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PIVOT TABLES USING VBA

INTRODUCTION

PIVOT TABLES are one of the most powerful feature in Excel.

Pivot Tables are a very old feature of the Excel which kept on getting better and better with the newer versions.

Pivot Tables helps us to analyze large data within seconds as it requires no formulas, no dragging of functions etc.

Just select the column of your needs, put them at the right section and the table is ready.

There are many functions which can be directly applied in the PIVOT TABLE.

We have already learnt to make use of PIVOT TABLES in the EXCEL BASICS.

If you want to revise kindly

CLICK HERE to learn how to use PIVOT TABLES IN EXCEL.

We’ll repeat the same process but now using VBA.

VBA will help us to automate our process and we can also take the help of pivot tables if needed.

In this article we’ll learn how to create pivot tables and manipulate them using VBA with the help of examples.

CREATING FIRST PIVOT TABLE USING VBA

Let us create our first PIVOT TABLE using VBA.

We have the following data.

States with number of schools and colleges.

COUNTRY	SCHOOLS	COLLEGES
UK	19	66
US	17	37
AUSTRALIA	93	35
FRANCE	84	19
SPAIN	48	51
UK	12	64
US	22	24
AUSTRALIA	81	41
UK	62	89
US	77	80
AUSTRALIA	86	46
FRANCE	55	94
UK	64	97
US	71	54
AUSTRALIA	45	40
FRANCE	81	98
UK	66	17
US	95	83
AUSTRALIA	32	90
FRANCE	73	27
SPAIN	41	23

We can observe that there are many entries for a particular category.

For example, many countries have so many entries.

Now if we want to sum the number of colleges and schools in each country, we’ll need to sum all the entries. But with the help of PIVOT TABLE, we can do that in seconds. So let us create the table using VBA.

OBJECTIVE

CREATE A PIVOT TABLE USING THE GIVEN DATA

Make use of VBA to enter the given text into cell positioned at location D3.

PLANNING THE SOLUTION

We’ll use the standard procedure to create a PIVOT TABLE.

After creating we’ll put COUNTRY in the ROW FIELDS and SCHOOLS AND COLLEGES in the DATAFIELDS.

CODE

‘gyankosh.net
‘creating a pivot table using VBA

Sub createsimplepivottable()
Dim tempCache As PivotCache
Dim table As PivotTable

Set tempCache = ActiveWorkbook.PivotCaches.Create( _
SourceType:=xlDatabase, _
SourceData:=Range(“E5”).CurrentRegion) ‘Creating a cache for pivot table

Worksheets.Add ‘Adding a new Sheet

Set table = ActiveSheet.PivotTables.Add( _
PivotCache:=tempCache, _
TableDestination:=Range(“A3”))

With table ‘Using with to avoid repeated writing of table

.PivotFields(“COUNTRY”).Orientation = xlRowField ‘Setting the field in ROW FIELD
.PivotFields(“COLLEGES”).Orientation = xlDataField ‘Setting the field in DATA(CALCULATION) FIELD
.PivotFields(“SCHOOLS”).Orientation = xlDataField ‘Setting the field in DATA FIELD

End With

End Sub

EXPLANATION

We declare tempCache as PivotCache which is needed for the PIVOT TABLE CREATION and a pivot table variable as temptable.

After this we pick the range from the sheet using the statement

Set tempCache = ActiveWorkbook.PivotCaches.Create( _
SourceType:=xlDatabase, _
SourceData:=Range(“E5”).CurrentRegion)

Source data is the region starting fromt he cell E5. It means our data is present in E5. Current region will consider all the contiguous data. The data which is connected with adjacent cells.

After this we add a new sheet.

There we take out the PIVOT TABLE and set table from the cache mentioning the cell as A3 i.e. the table should start from A3 .

After the table is ready, we’ll set the fields to the data which we put in pivot tables.

We put country in the row field and rest in data fields.

The output is shown below.

RUNNING THE CODE AND OUTPUT

STANDARD STRUCTURE OF CREATING A PIVOT TABLE USING VBA

BEFORE MOVING ON TO THE NEXT EXAMPLE, LET US UNDERSTAND THE BASIC STRUCTURE OF CREATING A PIVOT TABLE.

If we notice the last example, we can have a rough idea about the structure of the PIVOT TABLE in VBA.

Let us remember this structure so that we can finalize this.

Have a look at the structure below. This is the standard structure of the pivot table.

STRUCTURE OF THE PIVOT TABLE

gyankosh.net
STANDARD STEPS FOR A PIVOT TABLE CREATION

SUB PROCEDURE NAME

‘These two variables will be there always. Name can be as per your choice.

