Microsoft Excel

How to Use AutoRefresh for PivotTables in Excel

Excel now includes a built-in AutoRefresh option for PivotTables. When enabled, the PivotTable updates automatically any time the underlying data changes — no manual refresh needed.

The Source Data

Start with a table of customer data that includes columns for customer number, last name, first name, city, state, and purchase amounts for 2024 and 2025.

Excel spreadsheet showing customer purchase data with columns for Customer Number, Last Name, First Name, City, State, 2024 Purchases, and 2025 Purchases — The source data: a customer table with purchase amounts by year

Creating the PivotTable

Select the data, go to Insert > PivotTable, and place it on a new worksheet. Drag State into the Rows area and Sum of 2025 Purchases into the Values area. The PivotTable now shows total purchases grouped by state.

PivotTable showing Sum of 2025 Purchases by state with the PivotTable Fields pane open — The PivotTable summarizes 2025 purchases by state — CA leads with 158,904

Testing AutoRefresh

Go back to the source data and change a value — for example, update a purchase amount. Switch to the PivotTable sheet and you'll see the totals update automatically. There's no need to click Refresh or press any shortcut. The PivotTable stays in sync with the data.

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Where to Find the AutoRefresh Toggle

Click inside the PivotTable, then go to the PivotTable Analyze tab on the ribbon. In the Data group, you'll see the Auto Refresh button. It's enabled by default for new PivotTables. If you need to turn it off — for example, when working with very large datasets where constant refreshes slow things down — click the button to toggle it off.

PivotTable Analyze ribbon showing the Auto Refresh button in the Data group — The Auto Refresh button on the PivotTable Analyze tab — toggle it on or off as needed

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