applies to regular excel pivot tables. To stop old items from showing in an existing pivot table, you can change one of the pivot options. Even in this case I was able to check “show items deleted from the data source”. 15 posts • Page 1 of 1. The default is on "Automatic" but I would like to set it to "None" but why is this greyed out? Mike is right. The content you requested has been removed. 3 most important ways of displaying a list of multiple items in a pivot table filter are: – Using Slicers. Are you seeing the old data in your PowerPivot model and the actual PivotTable after you refresh? In the Actions group, click on the ‘Select’ option. 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. Look at this figure, which shows a pivot table […] Right click a cell inside the PowerPivot Table. 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. This can be slightly (up to extremely) annoying and hard to find where to not show pesky deleted items. Answer an interesting question? In our case, we'll simply paste the additional rows of data into the existing sales data table. Then I created a slicer. Click PowerPivot Options. 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. Nothing will happen When you create a pivot table a pivot cache is created simultaneously. This is a contextual tab that appears only when you have selected any cell in the Pivot Table. This option applies to regular excel pivot tables. Small Basic, Answer an interesting question? 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. Click OK and don’t forget to refresh the Pivot Table. 3. 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. How to locate and change the source data for an Excel pivot table. In the Insert tab under the tables section, click on the pivot table, and a dialog box appears. In the dialog box that opens select the Data tab. It's by design. For page fields, (All) should be selected. After creating your pivot table you can delete the source data if you want to reduce the workbook file size. Retain items deleted from the data source section. Click PowerPivot Options. You can delete your source data by deleting the sheet it’s contained on. #3 – Display a list of multiple items in a Pivot Table Filter. Create a wiki article about it! Using this data, let's build a pivot table and see what happens if we remove the source data. By default, your pivot table shows only data items that have data. 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). 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. STEP 3: In the dropdown for the Number of items to retain per field, select None. Pivot Cache is an object that holds a replica of the data source. We’re sorry. While you can’t see it, it is a part of the workbook and is connected to the Pivot Table. Click the Data Tab. The moment a blank pivot table is created, Excel generates the pivot cache. Sometimes the Pivot table will store historic data such as blank rows even if the data source has now been updated. This inherent behavior may cause unintended problems for your data analysis. Number of items to retain per field." 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. As we add fields to the pivot table, we are actually working the pivot cache. 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 … 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. Click the Data Tab. source data (the Pivot Cache) when you build a Pivot Table. Select Remove Blank line after each item. I believe the option is grayed out because it is not available for PivotTables backend by PowerPivot. Wiki Ninjas, Try this: When creating or editing the Pivot Table.. On Step 3 of 3: Click the [Options] button UNcheck: Save data with table layout In the Layout Group, select Blank Rows. PowerPivot Retain items deleted from the data source section "disabled". 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. 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. To remove blanks using pivot table design settings: Click in the pivot table. Extract the Pivot Table Data. I hope I … For example, you can expand the source data to include more rows of data. Click the PivotTable Tools Design tab in the Ribbon. 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 … NOTE: For macros that help manage the source data, go to the pivot table source data macros page. For missing source data, steps to try to recreate it. I believe the option is grayed out because it is not available for PivotTables backend by PowerPivot. Change options, to save source data with pivot table file. If you right click on the Pivot Table and choose Pivot Tables Options as below. 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. However, my problem is that this option is greyed out/disabled and I am not able to select anything here. In the above example, we had learned of creating a filter in the Pivot Table. Below are the steps to delete the Pivot table as well as any summary data: 1. In Excel 2007 or Excel 2010, you can change a pivot table setting, to prevent old items from appearing. 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. 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. 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. For row and column fields, (Show All) should be checked. 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". We can prove this by changing the first row of the source data. As below screenshot shown, you create a Pivot Table based on a range of 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. Click on Entire Pivot tab… 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. To clear the old items from the filter drop down in the pivot table, you should do as follows: 1. Create a wiki article about it! Now the first step is to insert a pivot table into the data. When I try and refresh data in my powerpivot it still retains old data. A drop-down menu appears. However, my problem is that this option is greyed out/disabled and I am not able to select anything here. Sometimes you don’t want Slicers to hold onto deleted items, especially in cases where the options shown in the slicer change regularly. PivotTable’s are a wonderful thing, but they have their downsides. 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. Click OK, then refresh the pivot table. Then I created new pivot table without selecting “add this data to the data model”. Wiki) Small Basic, None No unique items for each field. 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". 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" However, if the source data has been changed substantially—such as having more or fewer columns, consider creating a new PivotTable. Change Retain Items Setting. 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