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4.7. Hiding Data Errors on Worksheet
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There are errors in the pivot table data, and you d like to hide them on the worksheet.
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By default, error values are displayed in a pivot table. You can hide the errors by changing the pivot table options: 1. Right-click a cell in the pivot table. 2. Choose Table Options. 3. To turn on the For error values, show option, add a checkmark in the check box. 4. Leave the text box blank, and the errors will be replaced with blank cells.
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Note This setting only affects cells in the data area of the pivot table. If there are error values in the
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source data that appear in the row, column, or page area, they will not be replaced.
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4.8. Hiding Errors When Printing
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There are errors in the pivot table data, and you d like to hide them when printing the worksheet.
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4.10 USING CONDITIONAL FORMATTING IN A PIVOT TABLE
Solution
You can hide the errors in the printed copy by changing the page setup options: 1. Choose File Page Setup. 2. On the Sheet tab in the Print section, select <blank> from the Cell errors as dropdown.
4.9. Showing Zero in Empty Data Cells
Problem
Some cells in the data area are empty, and you d prefer that they contain a zero.
Solution
Change the pivot table options: 1. Right-click a cell in the pivot table, and choose Table Options. 2. Add a checkmark to For empty cells, show, and in the text box, type a zero (see Figure 4-3). 3. Click OK.
Figure 4-3. Set empty data cells to display a zero.
4.10. Using Conditional Formatting in a Pivot Table
Problem
You want to use conditional formatting to highlight the high and low values in your pivot table data. Values below 25 should have a red background, and values above 75 should have a green background.
4.11 CREATING CUSTOM NUMBER FORMATS IN THE SOURCE DATA
Solution
You can apply conditional formatting in a pivot table, just as you would on normal worksheet cells (Format Conditional Formatting). However, if the pivot fields are rearranged, the conditional formatting doesn t move with them but stays on the cells that were originally formatted. If your pivot table is fairly static in size and shape, you may be able to use conditional formatting without too many problems. If your pivot table layout changes frequently, you ll need to remove and reapply the conditional formatting each time. Another option is to use a custom number format to apply font color to a cell that meets specific criteria, and the format will move with the cell if the pivot table is rearranged. For example, to change the font color to red if the cell value is less than 25, follow these steps: 1. Right-click a cell in the field that you want to format, and choose Field Settings. 2. In the PivotTable Field dialog box, click the Number button. 3. In the Category list, select Custom. 4. In the Type box, type the format [Red][<25]General;General 5. Click OK to close the Format Cells dialog box, and click OK to close the PivotTable Field dialog box.
How It Works
Eight different colors are available for custom number formats, and you can specify conditions under which to apply a color. For details and a list of available colors, see the Guidelines for custom number formats topic in Excel s Help.
4.11. Creating Custom Number Formats in the Source Data
Problem
Some numbers in your data have a less than sign for example, <0.1 and they aren t showing up in the pivot table.
4.13 DISPLAYING HUNDREDTHS OF SECONDS IN A PIVOT TABLE
Solution
If the less than and greater than operators are typed in the source data, they change the numbers into text. In the pivot table, text is displayed as zero in the data area. You could use a custom number format in the source data instead of typed operators, and the values would display correctly in the pivot table. 1. In the source data, select the cells that you want to format, and choose Format Cells. 2. On the Number tab, select the Custom category. 3. In the Type box, type [<0.1]"<0.1";General. 4. Click OK.
4.12. Totaling Hours in a Time Field
Problem
In your source data, you record the time spent on projects per employee per day. In the pivot table, you want the total time per project, but the results are shown as time rather than total time. For example, the sum of 10:00 +10:00 + 5:00 is shown as 1:00 instead of 25:00.
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