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CHAPTER 10 ENHANCING PIVOT TABLE FORMATTING
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1. Select cells B4 to B12, which contain the location totals you want to color.
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Caution Do not include the Grand Total cell, or it will be colored as the highest value.
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2. On the Ribbon, click the Home tab. 3. In the Styles group, click Conditional Formatting (see Figure 10-3).
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Figure 10-3. Conditional Formatting command on the Ribbon 4. In the list of conditional formatting options, click Color Scales, and in the second row of Color Scale options, point to the first option, Yellow Red Color Scale (see Figure 10-4).
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Figure 10-4. Yellow Red Color Scale option for conditional formatting While pointing to this option, you can see a preview of the formatting on the pivot table. Cell B4, which contains the lowest value, is red, and cell B8, which contains the highest value, is yellow. Red is often associated with danger, so you d prefer that the highest number be red and the lowest be yellow. 5. In the second row of Color Scale options, point to the second option, Red Yellow Color Scale. In the formatting preview on the pivot table, the highest number is now red, and the lowest is yellow. 6. Click the Red Yellow Color Scale option to apply the conditional formatting to the selected cells in the pivot table. The list of plant locations is now formatted the way you wanted, highlighting the highest and lowest numbers and shading the values in between, in graduated colors from yellow to red. When employees at the locations see the report, they ll quickly recognize which plants have the best and worst results. You can send this report to the safety director and get ready to create the next report.
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CHAPTER 10 ENHANCING PIVOT TABLE FORMATTING
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Removing Conditional Formatting
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After applying conditional formatting, you can remove it if it s no longer required. Before starting on your next report, you ll remove the conditional formatting from the pivot table. 1. Select the cells B4 to B12, which contain the cells with conditional formatting. 2. On the Ribbon, click the Home tab, and in the Styles group, click Conditional Formatting. 3. Click Clear Rules, and click Clear Rules from Selected Cells (see Figure 10-5).
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Figure 10-5. Clear Rules from Selected Cells command The conditional formatting is removed from the selected cells, and you re ready to start the next report.
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Applying a Three-Color Scale
Your next report will summarize the safety incidents in each department per shift in 2007 and will again use color to highlight the locations with the highest and lowest number of incidents. In this report there will be more values, so you ll use a different color scale option. To create the report, you ll change the fields that are in the Row Labels and Column Labels areas. 1. In the pivot table, remove the Plant field from the Row Labels area, add the Department field to the Row Labels area, and add the Shift field to the Column Labels area. The pivot table shows the number of incidents per department per shift in 2007, and the grand total remains at 201 (see Figure 10-6).
Figure 10-6. Safety incidents per department per shift
CHAPTER 10 ENHANCING PIVOT TABLE FORMATTING
Again to highlight the locations with the highest number of incidents, you ll add color scale conditional formatting. Because this layout has more value cells, you ll use a three-color scale. The cells with the lowest, median, and highest values will be a solid color, and cells with values in between will have a graduated color. 1. Select cells B5 to D13, which contain the values you want to color.
Caution Do not include the Grand Total row or column, or these values may be colored as the highest
values.
2. On the Ribbon, click the Home tab, and in the Styles group, click Conditional Formatting. 3. In the list of conditional formatting options, click Color Scales, and in the first row of Color Scale options, point to the second option, Red Yellow Green Color Scale. In the formatting preview on the pivot table, the highest number is now red, the median cells are yellow, and the lowest value is green. 4. Click the Red Yellow Green Color Scale option to apply the conditional formatting to the selected cells in the pivot table.
Make all the value columns the same width so they appear to be of equal importance in the report. Tip
In the report on departments by shift, the afternoon shift in the Painting department is solid red, indicating this is the highest number of incidents. The afternoon shift for Fabrication stands out as the lowest number, since it s solid green. Managers and employees in each department can easily see how their performance compares to other departments. You can send this report to the safety director for distribution and start on the next report.
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