Answer

 The pivot table shows wrong values because the source data contains inconsistencies, the pivot cache is outdated, the summarization option is incorrect, the data type is incorrect, or hidden filters are modifying the results.

Common Causes of Wrong Pivot Table Values

1. Incorrect Summarization Method

Pivot tables summarize values using functions such as Sum, Count, Average, and more.
A pivot table displays inaccurate totals when the summarization function changes automatically due to text entries or mixed data types.

How to fix it

1. Select any value inside the pivot.

2. Go to PivotTable Analyze > Field Settings (Windows) or Analyze > Field Settings (Mac).

3. Choose the correct summarization (Sum, Average, Max, Min).

4. Confirm the selection.

Windows and Mac use the same steps, but the Analyze tab may appear as PivotTable Analyze on newer versions of Windows.

2. Mixed Data Types in the Source Column

Excel treats numbers stored as text differently from actual numbers.
A pivot table calculates incorrect totals when a column contains both text-based numbers and numeric values.

How to fix it

1. Select the affected column in the source data.

2. Check for indicators such as green triangles or left-aligned numbers.

3. Convert text to numbers:

   • Windows: Data > Text to Columns > Finish.

   • Mac: Data > Text to Columns > Finish.

4. Refresh the pivot table.

3. Pivot Cache Not Refreshed

A pivot table uses a cache.
The values remain incorrect when the data changes but the pivot table stays unrefreshed.

How to refresh

1. Click inside the pivot table.

2. Select PivotTable Analyze > Refresh (Windows) or Data > Refresh All (Mac).

4. Wrong Data Range Selected

A pivot table calculates values incorrectly when the source range excludes new rows or columns.

How to check the range

1. Click anywhere inside the pivot table.

2. Select PivotTable Analyze > Change Data Source (Windows) or Analyze > Change Data Source (Mac).

3. Confirm that the range covers all data.

4. Update the table with the corrected range.

5. Hidden Filters Inside the Pivot

Filters adjust pivot results without showing obvious signs.
A pivot table displays unexpected totals when filters hide segments of data.

How to remove filters

1. Look at the Row Labels, Column Labels, or Filters area.

2. Remove any filter drop-down selections.

3. Verify the totals again.

6. Blank Cells or Errors in the Source Data

Blanks and error values affect calculations.
A pivot table outputs misleading results when error codes like #DIV/0! or #VALUE! appear in the source.

How to fix it

1. Replace blanks with zeros or valid numbers.

2. Use Find & Replace to clean data.

3. Refresh the pivot table.

7. Duplicate Records in Source Data

Extra entries change totals.
A pivot table inflates or deflates values when duplicate rows exist.

How to identify duplicates

1. Select the source data.

2. Go to Home > Conditional Formatting > Highlight Cell Rules > Duplicate Values.

3. Remove unintentional duplicates.

8. Grouping Errors

Grouping changes the numeric and date behavior.
A pivot table displays unexpected results when dates or numbers are grouped in ways that distort totals.

How to fix grouping

1. Right-click the grouped field.

2. Select Ungroup.

3. Refresh the pivot values.

How to Ensure Pivot Accuracy Every Time

Data Quality Checklist

1. Verify numeric fields contain only numbers.

2. Confirm the pivot source range captures the full dataset.

3. Remove leftover filters.

4. Refresh the pivot after every data update.

5. Check field settings for the intended summarization.

6. Validate that grouping is correct.

7. Scan for duplicates and errors.

Final Diagnostic Workflow

1. Refresh the pivot table.

2. Check field summarization.

3. Verify data types.

4. Inspect filters.

5. Validate the data range.

6. Scan source data for blanks, errors, or duplicates.

7. Review grouping settings.

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