How to Use Excel VBA to Create Pivot Table (3 Examples)

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In this article, we’ll show you how to use Excel VBA to create a Pivot Table. Excel pivot tables are a valuable tool for data analysis, but manually creating them can be time-consuming. Fortunately, Excel VBA (Visual Basic for Applications) offers a solution. Discover how to define data sources, set up pivot table ranges, and configure fields and values effortlessly. Whether you’re a beginner or an experienced user, this article will equip you with the skills to streamline your pivot table workflows using VBA.

overview of Excel VBA use to create pivot table


Excel VBA to Create Pivot Table: 3 Easy Macros

In this segment, we will discuss 3 different methods to create a pivot table using Excel VBA. The first 2 methods are quite the same except for the command to create a pivot table. In the third one, we will show a method to create pivots with additional filters. Firstly, you have to open the VBA window and insert a new Module. Check out the link to learn how to write VBA code.


1. Insert Pivot Table with CreatePivotTable Command in Excel VBA

In the first method, we will simply use the CreatePivotTable command to make the table with data from our worksheet. Let’s check the procedures. We’ll insert a Pivot Table to show the sales according to states. We created a worksheet “CreatePivotTable_Output” to get the pivot table there.

dataset to create pivot with createpivot command

  • Firstly, insert a new module in the VBA window.
  • Then, write the following code in the module and Run it.

Code:

Sub CreatePivotTable()
    Dim ws As Worksheet
    Dim outputWs As Worksheet
    Dim pvt As pivotTable
    Dim pvtCache As pivotCache
    ' Set the worksheet where the pivot table will be created
    Set ws = ThisWorkbook.Worksheets("CreatePivotTable")
    ' Set the output worksheet where the pivot table will be placed
    Set outputWs = ThisWorkbook.Worksheets("CreatePivotTable_Output")
    ' Set the range of data that will be used to create the pivot table
    Set pvtCache = ThisWorkbook.PivotCaches.Create(SourceType:=xlDatabase, SourceData:=ws.Range("B4:E16"))
    ' Create the pivot table using the pivot cache
    Set pvt = pvtCache.CreatePivotTable(TableDestination:=outputWs.Range("B4"))
    ' Set the row and column fields, as well as the values for the pivot table
    With pvt
        .PivotFields("State").Orientation = xlRowField
        .PivotFields("Employee ID").Orientation = xlRowField
        .AddDataField .PivotFields("Sales"), "Total Sales", xlSum
    End With
End Sub

code to create pivot with create pivot command

Code Breakdown:

  • The code starts by declaring variables for worksheets, pivot table, and pivot cache.
  • It sets the “ws” variable to represent the worksheet where the pivot table will be created, which is named “CreatePivotTable“.
  • It sets the “outputWs” variable to represent the output worksheet where the pivot table will be placed, which is named “CreatePivotTable_Output“.
  • The pivot cache is created using the “Create” method of the PivotCaches object. It specifies the data source as the range “B4:E16” on the “ws” worksheet.
  • The pivot table is created using the “CreatePivotTable” method of the pivot cache. It specifies the destination range as the “B4” cell on the “outputWs” worksheet.
  • The row and column fields of the pivot table are set using the “Orientation” property of the PivotFields object. In this code, the “State” field is set as a row field, and the “Employee ID” field is set as a row field.
  • The data field is added to the pivot table using the “AddDataField” method of the pivot table’s PivotFields object. It specifies the “Sales” field to be summed and assigns it the name “Total Sales“.
  • Finally, you will see an output like the given image in your worksheet.

result of creating pivot with create pivot command


2. Use Pivot Tables. Add Command for Making Pivot Table

There’s another command in VBA to do the same task i.e. PivotTables.Add. Now, we will show the use to create the pivot table. Follow the steps. We have created a workbook “PivotTables_Add_Output” to get the pivot table there.

  • Prepare a dataset. You can follow our one.

dataset to create pivot with pivottable.add command

  • Firstly, insert a new module in the VBA window.
  • Then, write the following code in the module and Run it.

