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Conditional Formatting Inside a PivotTable
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Excel 2007 takes the concept of conditional formatting to a new level It s easy to apply color or icon schemes to selected cells of data (row or column) and produce a stunning visualization of the range of numeric values across the cells We ll show some fast default ways to apply these color visuals but we won t go into the sophistication of arithmetic rules that can be used to minutely control the conditional formatting Suffice it to say that it s possible to take Excel conditional formatting to a level of statistical analysis if you explore these tools further!
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Conditional Formatting Data Bars
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Figure 2-45 shows the surprising result of adding data bars to a column of data Longer data bars correspond to larger numbers, and the bars are automatically scaled against each other to show relative low-to-high values across the cells
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Figure 2-45 PivotTable with Data Bars applied to Phone Units column
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You can even create your own color for a Data Bar by choosing the More Rules on the Data Bars menu gallery
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1 Click the top cell containing a number, in the Phone Units column, and then
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while holding the CTRL key down on your keyboard, click each of the other cells in the column skipping over the Total row (thus cells with actual values will be multi-selected) 2 Click the Conditional Formatting icon in the Styles menu group, on the Ribbon menu Home tab 3 Click the Data Bars icon on the pop-up menu 4 Click the Light Blue Data Bar graphic on the pop-up gallery It s interesting to note that when you re choosing the conditional formatting and hover the mouse over various Data Bar graphics, you see a Live Preview of what they look like on the selected cells of the PivotTable Again, Office 2007 is trying to help us work faster and in this case it helped us choose a color scheme that fits the PivotTable style (the blue Data Bars stand out, but they don t clash with other colors)
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Data Bars work best when applied to a single row or column of data, as opposed to large blocks of cells They result in color gradients of cell background color that fill less or more of the cell, depending on relative cell values They can make an important part of the PivotTable stand out and guide discussion of the data This makes sense when you think about using a Business Intelligence presentation as the visual centerpiece for a meeting where everyone needs to understand the data story and you want to make sure they notice the items with Data Bars
Conditional Formatting Color Scales
Figure 2-46 shows the result of adding Color Scales to a column of data Green corresponds to larger numbers, Red to smaller numbers, with Yellow in between and the colors are automatically distributed against the data values to show relative low-to-high values across the cells You can even create your own color combinations for a Color Scale by choosing the More Rules option on the Color Scales menu gallery People really like the resulting color gradients of relative values, which adds immediate value to the data presentation
C h a p t e r 2 : P i v o t Ta b l e s , P i v o t C h a r t s , a n d C o n d i t i o n a l F o r m a t t i n g
Figure 2-46 PivotTable with Color Scales applied to Phone Units column 1 Click the top cell containing a number, in the Phone Units column, and while
holding the CTRL key down on your keyboard, click each of the other cells in the column skipping over the Total row (thus cells with actual values will be multi-selected) 2 Click the Conditional Formatting icon in the Styles menu group, on the Ribbon menu Home tab 3 Click the Color Scales icon on the pop-up menu 4 Click the Green Yellow Red Color Scale graphic in the pop-up gallery As with the Data Bars, when you re choosing the Conditional Formatting and hover the mouse over various Color Scale graphics, you see a Live Preview of what they look like on the selected cells of the PivotTable Office 2007 is trying to help us work smarter and in this case it helped us choose a color scheme that made sense with the data we selected in the PivotTable (the green color, which has positive connotations, is applied to high numbers of Phones)
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