VBA PIVOT TABLE

VBA, short for "Visual Basic for Applications", is mainly termed to be a programming language within Microsoft Excel that is quite responsible for the purpose of adding a whole new level of functionality to the respective Pivot Tables. Pivot Tables are quite fantastic for the purpose of summarizing as well as analyzing the huge datasets quickly. They are like a magic wand that turns rows as well as the columns of the data into meaningful insights with just a few clicks.

Let us now imagine of being controlling all these Pivot Tables with the help of the VBA, it is quite like having a powerful assistant which is capable of creating, modifying, and also refreshing the selected Pivot Tables without facing any sort of difficulties. More often, with the help of the VBA, we can easily write scripts (sets of the instructions) in order to handle tasks like creating new Pivot Tables, modifying the existing ones, refreshing of the data, and even customizing the appearance of our selected Pivot Tables. In a nutshell, VBA and the Pivot Tables are a formidable combination for anyone working with the data in Microsoft Excel. VBA gives us the ability to automate, customize, and also to streamline our data analysis processes, and thus making Excel an even more invaluable tool for our work.

What is VBA in Microsoft Excel?

"VBA, or Visual Basic for Applications, is the programming language that mainly allows us to automate our tasks easily and is also helpful in the creation of powerful macros in Microsoft Excel." Think of it as a way to give Excel superpowers-it lets us go beyond what Excel can do with its built-in functions. At its core, VBA works with the objects. In Microsoft Excel, everything is an object-like cells, worksheets, and workbooks. We can also write VBA code for manipulating all these objects. Here is the basic rundown:

1. Accessing the VBA Editor: To start using VBA, we must need to have access of the VBA Editor. Then, we need to press Alt + F11 in Microsoft Excel and the Editor will open.
2. The IDE: Inside the VBA Editor, we will be seeing the Integrated Development Environment (IDE), where we actually write, edit, and run our respective VBA code as well.
3. Subroutines and Functions: They are the building blocks of our code. More often, the respective Subroutines (Subs) are blocks of the code that usually perform a specific task, and the Functions return values. They start with the Sub or Function, followed by a name respectively.
4. Objects as well as Methods: The Microsoft Excel objects are like the building blocks of our code.
   
   • For example, the Workbook, Worksheet, and Range are all objects. We can easily manipulate these objects by using the methods. Range ("B1"). Value refers to the value in cell B1 respectively.
5. Variables: It is considered to be the container used for storing text, dates, numbers and etc, the variable can be easily declare by making use of the Dim, such as: Dim MyVar As Integer.
6. Conditional Statements: Just like in everyday language, we can easily use our code to do different things based on conditions. For the purpose of creating conditional statements, we can easily use the If, ElseIf, and Else statements as well.
7. Loops: We all know that the respective Loops in the Virtual Basic for Application help us to repeat actions. And both loops (For Loop and Do-while loop) can be effectively used in the VBA.
8. Events: VBA can now easily respond to the various events like as opening of the particular workbook and also while changing a cell.
9. Error Handling: With On Error Resume Next, we can tell VBA to keep going even if it encounters an error, or we can use On Error Goto to handle errors in a specific way.
10. Debugging: When something does not work as expected, we can easily debug our code by stepping through it line by line and using the F8 function key.

What is Pivot Table in Microsoft Excel?

In Microsoft Excel, "a pivot table is a powerful data summarization tool that can be efficiently used for the process of analyzing huge datasets quickly. Despite this, it will also enable the users to easily extract out the valuable insights from the available raw data by just organizing and summarizing it into a more manageable format." With the help of the pivot tables, the respective users can now easily explore the various available trends, patterns, and also the relationships that must lie within their data without the need for complex formulas.

Moreover, at its core, the respective pivot table in Microsoft Excel allows every user to easily rearrange and manipulate the data dynamically. Users can easily define rows, columns, and values to structure their analysis according to their needs and criteria.