Code:

Sub PivotTables_Add()
    Dim ws As Worksheet
    Dim outputWs As Worksheet
    Dim pvt As pivotTable
    Dim pvtCache As pivotCache
    Dim dataRange As Range
    Dim pvtRange As Range
    ' Set the worksheet where the pivot table will be created
    Set ws = ThisWorkbook.Worksheets("PivotTables_Add")
    ' Set the output worksheet where the pivot table will be placed
    Set outputWs = ThisWorkbook.Worksheets("PivotTables_Add_Output")
    ' Set the range of data that will be used to create the pivot table
    Set dataRange = ws.Range("B4:E16")
    ' Set the range where the pivot table will be placed
    Set pvtRange = outputWs.Range("B4")
    ' Create a pivot cache based on the data range
    Set pvtCache = ThisWorkbook.PivotCaches.Create(SourceType:=xlDatabase, SourceData:=dataRange)
    ' Create a pivot table using the pivot cache
    Set pvt = outputWs.PivotTables.Add(pvtCache, pvtRange, "MyPivotTable")
    ' Set the row and column fields, as well as the values for the pivot table
    With pvt
        .PivotFields("State").Orientation = xlRowField
        .PivotFields("Employee ID").Orientation = xlRowField
        .AddDataField .PivotFields("Sales"), "Total Sales", xlSum
    End With
End Sub

code to create pivot with pivot table.add command

Code Breakdown:

  • The code starts by declaring variables for worksheets, pivot table, pivot cache, data range, and pivot table range.
  • It sets the “ws” variable to represent the worksheet where we will create the pivot table, which we named as “PivotTables_Add“.
  • It sets the “outputWs” variable to represent the output worksheet where we will place the pivot table, which we named as “PivotTables_Add_Output“.
  • We defined the data range using the “Range” method on the “ws” worksheet. In this code, we set the data range as “B4:E16“.
  • We defined the pivot table range using the “Range” method on the “outputWs” worksheet. This code sets the pivot table range as “B4“.
  • Then, we created a pivot cache using the “Create” method of the PivotCaches object. It specifies the data source as the “dataRange“.
  • We also created the pivot table using the “Add” method of the PivotTables object on the “outputWs” worksheet. It specifies the pivot cache pivot table range and assigns the name “MyPivotTable” to the pivot table.
  • We set the row and column fields of the pivot table using the “Orientation” property of the PivotFields object. In this code, the “State” field is set as a row field, and the “Employee ID” field is set as a row field.
  • The data field is added to the pivot table using the “AddDataField” method of the pivot table’s PivotFields object. It specifies the “Sales” field to be summed and assigns it the name “Total Sales“.
  • After running the code, you will see the pivot table in your workbook.

output to create pivot with pivot table.add command


3. Insert Pivot Table with Filter Using VBA in Excel

So far, we have only inserted rows, columns, and values fields. Now, we will add filters to our pivot table. Of course, we will do it with VBA. We will create our pivot in “Output Pivot Table” worksheet.

  • Primarily, create a dataset. Here, we added two more columns- ‘Region’ and ‘Product’ to show filtering.

dataset to create pivot with filter

  • Firstly, insert a new module in the VBA window.
  • Then, write the following code in the module and Run it.

Code:

Sub PivotTable_with_Filter()
Dim PV_Sheet As Worksheet, DS_Sheet As Worksheet
Dim PV_Cache As pivotCache
Dim PV_Table As pivotTable
Dim PV_Range As Range
Dim LtRow As Long, LtColumn As Long
Dim xSheet1 As Variant
On Error Resume Next
With Application
.DisplayAlerts = False
.ScreenUpdating = False
End With
For Each xSheet1 In ActiveWorkbook.Worksheets
If xSheet1.Name = "Output Pivot Table" Then
xSheet1.Delete
End If
Next xSheet1
Worksheets.Add.Name = "Output Pivot Table"
Set PV_Sheet = Worksheets("Output Pivot Table")
Set DS_Sheet = Worksheets("PivotTable_Data")
LtRow = DS_Sheet.Cells(Rows.Count, 1).End(xlUp).Row
LtColumn = DS_Sheet.Cells(1, Columns.Count).End(xlToLeft).Column
Set PV_Range = DS_Sheet.Cells(1, 1).Resize(LtRow, LtColumn)
Set PV_Cache = ActiveWorkbook.PivotCaches.Create(SourceType:=xlDatabase, SourceData:=PV_Range).CreatePivotTable(TableDestination:=PV_Sheet.Cells(2, 2), TableName:="Automatically Created PivotTable")
Set PV_Table = PV_Cache.CreatePivotTable(TableDestination:=PV_Sheet.Cells(1, 1), TableName:="Automatically Created PivotTable")
With ActiveSheet.PivotTables("Automatically Created PivotTable").PivotFields("Region")
.Orientation = xlPageField
End With
With ActiveSheet.PivotTables("Automatically Created PivotTable").PivotFields("State")
.Orientation = xlRowField
End With
With ActiveSheet.PivotTables("Automatically Created PivotTable").PivotFields("Product")
.Orientation = xlColumnField
End With
With ActiveSheet.PivotTables("Automatically Created PivotTable").PivotFields("Sales")
.Orientation = xlDataField
.Function = xlSum
End With
End Sub

