Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Changing the data field number format

From: Excel 2008 for Mac: Pivot Tables for Data Analysis

Video: Changing the data field number format

When you create a Pivot table, Excel displays the values in the data fields without any formatting. When you look at numbers in the hundreds and below, the lack of commas and other formatting doesn't really matter. But when you add those values in the subtotal or grand total cell, the lack of 1000s separators makes the values harder for humans to process. You can make your data easier to read by changing the data field's Number format. To change the Number format of a Pivot Table data field, click any cell in the field and then on the Pivot Table toolbar, click the Field Settings button. In the Pivot Table Field dialog box, verify that you have the proper field selected and then click Number.

Changing the data field number format

When you create a Pivot table, Excel displays the values in the data fields without any formatting. When you look at numbers in the hundreds and below, the lack of commas and other formatting doesn't really matter. But when you add those values in the subtotal or grand total cell, the lack of 1000s separators makes the values harder for humans to process. You can make your data easier to read by changing the data field's Number format. To change the Number format of a Pivot Table data field, click any cell in the field and then on the Pivot Table toolbar, click the Field Settings button. In the Pivot Table Field dialog box, verify that you have the proper field selected and then click Number.

Now you can use the controls on the number page of the Format Cells dialog box to change the Number's format. In this case, I'll go with Number, which is a good generic format for any sort of numeric data. My values don't have any numbers to the right of the decimal point, so I will set the number of Decimal places to zero, and because my grand totals and subtotals can go up above a thousand, I will have a 1000 Separator. Negative numbers can just have a minus sign and to stay black. That's fine.

I can click OK. Click OK again, and Excel applies my formatting. You can see here that my subtotal for 2008 for the East region is now formatted with a comma. Makes it much easier to process. You should always change the Pivot Table data fields Number format if you have any values including subtotals and grand totals that go over one thousand. In general, it's a bad idea to use the currency or accounting formats mainly because the currency symbols takes up space within the cells, and can be distracting when you're trying to read the numbers in the body of the Pivot table. If you're summarizing currency values, use a Number format that displays two places to the right of the decimal point.

Show transcript

This video is part of

Image for Excel 2008 for Mac: Pivot Tables for Data Analysis
Excel 2008 for Mac: Pivot Tables for Data Analysis

26 video lessons · 5343 viewers

Curt Frye
Author

 

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now "Already a member? Log in

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Excel 2008 for Mac: Pivot Tables for Data Analysis.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Are you sure you want to delete this note?

No

Your file was successfully uploaded.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.