• For example, one can easily categorize the sales data by product name, region, and period to identify the top-performing products or regions effectively. Pivot tables also support various calculations, which are none other than sum, count, average, min, and max, thus allowing users to derive key metrics and perform comparative analysis effortlessly.

What is an Excel VBA Pivot table?

"A VBA Pivot Table in Microsoft Excel is primarily a sophisticated tool which is designed for the purpose of simplifying the analysis and summary of the extensive datasets". Let us now imagine that we have a spreadsheet bursting with different sales figures spanning a million rows. This particular tool will act as a virtual assistant, swiftly transforming all that data into a concise, organized report in an effective manner. At its core, a VBA (Visual Basic for Applications) Pivot Table easily automates the creation of a Pivot Table, which is essentially a dynamic, interactive summary of our selected data. Instead of manually sifting through the rows as well as with the columns, we now can let VBA Pivot Tables do the heavy lifting. As they enable us to consolidate easily, group, and also to summarize the data without putting much effort.

• For example, we are tracking sales across various cities. Without the use of the VBA Pivot Tables, generating a detailed city-wise sales report would involve tedious tasks, including sorting, filtering, and summarizing the data. But with the VBA Pivot Tables, it becomes a breeze. With just a few clicks, we can instantly see total sales per city, top-selling products, or any other customized summaries that we require.

However, creating a VBA Pivot Table requires some basic knowledge of the VBA programming language, which can be more advanced than the regular Excel functions as well. And once we learn the basic of the VBA then the result would be much fruitful. It is more like having a data wizard that can easily transform messy spreadsheets into clear and insightful reports. The respective VBA Pivot Table is just like having a supercharged Microsoft Excel feature that will eventually streamline the process of analyzing as well as visualizing the data in an effective manner. It is a time-saving tool for anyone who is actively dealing with large sets of the, thus providing quick as well as flexible insights at the click of a button respectively.

List out the steps used for the purpose of creating a Pivot Table in VBA (Virtual Basic for Application)

Creating a VBA Pivot table involves various steps, and this section depicts the step-by-step approach to writing code for creating a Pivot Table effectively in VBA. The below mentioned data in the form of the table can be considered for the purpose of creating VBA Pivot Table:

Step 1: Firstly, we are required to create a macro sub-procedure by simply naming the macro.

Step 2: After creation of the macro procedure, we will be encountered with the VBA Pivot Table as an object reference; after that, we are about to define a variable and need to assign PivotTable as an Object data type.

Step 3: In this step, a pivot table cache will be created in the selected worksheet when a pivot table is created. However, in the VBA sheet, we must initiate this through a variable. And after that, we are required to define a variable and then need to assign the respective PivotCache reference in an efficient manner.

Step 4: And in this step we need to create a VBA Pivot Table in a new sheet to achieve this we have to create a separate sheet, and also need to define a variable with a worksheet object reference respectively.

Step 5: We require a data sheet reference so for this we will be defining a variable with a selected worksheet.

Step 6: Here we required to define two variables that in turn used for the purpose of finding the last used row (LR) and the last used column (LC) respectively.

Step 7: Now defining a variable to set the data Range reference.

It will often conclude the definition of the variables that are essential for creating a VBA Pivot Table. Next, we will be setting the references to all these defined variables in an effective manner.

Step 8: First of all we are required to set the reference for the respective selected data worksheet by making use of the variable "DS." And here in this example, we have our data in the worksheet that is labeled as "Projects;" so for this we can set the worksheet reference.

Step 9: Next, we are required to dynamically find the range of the data in the given data worksheet. Despite this, we also need to find the last used row as well as the column by making use of the variables LR and LC for this, respectively.

Step 10: Once we know the last used row as well as the column, we can easily set up the range of the data, which refer to the variable "DR."

And with the help of this variable we can easily refer to the data range.

Step 11: Next, we need to create a new worksheet for the purpose of inserting a pivot table and naming it as "Sales Summary Sheet." And to achieve this we need to delete the same worksheet if there are any available.

Despite all this, there is an association of the problem with this code that is: if in case we are trying to delete a worksheet that does not exist, then we will be encountered with the error, so to avoid this, we are advised to wrap the above code inside "On Error" statement effectively.

