7 Fixes Unveiled- Solve Pivot Table “Data Source Reference Is Not Valid.” Error!

In MS Excel, Pivot tables allow users to summarize, analyze, and visualize large datasets with ease. These tables rearrange the info based on user-defined criteria, like rows, columns, values, filters, etc. However, at times, the user may encounter a “Data Source Reference is Not Valid” error when trying to create a private table within the spreadsheet. But don’t fret, in this blog, I’ll mention the causes and quick ways to fix pivot table data source reference is not valid error.

What Does Data Source Reference Is Not Valid in Pivot Table?

Generally, this error appears while opening the Excel workbook that contains square brackets ([]) in the name or trying to create Pivot Tables by using data from within the workbook. When it occurs, it means that the location of the file is invalid, unavailable, or non-existent. So, you can’t create a Pivot table to summarize or analyze the datasets.

Why Does Excel Keep Say Data Source Reference Is Not Valid?

There are several culprits investigated that can trigger data source or destination reference is not valid pivot table message. Some of the common causes are listed below:

1. Used square brackets “[” or “]” (invalid characters) in the Excel file name.
2. Excel pivot table source states to a nonexistent range.
3. File downloaded from the web or email and isn’t saved in the local drive of the PC.
4. Excel file corruption.

So, these are the common reasons of this Excel error. Now to resolve it, check out the possible fixes that worked for the users who have encountered a similar situation.

Try Easy Ways: Fix Pivot Table Data Source Reference Is Not Valid Error

Make sure to follow the fixes in the order they are presented.

Let’s discuss all these fixes briefly….!

Fix 1- Remove File Name Brackets

Before creating a Pivot Table, make sure the file won’t contain the forbidden characters. Apart from this, check out the steps to modify the name of the XLSX or XLS file to remove the prohibited characters.

Follow the steps to do so:

• Close the Excel window currently using the file.
• Now utilize File Explorer to locate the Excel file location > and as you go there> right-click on it > select Rename.
• Remove brackets from the file name and try recreating the Pivot table again.

Hope this works for you to fix the reference is not a valid Excel pivot table, but if still the error is not resolved then follow the next solution.

Don’t Miss: Fix “The Pivot Table Field Name is Not Valid” Error

Fix 2- Saving File On The Local Disk

You can also encounter the error if opening the file directly from the website or an email attachment. In this case, the file opened from a temporary file that in the end caused the Excel pivot table alert data source reference is not valid.

Now, to resolve the issue save the Excel file to the local drive. And before creating the Pivot Table, go to File > Save as and save the file on the local drive.

It is estimated, you can now recreate the Pivots table without encountering the error.

Fix 3- Solve Pivot Table Data Source Reference Is Not Valid by Refreshing PivotTable

Refreshing the Excel Pivot Table is another effective resolution that will update the data and resolve the problem. To refresh the PivotTable in MS Excel, you have to:

1. Click somewhere inside the PivotTable.
2. Next, click on the “PivotTable Analyze” menu on a ribbon.
3. After that, in the “Data” group. You have to click on the “Refresh” option.

Fix 4- Make Sure The Range Exists And Is Defined

If you are trying to insert a Pivot Table in a non-existing or not-defined range, this is another reason for this error. Let’s describe it best by creating a scenario, you are trying to create PivotTable, by going to Insert PivotTable > select the toggle related with Select a table or range and set Table/Range to ‘test’.

And, if you have based the values on ‘test’ range and it won’t exist, you will encounter the below error just after clicking OK

However, if dealing with the same scenario then follow the below-given steps to fix the Excel error

Follow the steps to do so:

• From the ribbon bar click the Formulas tab > click on Name Manager.
• Now inside the Name Manager Window click on New > Name the range you will create.
• And use the Refers to the box for setting the cells you desire to use for the range. You can type it yourself or utilize a built-in selector
• Now the range is defined, you can create the Pivot table without getting the error.

Hope after defining a range before trying to create a Pivot table, you can fix the pivot table Excel error.

Fix 5- Ensure The Reference For Named Range Is Valid

Well, if after defining the range you are still getting the data source reference is not valid pivot table error, the chances are you are getting the error message because the named range is referring to some cells whose values are not valid.

• To correct this simply go to Formulas > Name Manager.

• Now, check if the range is referring to the cells that you need to analyze through the pivot table.
• Well, if you identify any conflicts > then use the Refer to box to make the switch to the correct value.

As the modifications are made, try to create a Pivot Table again and check if the error is fixed or not.

Also Read: Ways to Repair MS Excel Pivot Table Corruption

Fix 6- Use Open and Repair Tool

In Excel, many runtime errors and issues are triggered due to corruption in the Excel file. In that case, using the Microsoft built-in Open and Repair feature comes in handy. This tool can repair your corrupted Excel workbook for free and without any technical skills.

To know how to use this tool, Click Here.

Recommended Solution- Utilize Excel Repair & Recovery Tool

Many times, due to severe corruption in the Excel file, the Open and Repair tool fails to resolve the problem. In such situations, consider using the Excel Repair & Recovery Tool. This is an advanced program that allows for repairing corrupted, damaged, or inaccessible Excel files that are showing errors. Not only this, but it also recovers corrupted Excel file data like charts, chart sheets, tables, cell comments, images, formulas, sort & filters, etc. without any modification.

So, you can also download and install this software on your PC to fix any type of corruption issue that has occurred in the pivot table.

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Steps to Utilize Excel Recovery Tool:

Unique FAQs:

What Makes a Data Source Valid?

Appropriately organized, structured, and stored data refers to a valid data source.

Why Is the Reference Isn't Valid in Excel Refresh Pivot Table?

The reference isn't valid in Excel refresh Pivot table because the data reference has been deleted, moved, or renamed.

What Should I Do If the Data Source Location Has Changed?

If the data source location has changed, you need to update the pivot table's data source reference to point to a new location.

How Do I Change the Data Source in A Pivot Table?

To change the data source, navigate to the PivotTable report. On the Analyze tab, under the Data group, you have to click on Change Data Source.

Conclusion

A pivot table saying data source not valid error in Excel can be frustrating, but with an accurate solution and proper attention, it can be solved effectively. However, by following the troubleshooting techniques specified in this webpage, you can fix this warning message and maximize the efficiency of your workflows.

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