Microsoft KB Archive/95519

= Microsoft Knowledge Base =

Excel Err Msg: &quot;No Data Records Retrieved,&quot; with Crosstab
Last reviewed: September 12, 1996

Article ID: Q95519

The information in this article applies to:


 * Microsoft Excel for Windows, versions 4.0 and 4.0a
 * Microsoft Excel for the Macintosh, version 4.0

SUMMARY
In Microsoft Excel, the Crosstab ReportWizard uses the defined Criteria range on the worksheet containing the Database to calculate the final Crosstab Report. This feature of the Crosstab ReportWizard may cause the error &quot;No Data Records Retrieved&quot; to be displayed after you attempt to create the Crosstab Report. You may also receive strange or inconsistent results.

This message also occurs if you specify Row or Column Options such that there are no Database records that are greater than or equal to the &quot;Starting at:&quot; value and less than or equal to the &quot;Ending at:&quot; value.

MORE INFORMATION
The Crosstab ReportWizard is a tool that allows you to use a cross-tabulation table to summarize your database information in a report.

If the criteria extracts records from the database that are not relevant to the Crosstab parameters, Microsoft Excel displays the following message:

No Data Records Retrieved Incorrect or inconsistent results may occur when you run the Crosstab ReportWizard if you have the criteria range set to an invalid range on the worksheet. The Crosstab ReportWizard bases its final results on any values specified in a defined criteria range. Normally, the error message &quot;No Data Records Retrieved&quot; will be displayed when the criteria range is incorrect, but under certain circumstances, Microsoft Excel doesn't display a message to warn you.

For example, you may get row or column category values that are not part of the selected fields for the Crosstab. This may be caused by having the criteria range incorrectly set to a column in the database or to another part of the worksheet.

Workaround
To allow the Crosstab ReportWizard to use all of the information in the database, do one of the following:

 Delete the criteria range. To delete the range, choose Define Name from the Formula menu, then highlight the name Criteria and choose the Delete button. -or- Delete the criteria specified in the criteria range. -or- Correct the invalid range that the Criteria references.