The other thing we must do is to just turn off the display alerts. Whenever we are trying to delete the worksheet, we will be get encountered with the following alert message box.

To do this more often, we must use the following codes to turn off the alerts.

Step 12: We will be setting up the reference for the pivot table worksheet that has been inserted in the previous step to the variable "PS" (Pivot Sheet).

Step 13: In this step, with the help of the variable "PC" we will be creating a pivot cache.

Step 14: In this step, we can use the pivot cache variable to create a pivot table.

And by processing the above steps we will be encountered with the blank Pivot as it was depicted below:

And once the VBA Pivot Table is created, we can play around with the respective rows and columns in order to create a summarized report. And we can also make use the following code to create a blank pivot table.

Sub VBA_Pivot_Table()

End Sub

Examples

We will now be making use of the same data and will now create a summarized report effectively.

#Example 1 - Creation of the Project-Wise Credits

We all knew that, once the respective blank pivot table has been inserted in our selected sheet, after that we can easily utilize that respective pivot table and can also create a report out of it effectively. In the previous example, we actually named the pivot table as "Sales_Summary" in the worksheet "Sales Summary Sheet." And if we want to refer the same VBA Pivot Table, then in that case we must need to use both the worksheet name and the pivot table name.

In this example, the respective PS is termed to be the variable that references the pivot table worksheet. In the selected worksheet, we made use of the "PivotTables" method as well as referencing the pivot table by just making use of the name given to the pivot table in the previous step. Then, we will make use of the pivot table fields in order to mention the column we will be working with from the selected data range in an effective manner. And since we need to work with the various multiple properties of the pivot table, we will be making use of the WIT statement to avoid making use of the pivot sheet as well as the pivot table names, respectively.

And here we can specify where to insert pivot table field in "WITH statement." And since we are aware about the project values which are based upon the project name, so in the row field this value would be inserted.

Next, we must add the "Projected_Credit_USD" column to the values section to summarize the value based on the project name. We can now reference the "Projected_Credit_USD" column as follows.

Since we need to insert the "Projected_Credit_USD" into the value field, the orientation will be "xlDataField."

Now, let us execute the code, and we will then get the following pivot table, which usually depicts the value related to the project.

The pivot table mainly summarized the values which are based upon the name of the project which are available from the given set of the data. The VBA Pivot Table code is given below for our better understanding as well.

Sub VBA_Pivot_Table_Ex1 ()

End Sub

# Example 2: Creation of the Row-Wise and the Column-Wise Summarized Report

The more advanced level of the pivot table is to just spread across the rows and the columns for the purpose of getting the deep-dive analysis.

• For example, now, to get the summary report based upon the "Priority" as well as the "Review Status," we must put either one into a row or a column. We will prepare the screenshot of the summary by making use of the VBA pivot table as depicted below:

And to achieve this, we will be now making use of the following three parts of the code which are as follows:

• In Part 1, we have a priority column that needs to be inserted into the "row" field (xlRowField) of the pivot table.
• Here in Part 2, we are about to have the review status column, which will be then inserted into the "column" (xlXolumnField) field of the pivot table.
• In Part 3, we must have the Projected_Credit_USD column, which needs to get inserted into the "value" (xlDataField) field of the pivot table.

Sub VBA_Pivot_Table_Ex2 ()

End Sub

Once we run this code, we will be now getting the following results as depicted below respectively.

After this, we can also make use of the other properties of the VBA Pivot Table and will also format them to look neat and beautiful.

Important Note: It should be noted that, at the end of the code, we need to set display alerts to TRUE.