Dim tempCache As PivotCache
Dim table As PivotTable

Setting the table range to the Cache by passing the range.

Set tempCache = ActiveWorkbook.PivotCaches.Create( _
SourceType:=xlDatabase, _
SourceData:=Range(“E5”).CurrentRegion)

‘Setting the pivot table at destination given by range.

Set table = ActiveSheet.PivotTables.Add( _

PivotCache:=tempCache, _
TableDestination:=Range(“A3”))

Setting up the the required fields

.PivotFields(“COUNTRY”).Orientation = xlRowField ‘Setting the field in ROW FIELD

End Sub

CREATING CUSTOM CALCULATION IN PIVOT TABLE USING VBA

OBJECTIVE

CREATING A PIVOT TABLE WITH A CUSTOM CALCULATION

DATA

We have a data about the daily rain in centimeters of a city.

The data is random containing the details as the rainfall and month.

We need to find the average rainfall in the city per month.

The data is following.

RAINFALL IN CITY A

APRIL	5.6
MAY	5.7
JUNE	6.8
JULY	9.6
AUGUST	9.7
SEPTEMBER	9.8
OCTOBER	8.1
NOVEMBER	5.4
DECEMBER	8.7
OCTOBER	8.2
NOVEMBER	7.3
DECEMBER	9.1
JANUARY	5.8
JANUARY	6.9
FEBRUARY	5
NOVEMBER	6.8
DECEMBER	9.9
OCTOBER	7.1
NOVEMBER	10
DECEMBER	7.4
OCTOBER	6.4
NOVEMBER	5.8
DECEMBER	5.3

CODE

‘gyankosh.net
‘FINDING OUT AVERAGE RAINFALL PER MONTH USING PIVOT TABLES IN VBA

Sub averageRainfall()
Dim tempCache As PivotCache
Dim table As PivotTable

Set tempCache = ActiveWorkbook.PivotCaches.Create( _
SourceType:=xlDatabase, _
SourceData:=Range(“F5”, “G28”)) ‘Creating a cache for pivot table

Worksheets.Add ‘Adding a new Sheet
Set table = ActiveSheet.PivotTables.Add(PivotCache:= _
tempCache, TableDestination:=Range(“f5”))

With table ‘Using WITH to avoid repeated writing of table

.PivotFields(“MONTH”).Orientation = xlRowField

.CalculatedFields.Add “remarks”, “=RAINFALL”
.PivotFields(“remarks”).Orientation = xlDataField
.PivotFields(“sum of remarks”).Caption = “TOTAL RAINFALL”

.PivotFields(“RAINFALL”).Orientation = xlDataField
.PivotFields(“sum of RAINFALL”).Function = xlAverage
.PivotFields(“average OF RAINFALL”).Caption = “AVERAGE”

End With

End Sub

EXPLANATION

Let us check the explanation of introducing a custom field in pivot table using VBA.

We start with declaration of PIVOT CACHE and PIVOT TABLE.

We pass the values to the PIVOT CACHE with a range declared by F5:G28 which is the range of the data.

We add a new sheet.
We pass the output range to the PIVOT TABLE and create it from the CACHE . The output range is set as F5. But this F5 will be of the new sheet which we just created.

Now the table is created and we need to fix its fields into different options like row or column or data.

We put the MONTHS in row field.

We add a temporary custom field named remarks in which we pass the values of RAINFALL. We put this as data field which gives us the monthly sum of the rainfall.

NOTICE THE NAMES USED. Pivot table immediately changes the name and we need to refer to those field with the changed name.

We again change the caption to the one we need.

After this, we again put the field RAINFALL and change its function to average .

We again change its caption.

The following picture shows the running process.

CUSTOM FIELD IS USED AS FOLLOWS:

table.calculatedfields.Add “name of the field” “formula”

formula can be anything connected with the field names.

TUTORIAL HOME

CONTENTS

PIVOT TABLES USING VBA

INTRODUCTION

CREATING FIRST PIVOT TABLE USING VBA

OBJECTIVE

PLANNING THE SOLUTION

CODE

EXPLANATION

RUNNING THE CODE AND OUTPUT

STANDARD STRUCTURE OF CREATING A PIVOT TABLE USING VBA

STRUCTURE OF THE PIVOT TABLE

CREATING CUSTOM CALCULATION IN PIVOT TABLE USING VBA

OBJECTIVE

DATA

CODE

EXPLANATION

RUNNING THE CODE AND OUTPUT

WHAT IS EXCEL, HOW EXCEL WORKS, WRITE FORMULA IN EXCEL, EXAMPLE OF USING FORMULA IN EXCEL, ANIMATED EXAMLPE OF USING FORMULA IN EXCEL