While working with Excel, we are able to create pivot tables and obtain specific data such as subtotals and grand totals by using the **GETPIVOTDATA **function. This step by step tutorial will assist all levels of Excel users in getting pivot table subtotals grouped by date.

*Figure 1. Final result: Get pivot table data subtotals grouped by date*

Final formula: **=GETPIVOTDATA("Orders",B2,"Quarter",J2)**

**Syntax of the GETPIVOTDATA function**

GETPIVOTDATA is used to retrieve specific data stored in a PivotTable report

`=`

**GETPIVOTDATA**(**data_field**, **pivot_table**, [**field1**, **item1**, **field2**, **item2**], ...)

**data_field**– The name of the data field, enclosed in quotation marks, which contains the data that we want to retrieve**pivot_table**– reference to a cell or range of cells in a PivotTable report; determines the PivotTable report that contains the data that we want to retrieve**field1, item1, field2, item2**–*optional*; pairs of field names and item names that determine the data that we want to retrieve.- pairs can be in any order
- field names and items other than dates and numbers must be enclosed in quotation marks

- GETPIVOTDATA returns #REF! if pivot_table is not a range in the PivotTable report or if the arguments do not describe a visible field

**Setting up Our Data**

Our source table contains three columns: Item (column B), Quarter (column C) and Orders (column D). We will use this data to create a pivot table grouped by quarter.

* Figure 2. Sample data to get pivot table data subtotals grouped by date*

Below pivot table shows the subtotals and grand totals for orders per item and per quarter. In cell J2, we enter the quarter whose subtotals we want to retrieve.

* Figure 3. Pivot table created from the source data*

**Get pivot table subtotal for 4th quarter**

We want to obtain the subtotal for orders in the 4th quarter. We can easily retrieve data from a pivot table by using the GETPIVOTDATA function. Let us follow these steps:

**Step 1**. Select cell J3

**Step 2**. Enter the formula: `=`

**GETPIVOTDATA**("**Orders**",**B2**,"**Quarter**",**J2**)

**Step 3**: Press ENTER

Our data field is “**Orders**”. The pivot_table reference is **B2**, which refers to the pivot table “**Sum of Orders**”. The field/item pair refers to the field “Quarter”, and J2 contains the value 4, which means that we want to get the 4th quarter data.

The final result in cell **J3 **is **11,500**, which is the subtotal for orders in the 4th quarter.

* Figure 4. Output: Get pivot table subtotal for 4th quarter*

**Get subtotal for specific item**

With the GETPIVOTDATA, we can retrieve more specific data by adding the appropriate field/item pairs in our formula. For example, we want to obtain the subtotal for item A002 in the fourth quarter.

The formula in cell J3 becomes:

**=GETPIVOTDATA("Orders",B2,"Quarter",J2,"Item","A002")**

By adding the field/item pair “Item” and “A002” to our formula, we are able to obtain the specific data for A002 in the 4th quarter. As a result, the value in cell J3 is **2,500**.

* Figure 5. Output: More specific subtotal for A002 in the 4th quarter*

**Get pivot table grand total**

In order to get the grand total, we simply omit the field/item pair in our formula.

The formula in cell J3 becomes:

**=GETPIVOTDATA("Orders",B2)**

The resulting grand total in cell J3 is **43,000**.

* Figure 6. Entering the GETPIVOTDATA formula to get grand total*

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