code to create pivot table with filter

Code Breakdown:

  • The code begins by declaring variables for worksheets, pivot cache, pivot table, and range.
  • It turns off display alerts and screen updating for improved performance.
  • It checks if a worksheet named “Output Pivot Table” already exists and deletes it if found.
  • It adds a new worksheet named “Output Pivot Table” to store the pivot table.
  • We assigned the PV_Sheet and DS_Sheet variables references to the “Output Pivot Table” worksheet and the “PivotTable_Data” worksheet, respectively.
  • Then, we used the LtRow and LtColumn variables to determine the last row and last column of data in the DS_Sheet.
  • We set the PV_Range variable to the range of data in the DS_Sheet using the Resize method.
  • We created the PV_Cache by specifying the data source range PV_Range.
  • Finally, we created the PV_Table using the PV_Cache and positioned it at cell B2 of the PV_Sheet.
  • The pivot table fields are configured:
    • We set the “Region” field as a page field, the “State” field as a row field, the “Product” field as a column field, and the “Sales” field as a data field with the “Sum” function applied.
  • Afterward, you will see a pivot table with a filter in your workbook.

output pivot table with filter


How to Create Pivot Table from Another Workbook Using Excel VBA

Sometimes, we have a dataset in one workbook and want to include a pivot table with that data in another workbook. There’s a solution to that. Follow our steps to achieve the task. We will create our pivot table in the “Pivot_from_Another_Workbook” worksheet.

  • Firstly, check out the file location of the Excel file from which you want to create the pivot table. You have to use the directory for the code. Our file directory is “C:\ExcelDemy\Another Wokbook for Pivot Data.xlsx

file location of another file for pivot data

  • Our dataset for the operation is like this in the image.

dataset to create pivot table with data from another workbook

  • Firstly, insert a new module in the VBA window.
  • Then, write the following code in the module and Run it.

Code:

Sub CreatePivotTableFromAnotherWorkbook()
    Dim sourceWorkbook As Workbook
    Dim destinationWorkbook As Workbook
    Dim sourceWorksheet As Worksheet
    Dim destinationWorksheet As Worksheet
    Dim pivotCache As pivotCache
    Dim pivotTable As pivotTable
    ' Set the source workbook (where the data is stored)
    Set sourceWorkbook = Workbooks.Open("C:\ExcelDemy\Another Wokbook for Pivot Data.xlsx")
    ' Set the destination workbook (where the pivot table will be created)
    Set destinationWorkbook = ThisWorkbook
    ' Set the source worksheet and data range
    Set sourceWorksheet = sourceWorkbook.Worksheets("Pivot_Data")
    Set dataRange = sourceWorksheet.Range("B4:E16")
    ' Set the destination worksheet
    Set destinationWorksheet = destinationWorkbook.Worksheets("Pivot_from_Another_Workbook")
    destinationWorksheet.Activate
    ' Create a pivot cache based on the data range
    Set pivotCache = destinationWorkbook.PivotCaches.Create(SourceType:=xlDatabase, SourceData:=dataRange)
    ' Create a pivot table using the pivot cache
    Set pivotTable = pivotCache.CreatePivotTable(TableDestination:=destinationWorksheet.Range("B4"), TableName:="MyPivotTable")
    ' Set the row and column fields, as well as the values for the pivot table
    With pivotTable
        .AddDataField .PivotFields("Sales"), "Total Sales", xlSum
        .PivotFields("State").Orientation = xlRowField
        .PivotFields("Employee ID").Orientation = xlColumnField
    End With
    ' Save and close the workbooks
    sourceWorkbook.Close savechanges:=False
    destinationWorkbook.Close savechanges:=True
End Sub

code to create pivot from another workbook

Code Breakdown:

