how to copy and paste a pivot table

Daniel Parker

3 min read

·

19-01-2025

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Copying and pasting a pivot table might seem straightforward, but there are nuances depending on what you want to achieve. This guide covers various methods, ensuring you get the perfect result every time. Whether you need a static snapshot or a dynamic, linked copy, we'll show you how. This is crucial for sharing data, creating backups, or further analysis.

Understanding Pivot Table Copying Methods

There are three main ways to copy and paste a pivot table:

1. Copy as Values: This creates a static copy of the data displayed in the pivot table. Any changes to the source data will not be reflected in the pasted copy. This is ideal for reports and presentations where you want a fixed snapshot.

2. Copy as a PivotTable: This copies the pivot table's structure and links it to the original data source. Changes to the source data will be reflected in the copied pivot table. This is excellent for creating multiple views of the same data.

3. Copy and Paste as a Picture: This method creates a visual image of the pivot table. You cannot interact with it as a data table, but it's perfect for static visuals in documents or presentations.

Method 1: Copying Pivot Table Data as Values

This method is best when you need a permanent record of the data displayed at that specific moment. It's not live and won't update with data changes.

Steps:

1. Select the data: In your pivot table, click and drag to select all the cells containing data, including totals and subtotals. Avoid selecting the row and column labels.
2. Copy: Press Ctrl + C (Windows) or Cmd + C (Mac).
3. Paste as Values: Right-click on the destination cell and select "Paste Special." Choose "Values" and click "OK." The data will be pasted without formulas or formatting linked to the original pivot table.

Method 2: Copying a PivotTable and Maintaining the Link

This method maintains the link to the source data, so any changes in the source will automatically update the copied pivot table. This is ideal for creating multiple views or analysis versions of the same data.

Steps:

1. Select the entire pivot table: Click on any cell within the pivot table. The entire pivot table should be automatically selected. If not, click the arrow in the upper left corner to select the entire table.
2. Copy: Press Ctrl + C (Windows) or Cmd + C (Mac).
3. Paste: Right-click on the destination cell and select "Paste." The copied pivot table will retain its link to the original data source. You can then adjust filters and settings independently.

Method 3: Copying as a Picture

This approach is suitable for presentations and reports where a static image of the pivot table is sufficient. You won't be able to interact with the data.

Steps:

1. Select the pivot table: Similar to method 2, click on any cell within the pivot table to select the whole table.
2. Copy as Picture: Press Alt + Print Screen (Windows) to copy the active window, including the pivot table. Or, use the snipping tool for a more precise selection.
3. Paste: Paste the image into your destination (like a Word document or PowerPoint presentation) using Ctrl + V (Windows) or Cmd + V (Mac).

Troubleshooting and Tips

• Error Messages: If you encounter errors, ensure your destination sheet has enough space to accommodate the copied pivot table.
• Data Size: Copying extremely large pivot tables might slow down your application. Consider copying only the relevant sections.
• Formatting: After pasting values, you might need to reapply formatting to match your desired style.
• Excel Version: The exact steps might vary slightly based on your Excel version (e.g., Excel 2016, Excel for Microsoft 365).

By mastering these techniques, you'll be able to efficiently manage and share your pivot table data in any context. Remember to choose the method that best suits your needs – whether it's a static record, a dynamic link, or simply a visual representation.