Index Numbers 255 items displayed limitation, dealing with, 199 200 8,000 items in column field, limits associated with, 200 201 32,500 unique items limitations associated with Excel data sources, 198 limitations associated with external data sources, 195 197 Symbols % Difference custom calculation, using, 68 69 % of Column custom calculations, using, 72 % Of custom calculation, using, 66 68 % of Row custom calculations hiding Grand Total for, 113 using, 71 % of Total custom calculations, using, 72 73 [] (square brackets), appearance in field and item names, 129 ` (grave) symbols, using in SQL statements for source Access files, 168 < (less than) sign, displaying, 96 97 > (greater than) sign, displaying, 96 97 A absolute references, using in GETPIVOTDATA formulas, 233 Access databases, implementing userlevel security in, 183 185. See also source Access files Access files, locating source Access files, 165 166 Access queries creating pivot tables from, 11 using with parameters, 11 12 ActiveCell, referring to, 269 270 Actual item, comparing to Forecast items, 68 69 Actual versus Plan amounts, calculating difference between, 82 83 Add Report dialog box, creating reports in, 232 alignment, changing for merged labels, 106 (All) option preventing selection of, 274 275 removal from dropdown in page field, 196 Always Display Items option turning off, 205 206 using, 108 Another PivotChart report option, accessing, 16 arrow keys, using in Excel lists, 17 ascending sort, order of, 43 44 AutoFilters removing, 90 removing blank rows with, 9 AutoFormat Table option, explanation of, 24 AutoFormats applying indented AutoFormats, 98 99 applying predefined format with, 89 90 applying standard table AutoFormats, 90 91 applying tabular AutoFormats, 100 101 287
288 INDEX for publishing PivotTable reports without interactivity, 213 removing, 90 AutoRepublish feature, using, 221 222 AutoSort options choosing, 40 41, 45 error message related to, 47 average sales per region, comparing, 66 67 Average summary function description of, 61 using with % Of custom calculation, 67 68 axis date labels, formatting, 241 B Background query option, benefits of, 36 base fields, selecting for custom calculations, 69 BeforeClose event, triggering, 262 A Beginner s Guide to HTML website, 211 blank cells, counting, 64 blank items, changing in row and column fields, 153 blank rows, separating field items with, 102 blank value cells in rows, removing with AutoFilters, 9 blocked features, allowing, 221 borders, ensuring printing of, 228 buttons, adding to toolbars for macros, 247 C cache. See pivot caches Cache_Info sheet, deleting, 280 CacheIndex property changing for pivot cache, 269 270 testing, 267 268 calculated fields versus calculated item formulas, 74 75 correcting grand total for, 83 correcting results in, 84 counting unique items in, 83 84 creating, 80 modifying, 80 81 removing permanently, 81 82 removing temporarily, 81 calculated items adding to fields with grouped items, 82 changing Solve Order for, 86 creating, 85 error message related to, 53 formula for adding items with, 75 76 hiding rows with zero total for, 256 257 modifying, 76 77, 79 80 removing permanently, 77 removing temporarily, 77 using index numbers in, 78 using relative position numbers in, 78 79 calculations. See custom calculations Camera tool, adding pivot tables to Dashboard with, 114 115 CancelRate for All, calculating, 86 Cannot change this part of a PivotTable report error message, displaying, 34, 119, 144, 266 Cannot change this part of a pivot report error message, displaying, 109 Cannot group that selection error message, displaying, 50 Cannot open PivotTable source list... error message, displaying, 163 164 category axis date labels, formatting, 241 cell reference errors, preventing for data_field argument, 129 130 cell references, using instead of text strings, 127 cell values, referring to in Top 10 AutoShow, 50 cell weights, comparing with Index custom calculations, 73 74
Find it faster at http://superindex.apress.com/ INDEX 289 cells. See also table cells adding comments to, 149 displaying line breaks in, 107 freezing, 108 selecting on worksheets, 189 selecting to right of active cell, 17 text truncated in, 203 using Merge Labels option with, 25 26 character limitations in worksheet names, examples of, 23 chart colors, changing defaults for, 239 chart types, customizing, 238 239 Chart Wizard creating normal charts with, 236 237 creating pivot charts with, 235 236 charts. See also pivot charts; static charts adding missing labels to, 237 creating from pivot table data, 236 238 Choose Data Source dialog box, creating data sources in, 19 20 Client Safety options... error message, displaying, 174 code adding to worksheets, 246 protecting, 273 using sample code, 245 247 colors applying to cells, 96 changing for charts, 239 column and row fields, changing blank items in, 153 column and row headings continuing printing on subsequent pages, 27 printing on every page, 31 32 repeating, 103 column and row items, limits associated with, 201 203 column field items, total number of items allowed in, 203, 204 205 column widths maintaining size of, 24 reducing for row fields, 225 226 columns 8,000 items in, 200 201 concatenating for normalization, 10 rearranging data in, 8 comments adding to pivot table cells, 149 displaying full version of, 203 conditional formatting, using in pivot tables, 95 96. See also formatting connection strings viewing for pivot tables, 182 viewing in cells, 271 connections. See source data connections consolidation ranges, using pages with multiple consolidation ranges, 21 22. See also multiple consolidation ranges Count Nums summary function, description of, 61 Count summary function, description of, 60 COUNTA function, using, 162 COUNTIF formula, using with calculated fields, 84 Ctrl+A (Select All cells) shortcut, using, 189 Ctrl+Enter shortcut, entering formulas in selected cells with, 103 Ctrl+Z (Undo) shortcut, using with AutoFilters, 90 custom calculations % Difference From, 68 69 % Of, 66 68 % of Column, 72 % of Row, 71 % of Total, 72 73 Difference From, 65 66 Index, 73 74 running totals, 69 70 custom chart types, creating, 238 239 custom lists, creating for geographical sorting, 46. See also Excel lists; source Excel lists
