How to Copy a Pivot Table in Excel

Trying to copy a Pivot Table in Excel rarely works as you'd expect. A simple Ctrl+C and Ctrl+V can lead to formatting issues, linked tables you didn't want, or a broken report. This guide will show you several reliable methods for copying a Pivot Table, whether you need an exact duplicate, a static version for a presentation, or an independent table you can modify freely.

Why Simple Copy-Paste Fails with Pivot Tables

Before we jump into the "how," it's helpful to understand the "why." A Pivot Table isn't just a grid of cells with data, it's a dynamic, interactive reporting engine connected to a source dataset. When you copy it, you're not just copying cells, you're trying to copy this entire reporting structure.

There are two key concepts at play:

• The Source Data: This is the raw table of data your Pivot Table summarizes. All your calculations originate here.
• The Pivot Cache: When you create a Pivot Table, Excel makes an invisible copy of your source data and stores it in memory. This "cache" is what makes Pivot Tables so fast. Slicing, dicing, and filtering the report happens using this cache, not by re-querying your raw data every time.

When you copy and paste a Pivot Table in the same workbook, the new table usually connects to the same Pivot Cache. This is efficient, but it means if you group a date field in one table, the same grouping is automatically applied to the other. They are functionally linked. This is often the source of user frustration, but once you understand it, you can work around it.

Method 1: Copy an Entire Worksheet (The Easiest Way for an Exact Duplicate)

If your goal is to create a perfect, interactive clone of your Pivot Table to use as a starting point for a different view, the simplest method is to duplicate the entire worksheet.

This works flawlessly because it copies the sheet, the Pivot Table, its formatting, and its connection to the data source and cache all at once. You can then modify the new Pivot Table without affecting the original.

Step-by-Step Instructions:

1. Find the worksheet tab at the bottom of the Excel window that contains the Pivot Table you want to copy.
2. Right-click on the sheet tab. This will open a context menu.
3. Select "Move or Copy..." from the menu.
4. In the "Move or Copy" dialog box, check the box at the bottom that says "Create a copy."
5. Under "Before sheet:", select which sheet you want the new, copied sheet to be placed in front of. Alternatively, you can select "(move to end)" to place it at the far right.
6. Click "OK."

Excel will instantly create a new worksheet, usually named "Sheet Name (2)," containing a fully functional duplicate of your original Pivot Table. You can now rename the sheet and freely adjust the fields, filters, and layout of this new table without changing the original.

Method 2: Copy a Pivot Table as Static Values (For Reports and Presentations)

Often, you don't need an interactive copy. You just want the final, summarized numbers from your Pivot Table to put into a PowerPoint presentation, a Word document, or an email. In this case, you want to copy the values, effectively "flattening" the Pivot Table into a regular range of cells.

Using Paste Special is the perfect tool for this job. It lets you paste just the values, the formatting, or a combination of both, stripping away the underlying Pivot Table functionality.

Step-by-Step Instructions:

1. Click anywhere inside your Pivot Table.
2. On the Excel ribbon, go to the "Pivot Table Analyze" tab (or "Analyze" for short).
3. In the "Actions" group, click the "Select" dropdown and choose "Entire Pivot Table." This ensures you grab headers and totals properly. You can also manually select the range, but this method is more reliable.
4. Press Ctrl+C (or right-click and select "Copy").
5. Click on the cell where you want to paste the data (this can be in the same worksheet, a different sheet, or even another application).
6. Right-click the destination cell, and under "Paste Options," hover over the different icons to see a preview. For this task, you'll want one of the "Paste Special" options.
8. Select your preferred option.

What you're left with is a clean, static table of your summarized results. You can now format, add rows, or delete columns without worrying about breaking a Pivot Table connection.

Method 3: Create a Truly Independent Pivot Table (Without a Shared Cache)

This is the scenario that trips up most users. You want a second Pivot Table in your workbook, perhaps on the same sheet, based on the same data, but you want to be able to group or calculate items in it independently from the first one.

As we discussed, a simple copy-paste creates two tables sharing one Pivot Cache. To get around this, the most straightforward and modern method is to not copy at all, but rather to quickly create a new Pivot Table from the original source data.

Resist the urge to copy and paste the existing table. Building a new one is faster than you think and guarantees they are independent.

Step-by-Step Instructions:

1. Go to your original source data (the table or range that your first Pivot Table is based on).
2. Click any cell within that data range.
3. From the Excel ribbon, go to the "Insert" tab and click "Pivot Table."
4. The "Create Pivot Table" dialog box will appear. Excel automatically correctly guesses your data range.
5. Choose where you want the new Pivot Table to be placed. Select "Existing Worksheet" and then click the cell where you want your new table to start. Be sure to leave enough space so it doesn't overlap with your first one.
6. Click "OK."

You now have a blank Pivot Table that uses its own, separate Pivot Cache. You can drag and drop fields to replicate your original table's structure or create an entirely new view. Any groupings, calculated fields, or custom names you create in this table will not affect the original, and vice versa.

Troubleshooting & Tips for Copied Pivot Tables

Even with the right methods, you might run into a few common quirks. Here's how to handle them.

What About Slicers and Timelines?

Slicers and Timelines are fantastic interactive filters. If you use the first method (copying the whole worksheet), your slicers will be copied and will control the new Pivot Table on that sheet. However, if you create a new table, any existing slicers will not be connected to it automatically.

To connect an existing slicer to your newly copied or created Pivot Table:

1. Right-click on the Slicer.
2. Select "Report Connections..."
3. In the dialog box, you'll see a list of available Pivot Tables in your workbook. Check the box next to your new Pivot Table's name.
4. Click "OK."

Now, that one slicer can control both Pivot Tables at the same time.

Refreshing Your Data

When you refresh a Pivot Table, you're telling Excel to update its Pivot Cache from the source data. If you have multiple Pivot Tables based on the same cache, refreshing one will refresh all of them simultaneously. This is typically what you want - it ensures that all your reports are consistent and up-to-date with a single click of the "Refresh" button.

Copying Just the Formatting

What if you love the design of your Pivot Table (the colors, fonts, and layout) and want to apply it to another table without copying the data? You can use Paste Special for this, too.

1. Select your well-formatted source Pivot Table (using "Pivot Table Analyze" > "Select" > "Entire Pivot Table").
2. Copy it (Ctrl+C).
3. Click on the destination Pivot Table.
4. Right-click and choose "Paste Special." From the options, select "Format (R)."

This will apply the look of the first table to the second without changing its structure or values.

Final Thoughts

Mastering how to properly duplicate Pivot Tables in Excel boils down to knowing what you need: use "Move or Copy Sheet" for a quick, interactive clone, rely on "Paste Special > Values" for static data in reports, and create a fresh Pivot Table from the source data when you need a truly independent copy. Each method is simple once you understand the "why" behind it.

Of course, the need for steps like copying, pasting, and manually managing different report views is often a sign of friction in the reporting process. At Graphed, we built a tool to eliminate this manual work entirely. Instead of wrestling with Pivot Caches and Paste Special menus, we let you connect your data sources (like Google Analytics, Shopify, or Salesforce) just once. From there, you can ask for dashboards and reports in plain English, getting real-time, interactive visuals in seconds. It allows you and your team to focus on the insights, not the copying and pasting. Check out Graphed to see how easy it can be.