Important things to remember

The various important things to remember while working with the VBA PIVOT Table are as follows:

1. Syntax as well as the Structure: It was well known that the respective VBA code usually follows a specific syntax as well as the structure. It mainly consists of the statements, procedures, variables, loops, as well as the conditional statements. More often, understanding the basics of the VBA syntax is very much crucial for the purpose of writing effective code as well, and this will include learning how we can easily declare out the variables, effectively write the loops, make use of the conditional statements, and also to organize code into the procedures respectively.
2. Object Model: The respective Excel object model is considered to be the framework that VBA uses to interact with the Excel sheet. It mainly consists of various objects such as Workbooks, Worksheets, Ranges, and pivot tables. Each object has properties and methods that we can easily manipulate by using the VBA code. Despite this, an effective understanding of the Excel object model and how to navigate its hierarchy is essential for working with Pivot Tables in VBA.
3. Recording of the Macros: The macro recorder is termed to be a handy tool in Microsoft Excel that automatically generates the VBA code based on our actions. While working with the respective Pivot Tables, we can also make use of the macro recorder to easily record our interactions. After that, we can easily and effectively review the generated VBA code. This will serve as the starting point for the purpose of writing our own VBA scripts to automate the repetitive tasks easily or to customize Pivot Table functionality as well.
4. Properties of the Pivot Table: Pivot Tables have numerous properties and methods that we can easily manipulate by using VBA. These will include properties for the fields, filters, layouts, formatting, and more. Understanding how to easily access and modify all these properties programmatically allows us to customize Pivot Tables to suit our specific requirements as well.
5. Data management: The respective VBA enables us to easily manage the data sources for the Pivot Tables programmatically. This mainly includes tasks like refreshing the data connections, updating the ranges, and effectively handling any errors that may occur during the retrieval of the data. By writing the VBA code to automate all these tasks, we can ensure that our respective selected Pivot Tables always reflect the latest data from our sources as well.
6. Dynamic Pivot Tables: One of the most powerful features of the VBA is none other than its ability to create dynamic Pivot Tables. By just writing code to adjust Pivot Table layouts, fields, as well as filters, which are based upon changing the criteria or the user inputs, we can easily create highly interactive as well as flexible data analysis tools. Dynamic Pivot Tables enable users to explore the data in real-time easily and to uncover valuable insights effectively.
7. Event Handling: The respective VBA in Microsoft Excel usually allows us to easily respond to the specific events that mainly occur within the selected Excel sheet, which include the changes made to the Pivot Table data or with the user interactions. By just writing down the event-handling procedures, we can easily trigger actions as well as routines in response to all these events. And more often this can enhance the interactivity as well as the functionality of our respective Pivot Tables.
8. Effective Handling of the Error: Effective error handling is essential while writing VBA code. By implementing error-handling techniques, we can gracefully handle various unexpected errors and exceptions that may occur during script execution. This helps prevent crashes and ensures that your code operates smoothly under various conditions.
9. Testing and Debugging of the code: Thorough testing as well as debugging are termed to be the critical steps in the development process while working with the VBA for respective Pivot Tables. This mainly involves running simulations, stepping through code by just making use of the breakpoints, as well as fixing any issues as well as the bugs that arise. By testing our code rigorously, we can easily ensure that it performs as expected and will deliver the desired results respectively.
   More often, mastering the VBA for the respective Pivot Tables opens up a world of possibilities for the purpose of automating the tasks, customizing various functionalities, and also conducting advanced data analysis in Microsoft Excel. By just understanding the syntax as well as the structure of the VBA code, leveraging the Excel object model, recording the macros, manipulating the Pivot Table properties, managing data sources, creating the dynamic Pivot Tables, handling events and errors, and testing/debugging code effectively, we can also harness the full power of the VBA to enhance our productivity efficiently. We will also unlock the new insights from our selected data respectively.

Frequently Asked Questions/FAQs

The various frequently asked questions about the use of VBA PIVOT TABLE in Microsoft Excel are as follows:

Question 1. What is meant by the term Pivot Table in Microsoft Excel?

Answer: A Pivot Table is a powerful tool in Microsoft Excel that usually summarizes and analyzes huge amounts of data in a compact format. Despite all this, it allows us to quickly make sense of our selected data by organizing it into a meaningful layout.

Question 2. How can one easily create a Pivot Table by just making use of the VBA?