290 INDEX custom number formats applying font color to cells with, 96 creating in source data, 96 97 custom sort order, applying, 46 48 custom subtotals, using with GetPivotData, 132 Customize command, using with buttons and toolbars, 225 D Dashboard, adding pivot tables to, 113 115 dashes, replacing empty cells with, 30 31 data. See also pivot table data combining into one pivot table, 13 extracting underlying data with Drill to Details, 117 118 preventing viewing of, 191 data area changing content in, 266 267 displaying text in, 148 149 data errors, hiding on worksheets, 94 data fields arranging horizontally, 146 changing content in data area, 144 changing summary functions for, 255 256 changing Total field name, 145 146 fixing source data number fields, 147 148 renaming, 144 145 restoring hidden fields in data field list, 146 147 showing source text instead of count, 148 149 data labels, repositioning, 241. See also labels data source order, sorting pivot fields in, 48 data sources Access database with user-level security, 183 185 creating for external data, 19 20 creating for secured Access files, 184 185 identifying queries used as, 270 272 no prompt for password with OLAP cubes, 183 password protecting, 181 182 using text files as, 12 Data Validation feature, using with GetPivotData, 127 128 data_field argument, preventing cell reference errors for, 129 130 data_fields for OLAP-based pivot tables, preventing errors in, 130 data source preparation, using Access queries with parameters, 11 12 date field subtotal labels, formatting, 110 date fields excessive unique values in, 200 grouping items in, 50 51 grouping items in, with no blanks or text, 52 date format, changing, 108 109 date-reference errors, preventing in GetPivotData, 133 dates converting to text, 106 converting with Replace All command, 148 filtering page fields for future dates, 143 144 grouping based on source data formatting, 105 106 grouping by fiscal quarter, 54 grouping by months and weeks, 56 grouping by starting dates, 55 grouping by week, 53 54 grouping outside ranges, 56 showing all months for, 153 deleting Cache_Info sheet, 280 Drill to Details sheet, 262 pivot tables, 155 156 worksheets automatically when closing workbooks, 261 262 descending order, sorting data in, 39 42 Description of the Database Normalization Basics Knowledge Base article, 8
Find it faster at http://superindex.apress.com/ INDEX 291 Description of the Microsoft Windows Registry Knowledge Base article, 221 details, displaying with Drill to Details feature, 117 118 Difference From custom calculations, using, 65 66 #DIV/0! error, displaying, 30 Do Not Show This Message Again option, relationship to AutoRepublish, 221 222 Don t show this message again check box, accessing, 172 Down, then Over Page layout option, explanation of, 28 DragTo settings, changing for pivot tables, 276 277 Drill to Details feature and deleting created sheets, 122 disabling for privacy, 192 193 error messages related to, 119, 120 extracting underlying data with, 117 118 formatting concerns related to, 120 121 new sheets are not using worksheet template, 121 and outputting specific fields, 121 122 and preventing sheet creation, 122 re-creating source data tables with, 118 119 turning on, 119 and updating source data, 121 Drill to Details sheet deleting, 262 naming and formatting, 259 261 drivers, installing for external data, 18 dropdown lists clearing old items from, 152, 264 265 creating with Data Validation feature, 127 128 disabling in pivot fields, 275 276 DSN (data source name) file, changing, 166 167 dynamic ranges, creating for source data, 161 162 E Edit OLE DB Query dialog box, opening, 182 empty cells replacing with dashes, 30 31 showing N/A instead of, 149 showing zero (0) in, 95 Enable Automatic Refresh feature, using, 176 Enable drill to details option, benefits of, 33 34 Enable Selection option, using, 91 EnableDataValueEditing property, explanation of, 267 EnableItemSelction property, explanation of, 276 error messages after refreshing and deleting fields, 178 for AutoSort, 47 for calculated items and grouping, 53 Cannot change this part of a PivotTable report, 34, 144, 266 Cannot change this part of a pivot report, 109 Cannot open PivotTable source list..., 163 164 Client Safety options..., 174 disable or enable Automatic Refresh feature, 176 for Drill to Details feature, 120 field exceeds 255 items, 199 A field in your source data has more unique items..., 195, 198 for grouping items in date field, 50 51 for grouping items in date fields with no blanks or text, 52 for grouping items in numeric fields, 51 for grouping renamed numeric items, 54 Microsoft Office Excel cannot make this change..., 201 No Details: The query could not be processed..., 219 in non-olap pivot tables, 119
292 INDEX One or more PivotTable reports...have been marked..., 202 PivotTable field name already exists, 144 145 The PivotTable field name is not valid, 178 This query cannot be edited by the Query Wizard, 165...too many row or column items related to refresh operations, 179 You cannot place a field that has more than 8,000 items in column area., 200 error values sorting, 43 substituting with blank cells, 29 30 errors hiding when printing, 94 95 occurrence in source data, 62 63 preventing for missing field items in GetPivotData, 131 preventing in data_fields for OLAPbased pivot tables, 130 event procedures for automatically updating pivot tables, 274 for changing second pivot table s page fields, 263 264 using with Drill to Details sheet, 259 261 using with sheets added to workbooks, 261 262 Excel, security technologies available in, 4 Excel 2002 Add-in: Report Manager website, 230 Excel data sources, 32,500 unique items with, 198 Excel files preparing for publishing without