Forum Discussion
Way to automatically expand all pivot tables in a notebook?
Hi byte99
Not my best work but something like this. You could either put this code in your personal macro workbook (and assign a short cut key, or assign it to Quick Access Toolbar button) for repeated use. Or (simpler to start with) press Alt F11 on your Pivot Table file and paste this code into the Workbook windowSub ExpandAll() Dim pt As PivotTable Dim pf As PivotField Dim pi As PivotItem Dim iFieldCount As Long Dim iPosition As Long Dim sh As Worksheet Dim wkbkTarget As Workbook Application.ScreenUpdating = False Set wkbkTarget = ActiveWorkbook For Each sh In wkbkTarget.Worksheets 'If there is any pivot table on the sheet If sh.PivotTables.Count > 0 Then sh.Activate 'Expand the lowest position field in the Rows area 'that is currently expanded (showing details) For Each pt In sh.PivotTables 'Create reference to 1st pivot table on sheet 'Can be changed to reference a specific sheet or pivot table. ' Set pt = ActiveSheet.PivotTables(1) 'Count fields in Rows area minus 1 (last field can't be expanded) iFieldCount = pt.RowFields.Count - 1 'Loop by position of field For iPosition = 1 To iFieldCount 'Loop fields in Rows area For Each pf In pt.RowFields 'If position matches first loop variable then If pf.Position = iPosition Then 'Loop each pivot item For Each pi In pf.PivotItems 'If pivot item is collapsed then If pi.ShowDetail = False Then 'Expand entire field pf.ShowDetail = True 'Exit the loop GoTo NextPT End If Next pi End If Next pf 'If the Exit Sub line is not hit then the 'loop will continue to the next field position Next iPosition NextPT: Next pt End If Next sh Set wkbkTarget = Nothing Application.ScreenUpdating = True End Sub
If I expand the pivot tables so that I can see the underlying data, and then save the workbook, all the underlying data is saved within the workbook. But if I leave the pivot table as-is (collapsed), save the workbook, and then try to expand the pivot table, I get this error message:
If I use the Refresh Data command, I get this message:
But if I then click OK, it tells me it can't link to the source file.
This is a known issue where I work. Our IT dept. is aware of it. I suspect the problem is that, when the files are generated, they are generated with links to the underlying data, rather than the underlying data itself. When you open the pivot table, it imports that data. But if you save before doing this, the link is broken, and it is no longer possible to import the data. Thus our SOP is to first manually expand all the pivot tables, and then save.
It might be related to this:
https://www.pivot-table.com/2015/01/28/saving-source-data-with-pivot-table-file/
But, understably, I don't want to go into each of the 50 tabs and change a setting for each pivot table. And even if there were one setting I could change for the entire workbook, to ensure all data is saved, I would still need to expand all the pivot tables manually anyways, for presentation purposes.
Hi byte99
Ah ok, sounds like it will be a macro... there's another one here which you could combine with a for each Pivot routine...
https://www.excelcampus.com/vba/expand-collapse-entire-pivot-table-fields-buttons/
For Each sh In ThisWorkbook.Worksheets
'If there is any pivot table on the sheet
If sh.PivotTables.Count > 0 Then
'Loop through all the pivots on the sheet
For Each pvt In sh.PivotTables
Call ExpandPivotFields
Next pvt
End If
Sounds like the "ThisWorkbook" element will need to be changed so you can save the routine in a separate workbook to run each time.
As I've never written an Excel Macro before, I'm not quite following how to extend that code to loop through all the sheets in a Workbook.
I tried the Macro you linked, and it does work. To execute it, I just need to open the Workbook containing that Macro (which I downloaded from your supplied link). Then if I open one of my Workbooks, and go to Developer->Macros, I can select the Macro I need (since the Workbook with the Macro is open, it can access its Macros), and Run. But, as you know, this works for the open sheet only.I see your Macro has the following statement:
Call ExpandPivotFields
But how will this call the specific Macro I need, since the link contains a package consisting of several different Macros?:
Should I substitute the actual name of the Macro I want, which is "Expand_Entire_RowField" for "ExpandPivotFields"?
Alternately, the structure of the Macro I need is:**************
Option Explicit
Sub ExpandEntireRowField ()
[Several lines of code]
End Sub
***********************
So could I insert the above code into your code to create the needed loop? If so, how would I do that?
[I also posted that question on the link itself, asking them how to extend their code to loop through all the sheets in a Workbook.]
Hi byte99
Not my best work but something like this. You could either put this code in your personal macro workbook (and assign a short cut key, or assign it to Quick Access Toolbar button) for repeated use. Or (simpler to start with) press Alt F11 on your Pivot Table file and paste this code into the Workbook windowSub ExpandAll() Dim pt As PivotTable Dim pf As PivotField Dim pi As PivotItem Dim iFieldCount As Long Dim iPosition As Long Dim sh As Worksheet Dim wkbkTarget As Workbook Application.ScreenUpdating = False Set wkbkTarget = ActiveWorkbook For Each sh In wkbkTarget.Worksheets 'If there is any pivot table on the sheet If sh.PivotTables.Count > 0 Then sh.Activate 'Expand the lowest position field in the Rows area 'that is currently expanded (showing details) For Each pt In sh.PivotTables 'Create reference to 1st pivot table on sheet 'Can be changed to reference a specific sheet or pivot table. ' Set pt = ActiveSheet.PivotTables(1) 'Count fields in Rows area minus 1 (last field can't be expanded) iFieldCount = pt.RowFields.Count - 1 'Loop by position of field For iPosition = 1 To iFieldCount 'Loop fields in Rows area For Each pf In pt.RowFields 'If position matches first loop variable then If pf.Position = iPosition Then 'Loop each pivot item For Each pi In pf.PivotItems 'If pivot item is collapsed then If pi.ShowDetail = False Then 'Expand entire field pf.ShowDetail = True 'Exit the loop GoTo NextPT End If Next pi End If Next pf 'If the Exit Sub line is not hit then the 'loop will continue to the next field position Next iPosition NextPT: Next pt End If Next sh Set wkbkTarget = Nothing Application.ScreenUpdating = True End Sub
Thanks Wyn--works beautifully!
- Hi
Unfortunately if you're not familiar with Macros I wouldn't recommend this example being your introduction. It's pretty complicated especially given you want to call a different workbook compared to the one the Macro is located in.
Note: The code refers to "ThisWorkbook" which is not what you want to use
To reply to your question
- Should I substitute the actual name of the Macro I want, which is "Expand_Entire_RowField" for "ExpandPivotFields"
The answer is Yes
Unfortunately I don't have the time available to write a complete solution for you
As I've never written an Excel Macro before, I'm not quite following how to extend that code to loop through all the sheets in a Workbook.
I tried the Macro you linked, and it does work. To execute it, I just need to open the Workbook containing that Macro (which I downloaded from your supplied link). Then if I open one of my Workbooks, and go to Developer->Macros, I can select the Macro I need (since the Workbook with the Macro is open, it can access its Macros), and Run. But, as you know, this works for the open sheet only.The structure of the Macro is as follows:
**************
Option Explicit
Sub Some_Name_1( )
[Several lines of code]
End Sub
Sub Some_Name_2( )
[Several lines of code]
End Sub
***********************
So exactly where do I insert the above code into your code to create the needed loop?
[I also posted that question on the link itself, asking them how to extend their code to loop through all the sheets in a Workbook.]