To create a Pivot Table using VBA, one can easily start by selecting the range of data that we actually want to analyze. Then, we can use the VBA code to define the Pivot Table's location and structure. We can also specify the row and column fields, as well as the values, to summarize it effectively.

Question 3. How can one add fields to a Pivot Table by making use of the VBA?

Answer: We can easily use VBA to add fields to the respective Pivot Table by just referencing the PivotTable object, which is associated with the PivotFields collection. We can also specify which fields we want to add as row fields, column fields, or values.

Question 4. Can we change the layout of a Pivot Table by making use of the VBA?

Answer: Yes, we can easily change the layout of a Pivot Table by just making use of the VBA. Despite this, we can also specify the arrangement of the row fields, column fields, and values, as well as customize the appearance of the Pivot Table by making use of the VBA code.

Question 5. How can one filter data in a Pivot Table by using VBA?

Answer: One can easily filter out the data in a Pivot Table by using VBA and setting up the criteria for the specific fields. We can also use the PivotFields object, which is associated with the PivotFilters collection, to apply filters programmatically.

Question 6. How can we easily refresh all the selected pivot tables in a workbook VBA?

If we have multiple pivot tables that need to be refreshed in one go, we can effectively use the "Refresh All." To use this as a VBA code, we can easily use the code below.

Question 7. How to not show the subtotals in the VBA Pivot Table?

Answer: We can easily make use of the Subtotal property in order to not show the subtotals. For example, we can now make use of the following method for the purpose of eliminating the subtotal for the "Priority" column in an effective manner.

Question 8. How to delete a VBA Pivot Table?

Answer: The following code easily deletes a VBA pivot table.

Question 9. Mention the reason why pivot table is not working in the VBA?

Answer: The pivot table in VBA would not work for the number of the reasons, and some of the common ones are listed below.

• Different name for the data worksheet.
• We will get encounter with the error if in case the given column names for the fields are different.

Question 10. How can we easily format a Pivot Table by using VBA?

Answer: We can easily format a Pivot Table by making use of the VBA by just accessing the respective PivotTable object's properties as well as the methods related to formatting, like as font size, font style, number format, and borders.

Question 11. Can calculated fields be created in a Pivot Table using VBA?

Answer: Yes, we can easily create calculated fields in a Pivot Table using VBA. We can also use the PivotFields object's Calculated Items collection to define custom calculations based on the existing fields in the Pivot Table.

Question 12. How can one easily sort data in a Pivot Table by using VBA?

Answer: We can easily sort data in a Pivot Table by using VBA and specifying the sort order for the specific fields. We can also use the PivotFields object's AutoSort method to sort data either in ascending or descending order programmatically.

Question 13. Can we change the Pivot Table source range using VBA?

Answer: Yes, we can easily change the Pivot Table source range using VBA. We can also use the PivotCache object's SourceData property to define a new range for the Pivot Table's data source.

Question 14. How can we remove fields from a Pivot Table using VBA?

Answer: We can easily remove fields from a Pivot Table using VBA by referencing the PivotTable object and its associated PivotFields collection. We can also make use of the PivotFields object's Remove method to delete specific fields from the Pivot Table.

Question 15. How can one handle errors in VBA code related to Pivot Tables?

Answer: We can easily handle errors in the VBA code related to the Pivot Tables by using error handling techniques such as On Error GoTo statements or structured error handling with Try...Catch blocks. This will allow us to gracefully handle unexpected situations and provide feedback to the respective user.

Conclusion

The respective VBA Pivot Table is termed to be the dynamic tool within the Microsoft Excel sheet that usually enables users to efficiently organize, analyze, and also to visualize large datasets effectively. It simplifies complex manipulation of the data, allowing users to extract valuable insights and make informed decisions easily. With the added power of the VBA, users can now automate repetitive tasks and customize their data analysis processes to suit their specific needs as well. Ultimately, a VBA Pivot Table serves as a valuable asset for both the technical and the non-technical users, empowering them to unlock the full potential of their data and drive business success respectively.