interactivity, 212 215 protecting with Information Rights Management, 4 Excel lists. See also custom lists; source Excel lists changing and locating source Excel list, 159 160 creating pivot tables from, 7 filtering, 9 selecting large ranges in, 16 17 storing in separate workbooks to reduce file size, 209 using arrow keys in, 17 using monthly columns with, 7 9 using with source data, 5 6 Excel pivot tables. See pivot tables Executive Summary Report, adding pivot tables to, 113 115 external data creating new source for, 19 20 hanging during use of, 20 installing drivers for, 18 using Save data with table layout option with, 33 external data ranges automatically including new data in, 162 163 changing settings for, 178 external data sources 32,500 unique items with, 195 197 grouping items in page fields with, 52 53 password prompt for, 36 F F4 (repeat formatting) shortcut, using, 91 field dropdown lists. See dropdown lists A field in your source data has more unique items... error message, displaying, 195, 198 field items including labels on each page, 229 230 keeping all rows for items on one page, 228 229 printing, 227 228 separating with blank rows, 102 showing, 154 field labels, centering vertically, 98 field names, changing in source data, 152 field/item pairs, using with GetPivotData function, 124
Find it faster at http://superindex.apress.com/ INDEX 293 fields. See also pivot fields blank cells in, 64 formatting to show additional subtotal rows, 111 rearrangement of, 242 showing detail for inner pivot fields, 149 150 Fields per column option, using in Page layout, 28 Fields per column/fields per row option, explanation of, 29 fields with grouped items, adding calculated items to, 82 Figures % Difference calculation, 69 % of Column custom calculations, 72 % of Row custom calculation, 71 % of Total custom calculation, 73 8000 items in column field error message, 200 Add Report dialog box, 232 adding page field, 139 Always Display Items button on PivotTable toolbars, 205 blank cells are not counted in data area, 64 bottom border is missing when Insert page break is used, 228 bottom border turned off, 228 Camera tool in Customize dialog box, 114 Cannot change this part of a PivotTable report error message, 34 Cannot group that selection, 50 Category and Customer labels are missing at top of page two, 229 Category and Customer labels repeat at top of page two, 230 column width is reduced in Outline layout, 226 Commands and Options button on PivotTable list toolbars, 219 creating page fields for multiple consolidation ranges, 22 Ctrl-clicking customer names, 56 custom calculation Difference From option, 66 custom lists, 46 data fields arranged horizontally, 146 data range automatically entered, 236 data source name file modified in Notepad, 167 dates in OrderDate field, 105 DiffFirstLast calculated item, 79 DisableAutoRepublishWarning setting in Registry Editor, 222 drag selected range onto empty chart, 237 dragging hidden data label, 241 dynamic named range, 128 Edit OLE DB Query dialog box, 182 empty data cells display zero (0), 95 Enable Selection option turned on, 91 error message for formatting merged label, 26 errors in source data, 63 field items exceed 255 items error message, 199 Generate GetPivotData button added to PivotTable toolbars, 125 GETPIVOTDATA formula, 231 grand total is incorrect for calculated field, 83 Hiding Calculated Item option, 154 Index custom calculation, 74 interactive PivotTable blocked from use, 220 items enabled on protected worksheet, 186 Locked check box in Format Cells dialog box, 186 macro selection, 250 password prompt for external data source, 36 pivot table cell containing Series label, 237 pivot table shows units sold to date for each region, 65 pivot table with average Units per Sale per Region, 67
294 INDEX pivot table with two calculated items, 86 PivotCharts with blurred and clear text, 214 PivotTable Field dialog box with list of summary functions, 60 PivotTable option disabled in PivotTable and PivotChart Wizard, 16 PivotTables list, 156 pointer with rectangular button shape, 201 print titles appear, 224 Product row field and Sum of Sold data field, 39 Refresh indicator on Status bar, 174 Refresh on Open message, 34 removing highlighting in PivotTable Field dialog box, 136 report options in AutoFormat dialog box, 99 rng argument in UDF, 269 running totals in custom calculations, 70 Salesperson in outer row field and Category in inner row field, 41 Scenario PivotTable report, 179, 180 scrolling buttons at top of pivot chart, 286 sheet tabs in Internet Explorer, 213 Sort dialog box, 47 table options in AutoFormat dialog box, 101 ThisWorkbook module code addition, 260 Total field name at top of pivot table, 145 Using field dropdown list, 40 visible and hidden pivot items, 150 Visual Basic Editor shows recorded code, 250 file size, reducing, 208 209 files preparing for publishing without interactivity, 212 215 protecting with Information Rights Management, 4 filtered Excel lists, using with source data, 7 fiscal quarter, grouping dates by, 54 font color, applying with custom number formats, 96 For Each...Next loops in HideAllPTSubtotals code, 258 259 in HideVisiblePivotItems code, 266 Format Cells dialog box, displaying, 186, 226 Format Painter, applying formatting with, 104 105 formats, applying predefined formats with AutoFormats, 89 90 formatting. See also conditional formatting; indented formats applying with Paste Formatting button, 105 category axis date labels, 241 copying from original pivot table worksheet, 137 copying from source data, 121 date field subtotal labels, 110 losing when refreshing pivot tables, 92 preserving, 92 reformatting pivot charts after changing pivot tables, 283 restoring lost series formatting, 238 239 retaining for source data, 93 94 retaining for temporarily removed fields, 104 Forms option, using to scroll through page field items on pivot charts, 286 formula types, determining, 82 formulas for adding calculated items to fields with grouped items, 82 for adding items with calculated items, 75 76 calculated fields versus calculated items, 74 75 for calculating difference between Plan and Actual amounts, 82 83 for converting dates to text, 106
