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Changing the data field number format

From: Excel 2010: Pivot Tables in Depth

Video: Changing the data field number format

When you create a PivotTable, 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 a Subtotal or Grand Total cell, the lack of thousand 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 PivotTable data field, right-click any cell in the field, and then click Number Format.

Changing the data field number format

When you create a PivotTable, 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 a Subtotal or Grand Total cell, the lack of thousand 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 PivotTable data field, right-click any cell in the field, and then click Number Format.

When you do, the Format Cells dialog box appears and you can set the format for yourselves. In this case we have a number. So I'll click the Number category and then I can apply settings for these numbers. In this case all the values I am working with are whole numbers so I can set decimal places to 0 and some of my totals go over a thousand, so I will check the Use 1000 Separator box. In the United States, the 1000 separator is a comma.

But, if you're in Europe, you might find that they use a period instead of a comma. The 1000 separator that appears will depend on your local Windows settings. I don't need to make any other changes so I can click OK. And when I do, you will notice that the numbers in the body of the PivotTable didn't change. 140 is still 140 and so on. But the Grand Total for 2009 is 1,887 and the 1000 separator, in this case the comma, appears, making the number easier to read.

You should always change the PivotTable data field's number format if you have any values, including Subtotals and Grand Totals that could go over 1000. In general, it's a bad idea to use the currency or accounting formats mainly because the currency symbols take up space within the cells and can be distracting when you're trying to read numbers in the body of the PivotTable. If you are summarizing currency values, use a number format that displays two places to the right of the decimal point so you can include cents in addition to dollars.

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This video is part of

Image for Excel 2010: Pivot Tables in Depth
Excel 2010: Pivot Tables in Depth

66 video lessons · 38615 viewers

Curt Frye
Author

 
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  1. 1m 38s
    1. Welcome
      55s
    2. Using the exercise files
      43s
  2. 38m 8s
    1. Introducing PivotTables
      4m 2s
    2. Formatting data for use in a PivotTable
      4m 31s
    3. Creating a PivotTable
      4m 20s
    4. Pivoting a PivotTable
      3m 47s
    5. Configuring a PivotTable
      3m 23s
    6. Connecting to an external data source
      3m 30s
    7. Connecting to an Access database
      2m 11s
    8. Consolidating data from multiple sources
      4m 37s
    9. Updating and refreshing PivotTable data sources
      4m 21s
    10. Managing PivotTables
      3m 26s
  3. 23m 33s
    1. Adding, removing, and positioning subtotals and grand totals
      3m 27s
    2. Changing the PivotTable data field summary operation
      4m 35s
    3. Summarizing more than one data field
      3m 16s
    4. Creating a calculated field
      2m 27s
    5. Grouping PivotTable fields
      3m 17s
    6. Using PivotTable data in a formula
      4m 47s
    7. Drilling down to the underlying data
      1m 44s
  4. 28m 9s
    1. Sorting PivotTable data
      2m 0s
    2. Creating a custom sort order
      2m 48s
    3. Filtering a PivotTable field by selection
      2m 59s
    4. Filtering a PivotTable by rule
      2m 56s
    5. Filtering a PivotTable using a search filter
      3m 10s
    6. Filtering a PivotTable using slicers
      4m 2s
    7. Formatting slicers
      3m 43s
    8. Filtering a PivotTable with report filter fields
      5m 2s
    9. Clearing and reapplying PivotTable filters
      1m 29s
  5. 15m 2s
    1. Applying a PivotTable style
      5m 5s
    2. Creating a PivotTable style
      4m 37s
    3. Changing the PivotTable layout
      3m 20s
    4. Changing the data field number format
      2m 0s
  6. 24m 33s
    1. Highlighting cells by applying a rule
      2m 54s
    2. Highlighting the top or bottom values in a PivotTable
      3m 30s
    3. Formatting PivotTable cells using data bars
      3m 50s
    4. Formatting PivotTable cells using color scales
      3m 40s
    5. Formatting PivotTable cells using icon sets
      2m 45s
    6. Editing conditional formatting rules
      2m 15s
    7. Controlling how multiple rules are applied
      3m 28s
    8. Deleting a conditional formatting rule
      2m 11s
  7. 24m 0s
    1. Creating a PivotChart
      3m 29s
    2. Pivoting a PivotChart
      3m 5s
    3. Filtering a PivotChart
      3m 45s
    4. Formatting a PivotChart
      3m 35s
    5. Changing a PivotChart layout
      3m 14s
    6. Changing a PivotChart chart type
      4m 30s
    7. Adding a trendline to a PivotChart
      2m 22s
  8. 9m 27s
    1. Printing a PivotTable
      4m 2s
    2. Printing each item on its own page
      3m 30s
    3. Printing a PivotChart
      1m 55s
  9. 13m 30s
    1. Recording and reviewing a macro
      4m 10s
    2. Running a macro
      5m 57s
    3. Creating a simple PivotTable presentation kit
      3m 23s
  10. 19m 17s
    1. Introducing PowerPivot
      2m 9s
    2. Downloading and installing PowerPivot
      2m 36s
    3. Importing PowerPivot data
      3m 14s
    4. Managing table columns
      4m 1s
    5. Adding tables to a PowerPivot model
      2m 27s
    6. Creating relationships between tables
      4m 50s
  11. 24m 30s
    1. Introducing the DAX language
      2m 58s
    2. Using DAX operators
      4m 44s
    3. Surveying DAX functions
      2m 40s
    4. Adding calculated columns and measures
      4m 22s
    5. Using aggregate functions
      4m 24s
    6. Using filters in aggregate functions
      5m 22s
  12. 59s
    1. Additional resources
      59s

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