How To See All Pivot Tables In A Workbook

Do you need help with locating and managing multiple pivot tables in your Excel workbook? You’re not alone. Many of my colleagues in the accounting and finance world find it cumbersome to navigate through numerous worksheets, especially when dealing with large data sets and multiple pivot tables.

In this article, I’ll guide you on how to see all pivot tables within a workbook easily. By following the steps outlined here, you’ll save time and enhance your organization skills when working with Excel.

So, buckle up and prepare to take your pivot table management skills to the next level!

Finding All Pivot Tables In A Workbook

To easily find all the pivot tables in your Excel workbook, you can use two straightforward methods: creating a VBA Macro or using Excel’s Find feature. The VBA Macro is the best solution as it automatically extracts the name and location for each pivot table.

Creating A VBA Macro

A VBA Macro is the best solution for listing all pivot tables in your workbook. You can create a custom script that extracts the name and location for each pivot table.

  1. Press Alt+F11 to open the Microsoft Visual Basic for Applications window.
  2. Go to “Insert,” then click “Module.”
  3. Copy and paste the following code in the module window:
Sub ListAllPivotTables()

    Dim ws As Worksheet
    Dim pt As PivotTable
    Dim i As Integer

    i = 1

    For Each ws In ActiveWorkbook.Worksheets

        For Each pt In ws.PivotTables

            Debug.Print i & ". " & pt.Name & " on " & ws.Name

            i = i + 1

        Next pt

    Next ws

End Sub
  1. Press F5 to execute the macro.

This VBA script prints the name of each worksheet and the pivot table it contains in the Immediate Window. Now you can focus on analyzing your data instead of searching for hidden pivot tables.

Using The Excel’s Find Feature

Excel’s Find feature can also be used to locate pivot tables. Unfortunately, it doesn’t directly list all pivot tables. However, you can use it to check each worksheet individually for pivot tables.

  1. Press Ctrl+F to open the Find and Replace dialog.
  2. Click on the “Find” tab.
  3. Type “pivot” in the search bar.
  4. Select “Workbook” in the “Within” dropdown.
  5. Click “Find All

This method helps you spot pivot tables but won’t display a complete list. Additionally, this might not be reliable as it depends on the naming convention used for the pivot tables. I generally only use this when I’m quickly looking for a specific Pivot Table.

Mastering Pivot Tables: Tips And Tricks

In this section, I’ll cover updating PivotTable data, deleting PivotTables, and renaming PivotTables.

Updating Pivot Table Data

If your underlying data source is constantly changing, you need to remember to refresh your PivotTable. Otherwise, you’ll be presenting misleading and out-of-date data!

For a single PivotTable, you can use the following steps:

  1. Right-click on any cell within the PivotTable.
  2. Select “Refresh” from the context menu.

Alternatively, use the keyboard shortcut Alt+F5 to refresh the active PivotTable.

Refresh PivotTable

You might also be wondering if there’s a way to refresh all Pivot Tables in a workbook. There certainly is!

To refresh all PivotTables in a workbook, you can go to the “Data” tab and select “Refresh All”. This will update all PivotTables in your workbook with any changes made to the source data.

If you’re looking for a VBA solution, here is an example:

Sub RefreshAllPT()

    Dim pt As PivotTable

    For Each pt In ActiveWorkbook.PivotTables


    Next pt

End Sub

This is a nice solution if you want to create a simple dashboard for users and they need to refresh the data themselves.

Deleting Pivot Tables

If you no longer need a PivotTable, save some space by deleting it. Here’s how:

  1. Click on any cell inside the PivotTable
  2. Press Ctrl+A or Ctrl+Shift+* (asterisk) to select the entire PivotTable
  3. Press Delete and you’re done

Note: This won’t remove the underlying data, just the PivotTable itself.

Renaming Pivot Tables

Giving your PivotTables meaningful names helps with organization. Especially if you have several PivotTables across the workbook. To rename a PivotTable:

  1. Right-click on any cell within the PivotTable
  2. Choose PivotTable Options from the menu
  3. In the Name box, enter the new name
  4. Click OK to save the changes
Pivot Table name change

Frequently Asked Questions

How Do I Find Hidden Pivot Tables?

If a PivotTable is hidden, it might be on a hidden worksheet or hidden in a range of cells.

You can unhide worksheets by right-clicking on the visible worksheets tabs and selecting “Unhide”. You will then find a list of the hidden worksheets. Use the VBA code listed above to help find which sheet the PivotTable is hidden on.

If the PivotTable is hidden in cells, you can unhide them by selecting the columns or rows around it, right-clicking, and selecting “Unhide”.

How Do I Show The Total Number Of All Pivot Tables In Excel?

Unfortunately, there isn’t a built-in function in Excel to do this directly. However, you can use the following VBA code:

Sub CountPivotTables()

    Dim ws As Worksheet
    Dim pt As PivotTable
    Dim count As Integer

    count = 0

    For Each ws In ActiveWorkbook.Worksheets

        For Each pt In ws.PivotTables

            count = count + 1

        Next pt

    Next ws

    MsgBox "Total number of PivotTables: " & count

End Sub

How Do I Show Multiple Pivot Tables In One Worksheet?

You can create multiple PivotTables in one worksheet by simply creating a new PivotTable and placing it in a new location on the same worksheet. When you create the Pivot Table, select the “Existing Worksheet” option under the “Where to place Pivot Table” menu.

Just make sure the PivotTables don’t overlap!

Pivot Table on same worksheet

With these tips, you’ll have no trouble managing your PivotTables like a pro. Happy organizing! Thanks for reading!

You may also like to read:

Leave a Comment