Find it faster at http://superindex.apress.com/ INDEX 295 for correcting grand total for calculated fields, 83 for correcting results in calculated fields, 84 for counting unique items in calculated fields, 83 84 for creating calculated fields, 80 for creating calculated items, 85 Drill to Details sheet, 259 261 entering in selected cells, 103 GETPIVOTDATA, 231 inserting automatically with GetPivotData, 123 124 listing, 85 for modifying calculated fields, 80 81 for modifying calculated item formulas in cells, 79 80 for modifying calculated items, 76 77 for removing calculated fields permanently, 81 82 for removing calculated fields temporarily, 81 for removing calculated items permanently, 77 for Solve Order, 86 87 for temporarily removing calculated items, 77 for using index numbers in calculated items, 78 for using relative position numbers in calculated items, 78 79 Freeze Panes, explanation of, 17 freezing heading rows, 108 G Generate GetPivotData button, adding to toolbars, 125 127 geographical sorting, performing on pivot fields, 45 48 GetPivotData feature automatically inserting formulas, 123 124 and extracting data for blank field items, 130 131 preventing cell reference errors for data_field argument, 129 130 preventing errors for custom subtotals, 132 preventing errors for date references, 133 preventing errors for missing fields, 131 preventing errors in data_fields for OLAP-based pivot tables, 130 referencing pivot tables in other workbooks, 126 referencing two pivot tables, 131 132 referring to pivot tables, 133 134 turning off automatic insertion of formulas, 125 126 using cell references in OLAP-based pivot tables, 129 using cell references instead of text strings, 126 128 GETPIVOTDATA formula, using, 231, 233 GetPivotData method, using with TopNCalculate procedure, 254 Grand Total for Rows, hiding, 71 Grand Total label text, changing, 112 grand totals correcting for calculated fields, 83 displaying at top of pivot tables, 112 hiding, 113 including in pivot charts, 243 grave (`) symbols, using in SQL statements for source Access files, 168 greater than (>) sign, displaying, 96 97 grouped dates, showing all months for, 153 grouping dates by fiscal quarter, 54 dates by months and weeks, 56 dates by week, 53 54 dates outside ranges, 56 dates using starting date, 55 error message when grouping items in date field, 50 51 error message when grouping items in date field with no blanks or text, 52
296 INDEX error message when grouping items in numeric field, 51 incorrect error message about calculated items, 53 items in page fields, 52 53 months, 55 nonadjacent items, 56 pivot table items based on existing pivot tables, 56 renamed numeric items, 54 55 text items, 53 H heading rows, freezing, 108 headings, repeating in pivot tables, 223 224 hidden page items including in pivot table totals, 142 using (All) option with, 244 hidden pie chart labels, adjusting, 240 241. See also labels hidden worksheets, unhiding, 160 Hide Detail feature, using with pivot fields, 150 Hide items list, accessing for page fields, 141 HideAllPTSubtotals code, For Each...Next loop in, 258 259 HideVisiblePivotItems code, For Each...Next loops in, 266 HideZeroRows procedure, explanation of, 257 Hiding Calculated Item option, using, 154 hours, totaling in Time field, 97 HTML (HyperText Markup Language), role in publishing pivot tables, 211 HTML files, creating from PivotChart and PivotTable reports, 216 217 hundredths of seconds, displaying in pivot tables, 97 98 hyperlinks, displaying, 109 I Implementing Guidelines for Strong Passwords Knowledge Base article, 4 indented AutoFormats, applying, 98 99 indented formats, creating, 99 100. See also formatting Index custom calculations, making, 73 74 index numbers, using in calculated items, 78 INDIRECT function in GetPivotData, creating range references with, 133 134 Information Rights Management in Office Professional Edition 2003 Knowledge Base article, 4 information sensitivity, considering in shared pivot tables, 4 inner fields, showing subtotals for, 111 inner row fields, sorting, 43 44 interactive pivot table block, dealing with, 219 221 Internet Options selection, choosing in Internet Explorer, 220 ISERROR function, preventing return of errors with, 131 item rows, keeping on one page, 228 229 items. See also pivot items adding with calculated items, 75 76 counting unique items in calculated fields, 83 84 grouping nonadjacent items, 56 hiding all items in pivot fields, 265 266 hiding pivot items with no data, 154 155 limits associated with, 204 sorting geographically, 45 48 starting on new pages, 227 228 items out of order, sorting in pivot fields, 44 45
Find it faster at http://superindex.apress.com/ INDEX 297 J Jet SQL expressions website, 11 K keyboard, selecting large ranges with, 17 keyboard shortcuts changing for macros, 251 252 Ctrl+A (Select All cells), 189 Ctrl+Z (Undo), 90 for entering formulas in selected cells, 103 F4 (repeat formatting), 91 for macros, 248 Knowledge Base articles. See also websites Description of the Database Normalization Basics, 8 Description of the Microsoft Windows Registry, 173, 221 Implementing Guidelines for Strong Passwords, 4 Information Rights Management in Office Professional Edition 2003, 4...Licensing and Use of Office 2003 Web Components, 218 Not Enough Memory Error Messages...in Excel, 207 You Cannot Run Executable Files..., 221 L labels. See also data labels; hidden pie chart labels adding to charts, 237 changing for Grand Totals, 112 displaying on each page, 229 230 large lists, selecting, 16 17 layout changes. See also pivot table layouts impact on pivot tables, 242 improving performance of, 205 206 preventing in pivot tables, 276 277 reducing file sizes with, 209 Layout dialog box, using, 37 less than (<) sign, displaying, 96 97...Licensing and Use of Office 2003 Web Components