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Formatting PivotTable cells using icon sets

From: Excel 2010: Pivot Tables in Depth

Video: Formatting PivotTable cells using icon sets

One of the most popular trends in corporate management is to use icons to indicate how a company's performance compares to its goals. If you set up your workbook as a dashboard that summarizes performance you can indicators such as the familiar red and yellow and green stoplight images to indicate acceptable, unacceptable, and excellent results. In Excel, such a group of indicators is called an icon set. To apply an Icon Set conditional format to a PivotTable, click any cell in the PivotTable data field.

Formatting PivotTable cells using icon sets

One of the most popular trends in corporate management is to use icons to indicate how a company's performance compares to its goals. If you set up your workbook as a dashboard that summarizes performance you can indicators such as the familiar red and yellow and green stoplight images to indicate acceptable, unacceptable, and excellent results. In Excel, such a group of indicators is called an icon set. To apply an Icon Set conditional format to a PivotTable, click any cell in the PivotTable data field.

Then on the Home tab, click the Conditional Formatting buttons, point to Icon Sets, and then at the bottom click More Rules. When you do, the New Formatting Rule dialog box appears. The first thing you can do is select which cells to apply the rules to and in this case, you only want the cells in the body of the PivotTable. Not the grand total or subtotal cells. So you should select the third option, which is All cells showing "Sum of Revenue" values for "Month" and "Company".

Next, you can select the icon style that you want. So if you click the down arrow, you can select and I usually prefer to use the black rimmed traffic lights. And now you can establish your rules. Now, it's very important that you select the type of rule you want to create first. In this case this PivotTable contains numerical data as opposed to percentages so we'll create a Number type of rule. So I'll click the Type down arrow in the first row and click Number.

When you select a new type, Excel presets the rules so you can define its values. so in the Value field I want to show a green light for anything a hundred or higher. So I'll edit that values it reads 100, and then I can select the type for the rule that will define what shows a yellow light. So I'll click the second type of cell and click Number, and for that value I'll click 50. So that rule says that it will display a yellow light for any value less than 10 and greater than or equal to 50. And the final rule says it will show a red light or anything else.

So with those changes in place I can click OK and Excel applies the conditional format to the body of the PivotTable. Icon sets can provide useful information about large datasets. But they really come into their own when you use them to summarize a relatively small amount of data. If you or your executive team monitor company performance using dashboards, you should strongly consider using icon sets to enhance your ability to understand the dashboard summary at a glance and also to determine where to reward strong performance and investigate underperformance.

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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 · 38919 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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