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Excel 2010: Pivot Tables in Depth
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Formatting PivotTable cells using color scales


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Excel 2010: Pivot Tables in Depth

with Curt Frye

Video: Formatting PivotTable cells using color scales

One of the more recent developments in data presentation is the concept of the heatmap which uses a cell's value to determine which fill color to assign to the cell. Unlike rule-based formats that either apply a color or not, the Color Scale conditional format applies a color from a two or three color gradient. Gradients can be hard to visualize if you've never worked with one before, so I'll start with an example and then show you how to create it. I applied a yellow to red format to this PivotTable's data field. The lower the value the more yellow the cell's interior color; the higher the value the more red.
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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's layout
      3m 14s
    6. Changing a PivotChart's 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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Excel 2010: Pivot Tables in Depth
3h 42m Intermediate Apr 19, 2011

Viewers: in countries Watching now:

In Excel 2010: Pivot Tables in Depth, author Curt Frye provides comprehensive, hands-on tutorials on Excel PivotTables, including more advanced techniques such as using macros and the new PowerPivot add-in. The course shows how to connect and consolidate data sources to power PivotTables, sort and filter records, display data in a PivotChart, print tables and charts, and also introduces the DAX language for performing advanced summaries in PowerPivot. Exercise files are included with the course.

Topics include:
  • Formatting data for use in a PivotTable
  • Connecting to an external data source
  • Refreshing a data source
  • Adding, removing, and positioning subtotals and grand totals
  • Creating a calculated field
  • Grouping PivotTable fields
  • Clearing and reapplying PivotTable filters
  • Applying field styles
  • Formatting cells
  • Creating a PivotChart
  • Printing PivotTables and PivotCharts
  • Creating relationships between tables in a PowerPivot model
  • Using the DAX language for advanced summaries in PowerPivot
Subjects:
Business Spreadsheets
Software:
Excel Office
Author:
Curt Frye

Formatting PivotTable cells using color scales

One of the more recent developments in data presentation is the concept of the heatmap which uses a cell's value to determine which fill color to assign to the cell. Unlike rule-based formats that either apply a color or not, the Color Scale conditional format applies a color from a two or three color gradient. Gradients can be hard to visualize if you've never worked with one before, so I'll start with an example and then show you how to create it. I applied a yellow to red format to this PivotTable's data field. The lower the value the more yellow the cell's interior color; the higher the value the more red.

The middle values, which in this example are all around 50%, are filled with a mix of yellow and red making orange. So you can see the 100% are very dark, the 49% is toward the middle, and lower values such as 8% or 7% have a lot of yellow in them. Now I am going to clear the format for the PivotTable and to do that I'll just click Conditional Formatting > Clear Rules. I'll just Clear Rules from This PivotTable to get rid of it. To create a color scale using a built- in format, you can click any cell in the PivotTable and then on the Home tab click Conditional Formatting, point to Color Scales, and then select the color scale that you want.

You can choose from two color scales and three color scales. And yes, the yellow red scale I showed you has orange at the middle, but three color scales have a middle color that also affects the format. Let's say that you wanted to apply the Green-Yellow-Red format and that is where the highest values have green, the middle values have yellow, and the red values are the lowest. If I click that within the palette that appears, Excel applies that format but only to the active cell. If I want to apply it to other cells within the PivotTable I can click the Formatting Options button and then click the last option which applies the format to All cell showing "Sum of Usage" for "Workstation" and "Day", which means that it would exclude any subtotal or grand total cells that were included in the PivotTable.

When you apply that format you see that the highest values are green, the middle values are yellow, and the low values are red. The values between the middle and the high are yellowish green and the values between the middle and low are yellowish red or orange. Now once again I am going to clear this particular format. I'll go to Conditional Formatting > Clear Rules > Clear Rules from This PivotTable. And now I am going to create my own custom color scale, and to do that I'll go back to the Conditional Formatting > Color Scales menu and then click More Rules.

We can now use the controls in the New Formatting Rule dialog box to create our custom color scale. The first thing I am going to do is select the All cell showing "Sum of Usage" values for "Workstation" and "Day", which again applies the format to all cells within the PivotTable, but not subtotal or grand total cells, and then I'll use the controls at the bottom end in the Edit the Rule Description to create my custom two color format. For the lowest values I'm going to choose yellow so we have Minimum and Type indicating that this is the Lowest Value. Click Color and I'll just select yellow, and then for the Highest Values I will select blue.

With those selections in place I can click OK and Excel applies the format. You go through exactly the same procedure when you create a three color scale, but there you obviously have to pick the middle color as well. Color scales provide terrific visual feedback for resource utilization maps. If you run a grocery store and want to track which shelf positions get the most traffic or if you run an Internet cafe and track workstation usage, a Color Scale conditional sormat will indicate which resources are the most and least popular.

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