Knowledge Base article, 218 limits 32,500 unique items with Excel data source, 198 32,500 unique items with external data source, 195 197 255 items displayed, 199 200 8000 items in column field, 200 201 number of records in source data, 204 205 overview of, 204 205 text truncated in pivot table cell, 203 too many row or column items, 201 203 line breaks, displaying in pivot table cells, 107 ListConnection macro, explanation of, 271 272 ListPivotCacheInfo macro, explanation of, 280 lists. See Excel lists Locking Your Solution s VBA Project website, 273 M Macro dialog box, displaying, 250 macros. See also programming changing keyboard shortcuts for, 251 252 considering users access to, 5 creating keyboard shortcuts for, 248 displaying Stop Recording toolbars for, 249 modifying recorded code, 252 preparing for recording of, 248 for preventing changes to pivot tables, 278 recording, 248 249 recording for formatting pivot chart series, 283
298 INDEX recording while printing pivot tables, 247 252 running, 246 247, 251 storing and describing, 249 unhiding rows with, 257 viewing code recorded by, 249 251 Manual sort, setting pivot fields to, 40, 45, 48 49 Mark totals with * option, explanation of, 32 Max summary function, description of, 61 memory, optimizing, 36 37, 207 menu command, running macros with, 246 247 Merge Labels option, explanation of, 25 26 merged labels, changing alignment for, 106 Microsoft Access. See Access databases Microsoft Jet SQL expressions website, 11 Microsoft Knowledge Base articles. See Knowledge Base articles Microsoft Office 2003 Editions Security Whitepaper website, 181 Microsoft Office 2003, licensing, 218 Microsoft Office Excel cannot make this change... error message, displaying, 201 Microsoft Query closing, 20 finding Access filename and path in, 165 166 Microsoft Windows Registry, modifying, 173 Min summary function, description of, 61 MissingItemsLimit property runtime error caused by, 264 setting to 0, 265 module level variables, using, 264 Module option, using with Drill to Details sheet, 259 monthly columns, using with Excel lists, 7 9 months grouping, 55 grouping dates by, 56 showing for grouped dates, 153 moving and resizing pivot chart elements, 242 multiple consolidation ranges. See also consolidation ranges alternatives to, 14 setting up, 14 using, 13 N N/A, showing instead of empty cells, 149 #N/A error appearance of, 62 63, 65 appearance when selecting base fields, 70 name definition, checking for range names, 160 names, displaying for ranges, 163 No Details: The query could not be processed... error message, displaying, 219 nonadjacent items, grouping, 56 normalization resource for, 8 using, 10 normalized list, example of, 9 Not Enough Memory Error Messages...in Excel Knowledge Base article, website for, 207 number fields in source data, fixing, 147 148 number formats applying font color with, 96 applying to page fields, 108 109 customizing in source data, 96 97 dealing with, 241 numbers, converting text to in source data, 147 numeric fields, grouping items in, 51 O Office 2003, licensing, 218 OFFSET function, returning range references with, 162 OLAP cubes basing pivot tables on, 12 13 client safety options error message related to, 174 175
Find it faster at http://superindex.apress.com/ INDEX 299 creating, 13 error message related to, 19 failure of new data to appear during refreshing of, 174 no prompt for password with, 183 OLAP sources, attempting changing of, 166 OLAP-based pivot tables hiding page field items in, 141 142 showing details in, 151 using cell references related to GetPivotData in, 129 On Error Resume Next, effect of, 266 One or more PivotTable reports...have been marked... error message, displaying, 202 one row fields, sorting, 39 41 Optimize memory option explanation of, 36 37 improving performance with, 207 outer field labels, merging, 25 outer row fields, sorting, 39 42 Outline form, example of, 99 Over, then Down layout option, explanation of, 29 OWC (Office Web Component) blocking use of, 220 features of, 219 licensing requirements fro, 218 relationship to publishing with interactivity, 217 OWC toolbars, features of, 219 P page breaks, inserting manually, 229 page field item lists, hiding entries in, 141 page field items hiding in OLAP-based pivot tables, 141 142 scrolling through on pivot charts, 284 286 page field of Show Pages feature, displaying customers in, 136 137 page field selections, changing in related tables, 263 264 page field settings, using with Another PivotTables or PivotChart report options, 15 16 page fields applying number formatting to, 108 109 arranging horizontally, 29, 140 creating, 21 22 filtering for date range, 143 filtering for future dates, 143 144 grouping items in, 52 with hidden items, 244 including hidden items in total, 142 minimizing space used by, 28 moving temporarily, 141 printing pivot tables for, 282 shifting up when adding page fields, 139 140 page items hiding, 25 printing pivot tables for, 226 227 Page layout options, explanations of, 28 29 Page Setup option, using with pivot table headings, 223 224 pages with multiple consolidation ranges, using, 21 22 parameters, using with Access queries, 11 12 password-protected data sources, using, 181 182 passwords. See also privacy; protection; security accessing prompt for OLAP cubes, 183 adding to RefreshPivot macro, 273 considering in shared pivot tables, 4 saving, 35 36 Past Special Values option, advisory about, 104 Paste Formatting button, adding to toolbars, 105 Paste Special, converting text to numbers with, 147 percent of sales, attributing to sales managers, 72 percent per category, showing for sales, 71