  • The code declares variables for sourceWorkbook, destinationWorkbook, sourceWorksheet, destinationWorksheet, pivotCache, and pivotTable.
  • We set the source workbook by opening the workbook located at “C:\ExcelDemy\Another Wokbook for Pivot Data.xlsx“.
  • Then, we set the destination workbook to the current workbook (the workbook where the code is running).
  • We set the sourceWorksheet to the “Pivot_Data” worksheet in the sourceWorkbook, and the dataRange variable to the range “B4:E16” in the sourceWorksheet.
  • Next, we set the destination worksheet to the “Pivot_from_Another_Workbook” worksheet in the destinationWorkbook.
  • We activated the destination worksheet to ensure the pivot table is created in the correct worksheet.
  • After that, we created the pivotCache based on the data range (dataRange) from the sourceWorkbook.
  • We created the pivot table using the pivotCache. Then, we set the table destination to cell B4 in the destinationWorksheet, and named the table “MyPivotTable“.
  • The row and column fields of the pivot table are configured. We added the “Sales” field as a data field with the “Total Sales” label. We set the “State” field as a row field and the “Employee ID” field as a column field.
  • Then, we closed sourceWorkbook without saving changes and destinationWorkbook with saving changes.
  • Finally, you will see the code has created a pivot table in the current workbook, and it has collected the data from another workbook as we instructed.

output pivot created from another workbook

Read More: How Do I Create a Pivot Table from Multiple Worksheets


What Is Pivot Table in Excel?

A pivot table in Excel is a powerful data summarization and analysis tool that allows you to organize and analyze large datasets. It enables you to quickly summarize and analyze large amounts of data by grouping data into categories and displaying the results in a compact and understandable format.

You can use pivot tables to manipulate and restructure data in a way that is easy to analyze. With pivot tables, you can create customized reports and charts, filter data, and view data from multiple perspectives. You can also sort, filter, and perform calculations on your data without affecting the original data source. Pivot tables are particularly useful for data analysis, business intelligence, and financial reporting.


Frequently Asked Questions

1. What are some advantages of creating a Pivot Table using VBA?

Ans: Creating a Pivot Table using VBA allows you to automate the process of creating Pivot Tables, which can save you time and reduce the risk of errors. It also allows you to customize the Pivot Table according to your specific needs and create Pivot Tables from multiple data sources.

2. Can I modify a Pivot Table using VBA?

Ans: Yes, you can modify a Pivot Table using VBA. You can change the data source, modify the Pivot Table layout, add or remove fields, apply filters, and perform various other operations on the Pivot Table using VBA.

3. What are some best practices for creating Pivot Tables using VBA?

Ans: Some best practices for creating Pivot Tables using VBA include defining a named range for the data source, using descriptive names for Pivot Tables and their fields, and adding error handling code to handle unexpected errors that may occur during the Pivot Table creation process. Additionally, it is a good practice to document your VBA code and include comments to make it easier for others to understand and maintain your code.


Things to Remember

  • Don’t forget to save the file as an xlsm file before running the VBA code.
  • In many parts of the code, we used cell references as well as worksheet names, and you have to adjust according to your one.
  • In the last code, we accessed a closed workbook. You have to change the file directory according to your one.

Download Practice Workbook

You can download the practice workbook from here.


Conclusion

In conclusion, Excel VBA provides a powerful way to create pivot tables efficiently. By automating the process, you can save time and gain valuable insights from your data. Whether you’re a beginner or an experienced user, utilizing VBA for pivot table creation can streamline your analysis tasks. Embrace the benefits of Excel VBA and easily enhance your data analysis capabilities. If you have queries or suggestions, feel free to leave a comment.


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Mehedi Hasan Shimul
Mehedi Hasan Shimul

Md. Mehedi Hasan, with a BSc in Electrical & Electronic Engineering from Bangladesh University of Engineering and Technology, holds a crucial position as an Excel & VBA Content Developer at ExcelDemy. Driven by a deep passion for research and innovation, he actively immerses himself in Excel. In his role, Mehedi not only skillfully addresses complex challenges but also exhibits enthusiasm and expertise in gracefully navigating tough situations, emphasizing his steadfast commitment to consistently deliver exceptional and quality content.... Read Full Bio

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