300 INDEX percentages of insurance policies, showing for regions, 72 73 performance improving when changing layout, 205 206 improving with Optimize Memory option, 207 picount variable, contents of, 254 pie chart labels, adjusting hidden pie chart labels, 240 241 pie slices, changing angles of, 240 pivot cache refresh, pausing until after query execution, 178 pivot caches changing, 269 270 identifying, 267 269 sharing to reduce file size, 208 viewing information on, 279 280 pivot chart elements, resizing and moving, 242 pivot chart layout. See layout changes pivot charts. See also charts; static charts applying custom chart types to, 239 converting to static charts, 243 creating with Chart Wizard, 235 236 including grand totals in, 243 reformatting after changing pivot tables, 283 scrolling through page field items on, 284 286 Pivot Field Item names versus Pivot Field names, 8 pivot fields. See also fields adding comments to pivot table cells, 149 changing blank items in row and column fields, 153 changing field names in source data, 152 clearing old items from field dropdown lists, 152 disabling dropdown lists in, 275 276 hiding all items in, 265 266 hiding subtotals for, 258 259 showing detail for all items in selected field, 151 showing detail for inner fields, 149 150 showing details in OLAP-based pivot tables, 151 pivot items. See also items hiding items with no data, 154 155 ignoring trailing spaces when summarizing data, 155 showing all field items, 154 showing all months for grouped dates, 153 pivot table cells. See cells pivot table copies, creating with Show Pages feature, 134 135 pivot table data. See also data creating normal charts from, 236 238 creating summary table from, 231 pivot table headings, repeating, 223 224 pivot table layouts, changing to reduce file size, 209. See also layout changes pivot table limits, overview of, 204 205 pivot tables. See also publishing pivot tables adding to Dashboard, 113 115 allowing changes on protected sheets, 189 190 basing on Access queries with parameters, 11 12 basing on OLAP cubes, 12 13 basing on other pivot tables, 14 15 changing automatically assigned name for, 156 157 changing page field selections in, 263 264 connecting to new pivot cache, 169 creating from Access queries, 11 creating from Excel lists, 7 creating from filtered Excel lists, 7 creating from same source as existing pivot table in same workbook, 15 16 deleting, 155 156 displaying hundredths of seconds in, 97 98 forcing automatic refreshing of, 177 modifying, 205 206
Find it faster at http://superindex.apress.com/ INDEX 301 naming, 23 preventing changes to, 185 188, 277 278 preventing layout changes in, 276 277 printing for page fields, 282 reconnecting to Excel lists, 163 164 refreshing on protected sheets, 176 177, 272 273 refreshing or creating, 191 refreshing parts of, 175 176 refreshing when files open, 170 using conditional formatting in, 95 96 using Excel lists with, 5 6 using multiple consolidation ranges with, 13 using text files as data sources for, 12 PivotChart field buttons, hiding, 240 PivotChart reports benefits of, 14 15 preparing for publishing with interactivity, 216 preparing for publishing without interactivity, 213 214 PivotCharts, problems caused by, 15 pivot field sorting data source order, 48 of incorrectly sorted items, 48 49 inner row fields, 43 44 one row fields, 39 41 renamed numeric items, 44 sorting items geographically, 45 48 using Manual sort option with, 48 49 PivotFields, alternatives to, 276 PivotPageNext macro, running, 286 PivotPagePrev macro, running, 286 PivotTable and PivotChart Wizard locating source data with, 159 160 selecting data source in, 2 PivotTable Field dialog box, displaying, 136 137 PivotTable Field Layout dialog box, accessing, 225 PivotTable field name already exists error message, displaying, 144 145 PivotTable format, applying default for, 24 pivot table items, grouping based on existing pivot tables, 56 PivotTable options AutoFormat Table option, 24 Background query, 36 empty cells, 30 31 Enable drill to details, 33 34 error values, 29 30 Fields per column/fields per row, 29 Mark totals with *, 32 Merge Labels, 25 26 Merge labels formatting, 26 naming tables, 23 Optimize memory, 36 37 Page layout, 28 Preserve Formatting, 27 Refresh ever n minutes, 35 Refresh on open, 34 35 Repeat item labels on each printed page, 27 row and column grand totals, 24 Save data with table layout, 32 33 Save password, 35 36 Set print titles, 31 32 Subtotal hidden page items, 25 table naming rules, 23 pivot table planning accessing source data, 2 3 considering raw data, 2 3 considering source data fields, 3 of shared pivot tables, 3 5 of source date fields, 3 The PivotTable report was saved... error message, receiving, 120 PivotTable reports preparing for publishing with interactivity, 216 preparing for publishing without interactivity, 213 refreshing, 120 PivotTable toolbars, adding Refresh All button to, 172 PivotTables benefits of, 14 15 problems caused by, 15
302 INDEX PivotTableUpdate event procedure, explanation of, 283 Plan versus Actual amounts, calculating difference between, 82 83 Preserve Formatting option, explanation of, 27 Preview option, using with web pages, 214 215 print area resetting to include entire pivot table, 281 setting to fit pivot tables, 224 225 printed copies, hiding errors in, 95 printing field items, 227 229 field items with labels on each page, 229 230 pivot table data with Report Manager, 230 233 pivot tables for each page field, 282 pivot tables for each page item, 226 227 reports, 233 running macros during, 247 252 PrintPivotPages macro, explanation of, 282 privacy. See also passwords; protection; security disabling Drill to Details, 192 193 disabling Show Pages, 193 preventing viewing of others data, 191 Product field, setting sort order for, 40 Product summary function, description of, 61 products, displaying in alphabetical order, 45 programming, using sample code, 245 247. See also macros Project Explorer, listing open Excel files in, 250 Protect Sheet option, choosing, 192 Protect Workbook option, choosing, 192 protected sheets, refreshing pivot tables on, 176 177. See also worksheets protected worksheets disabled commands on, 190 refreshing pivot tables on, 272 273 protection. See also passwords; privacy; security allowing changes to pivot tables on protected sheets, 189 190 of code, 273 preventing changes to a pivot table, 185 188 refreshing or creating pivot tables, 191 pt.* prefix, options for, 259 publishing pivot tables. See also pivot tables interactive pivot table blocked, 219 221 with interactivity, 215 219 role of HTML in, 211 without interactivity, 212 215 Q query, creating for CSV file, 170 Query external data source, turning on and off, 196 197 query used as data source, identifying, 270 272 R ranges displaying names of, 163 selecting with keyboard, 17 raw data, considering for pivot tables, 2 3 Record Macro dialog box, displaying, 248 recorded code modifying, 252 viewing for macros, 249 251 records, limits associated with, 204 205 #REF! error appearance in GetPivotData formulas, 126, 129 appearance of, 62 63 in GetPivotData formulas, 133 in Refers to formula, 161 returning for custom totals, 132 Refresh All option, using, 171 172 Refresh every n minutes option benefits of, 35 using, 171
Find it faster at http://superindex.apress.com/ INDEX 303 Refresh on open option benefits of, 34 35 using, 170 refresh operations Enable Automatic Refresh feature, 176 error message generated after fields are deleted, 178 performing after queries have been executed, 178 performing automatically when data changes, 177, 274 performing on OLAP cubes, 174 175 performing on parts of pivot tables, 175 176 performing on pivot tables on protected sheets, 176 177 performing on PivotTables with same pivot cache, 175 performing on scenario pivot tables, 179 180 performing when two tables overlap, 177 preventing when files open, 171 problems obtaining data during, 173 stopping in progress, 174 too many row or column items error message related to, 179 Refreshing external data message, reenabling, 172 173 refreshing pivot tables, losing formatting as result of, 92 RefreshPivot macro, explanation of, 273 Regions field, sorting geographically, 45 48 Registry, modifying, 173, 221 222 relative position numbers, using in calculated items, 78 79 renamed numeric items grouping, 54 55 sorting, 44 Repeat item labels on each printed page option effect of, 230 explanation of, 27 Replace All command, converting dates with, 148 Report Manager, printing pivot table data with, 230 233 reports creating from scenarios, 232 printing, 233 refreshing, 120 resizing and moving pivot chart elements, 242 RestrictPTChanges macro, explanation of, 278 rng argument in UDF, selecting cell as, 268 269 row and column fields, changing blank items in, 153 Row and Column Grand totals, displaying and hiding, 24 row and column headings continuing printing on subsequent pages, 27 printing on every page, 31 32 repeating, 103 row and column items, limits associated with, 201 203 row field items, total number of items allowed in, 203, 205 row labels, compacting space required for, 225 226 row subtotals, selecting simultaneously, 91 rows for items, keeping on one page, 228 229 rows with zero total, hiding for calculated items, 256 257 running totals, using, 69 70 S sales calculating changes in, 65 66 comparing to forecast sales, 68 69 sales amounts per product, using running totals with, 69 70 salespeople, showing data for top ten salespeople, 107 sample code, using, 245 247 Save data with table layout option benefits of, 32 33 turning off to reduce file size, 120, 209
304 INDEX Save password option, explanation of, 35 36 scenario pivot tables creating from current summary, 231 232 creating reports from, 232 refreshing, 179 180 secured network folders, storing workbooks in, 4 security. See also passwords; privacy; protection implementing user-level security in Access databases, 183 185 relationship to OWC PivotTable lists, 220 security technologies, availability in Excel, 4 sensitive information, considering in shared pivot tables, 4 series formatting, restoring when lost, 238 239 Series labels, displaying, 237 server page fields, creating with Query external data sources, 197 Set Print Area button, adding to toolbars, 225 Set Print Titles option explanation of, 31 32, 230 selecting, 224 SetPivotPrintArea macro, explanation of, 281 Share Workbook option, choosing, 187 shared cache, changing source for, 168 169 shared pivot tables, planning, 3 5 shared workbooks, disabled features in, 187 188 sheet names. See worksheet names sheets. See worksheets shortcuts. See keyboard shortcuts Show Detail feature, using with pivot fields, 150 Show Pages command, enabling, 137 138 Show Pages feature creating incorrect sheet names, 135 136 creating worksheets with, 226 227 disabling, 193 not creating sheets for all items, 136 not formatting new sheets, 137 using, 134 135 Sold item, creating, 75 76 Solve Order, changing for calculated items, 86 87 Sort dialog box, displaying, 47 sort order, setting for pivot fields, 40 sorting pivot fields correcting, 48 49 by custom sort order, 46 48 data source order, 48 by geography, 45 48 inner row fields, 43 44 new items out of order, 44 45 one row fields, 39 41 outer row fields, 41 42 renamed numeric items, 44 source Access files. See also Access databases changing, 167 168 locating, 165 166 source CSV file, changing, 169 170 source data accessing for pivot tables, 2 automatically including new data, 161 162 automatically including new data in external range, 162 163 changing DSN (data source name) file, 166 167 changing field names in, 152 changing source CSV file, 169 170 changing source for shared cache, 168 169 copying formatting from, 121 creating custom number formats in, 96 97 errors in, 62 63 number of records allowed in, 204 205 re-creating with Drill to Details feature, 118 119 refreshing automatically when changed, 274 retaining formatting for, 93 94
Find it faster at http://superindex.apress.com/ INDEX 305 trying to change OLAP sources, 166 updating after using Drill to Details feature, 121 source data fields, considering for pivot tables, 3 source data formatting, grouping dates based on, 105 106 source data number fields, fixing, 147 148 source Excel lists. See also custom lists; Excel lists changing, 164 165 locating and changing, 159 160 moving, 163 164 source data connections creating new source for external data, 19 20 Excel hangs when using external data, 20 installing drivers for external data, 18 selecting large ranges in Excel lists, 16 17 using arrow keys in Excel lists, 17 using pages with multiple consolidation ranges, 21 22 source data preparation alternatives to using multiple consolidation ranges, 14 benefits of using another PivotTable or PivotChart report, 14 15 creating OLAP cubes, 13 page field settings when using other PivotTables or PivotChart reports, 15 16 problems caused by using other PivotTables or PivotCharts, 15 setting up multiple consolidation ranges, 14 using Access queries, 11 using Excel lists, 5 6 using Excel lists and monthly columns, 7 9 using Excel lists, monthly columns, and text fields, 10 using filtered Excel lists, 7 using multiple consolidation ranges, 13 using OLAP cubes, 12 13 using text files, 12 SQL statements, using with source Access files, 168 square brackets ([]), appearance in field and item names, 129 static charts, converting pivot charts to, 243. See also charts; pivot charts StDev summary function, description of, 61 62 StDevp summary function, description of, 62 Stop Recording toolbars, displaying for macros, 249 strong passwords, considering in shared pivot tables, 4 Style dropdown, adding to toolbars, 94 styles, creating for format settings, 93 94 Subtotal hidden page items options, explanation of, 25 Subtotal label text, changing, 110 subtotal row, formatting for printing borders, 228 subtotals displaying at tops of groups, 101 hiding for pivot fields, 258 259 showing, 111 showing for inner fields, 111 turning off, 102 Sum of Sold Data, sorting by, 40 Sum summary function, description of, 60 SumAllDataFields procedure, explanation of, 256 summary, creating scenario from, 231 232 summary functions changing for all data fields, 255 256 changing for fields in data area, 59 60 and counting blank cells, 64 default summary functions, 63 64 using, 59 63 using with custom calculations, 65 74 versus worksheet functions, 59
306 INDEX summary table, creating from pivot table data, 231 Super-Easy Guide to Microsoft Office Excel 2003 Object Model website, 245 T table AutoFormats, applying, 90 91, 100 101 table cells, showing and hiding detail in, 33 34. See also cells Tabular form, example of, 101 templates, using with worksheets, 113 text converting dates to, 106 converting to numbers in source data, 147 displaying in data area, 148 149 text files, using as data sources for pivot tables, 12 =TEXT() formula, using, 106 text items, grouping, 53 text numbers, converting to real numbers, 51, 54 55 text strings replacing in GetPivotData formulas, 126 127, 129 using cell references instead of, 127 Text to Columns feature, converting text numbers to real numbers with, 51, 147 text truncated in pivot table cell, dealing with, 203 The PivotTable field name is not valid error message, displaying, 178 This query cannot be edited by the Query Wizard error message, displaying, 165 ThisWorkbook object, adding code to, 260, 261 262 Time field, totaling hours in, 97...too many row or column items error message, displaying for refresh operations, 179 toolbars adding buttons for macros to, 247 adding Camera tool to, 114 adding Paste Formatting button to, 105 adding Set Print Area button to, 225 adding Style dropdown to, 94 Stop Recording toolbars for macros, 249 Top 10 AutoShow feature hiding salespeople with, 107 referring to cell value, 50 specifying items over a set amount, 49 50 specifying top items overall, 49 Top 10 items, showing over set amount, 253 255 top items, showing, 107 TopNCalculate procedure, explanation of, 254 Total field name, changing for data fields, 145 Total label text, changing, 109 trailing spaces, ignoring when summarizing data, 155 truncated text in pivot table cell, dealing with, 203 U UDF (user-defined function), using with pivot cache, 268 269 Undefined function in expression errors, generating, 11 unique items, limits associated with, 204 user-level security, implementing in Access databases, 183 185 V Var summary function, description of, 62 variables, using module level variables, 264 Varp summary function, description of, 62 VBE (Visual Basic Editor), opening for recorded code, 250
Find it faster at http://superindex.apress.com/ INDEX 307 W web pages previewing and publishing without interactivity, 214 215 publishing with interactivity, 216 217 websites. See also Knowledge Base articles Access queries, 11 A Beginner s Guide to HTML, 211 Enable Automatic Refresh feature, 176 Excel 2002 Add-in: Report Manager, 230 Jet SQL expressions, 11 Locking Your Solution s VBA Project, 273 Microsoft Jet SQL Reference, 11 Microsoft Office 2003 Editions Security Whitepaper, 181 security technologies available in Excel, 4 Super-Easy Guide to Microsoft Office Excel 2003 Object Model, 245 weeks, grouping dates by, 53 54, 56 Windows Registry, modifying, 173 workbook structure, protecting, 192 193 workbooks preparing for publishing without interactivity, 212 215 sharing, 187 188 storing in secured network folders, 4 workgroup files, configuring Access data sources for, 184 185 worksheet functions versus summary functions, 59 worksheet names, character limitations of, 23, 135 136 worksheet protection, circumventing, 192 worksheet templates, using, 113 worksheets. See also protected sheets adding code to, 246 copying formatting from, 137 creating pivot table layouts on, 37 creating with Show Pages feature, 226 227 deleting automatically when closing workbooks, 261 262 hiding data errors on, 94 protecting, 189 190 protecting from changes, 185 186 protecting with pivot table use not allowed, 187 selecting all cells on, 189 unhiding, 160 X XDrill_ prefix, explanation of, 261 XShow_ prefix, explanation of, 262 Y You cannot place a field that has more than 8,000 items in column area error message, displaying, 200 You Cannot Run Executable Files... Knowledge Base article, 221 Z zero (0), showing in empty data cells, 95 zero total for calculated items, hiding rows with, 256 257