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Highlighting the top or bottom values in a PivotTable

From: Excel 2010: Pivot Tables in Depth

Video: Highlighting the top or bottom values in a PivotTable

Companies of all kinds are interested in their best salespeople, their best customers, and their best-selling products. Excel enables you to create what are called Top 10 conditional formats to identify the top or bottom values in a PivotTable. You can create two types of Top 10 conditional formats in Excel, formats that identify a certain number of top or bottom values or a format that identifies the top or bottom values based on the percentage. For example, if you wanted to identify the top 10% of your customers by sales regardless of the total number of customers, you could create a percentage based format.

Highlighting the top or bottom values in a PivotTable

Companies of all kinds are interested in their best salespeople, their best customers, and their best-selling products. Excel enables you to create what are called Top 10 conditional formats to identify the top or bottom values in a PivotTable. You can create two types of Top 10 conditional formats in Excel, formats that identify a certain number of top or bottom values or a format that identifies the top or bottom values based on the percentage. For example, if you wanted to identify the top 10% of your customers by sales regardless of the total number of customers, you could create a percentage based format.

In this case, I have monthly revenue data from two companies, FirmA and FirmB, and what I'd like to do is identify the top seven values within the PivotTable. In other words, I don't want to look at totals or grand totals or subtotals; instead, I want to look at individual months. To create that Top 10 conditional format I'll click any cell in the data area and then on the Home tab click Conditional Formatting, point to Top/Bottom Rules, and then select the type of format that I want to create, and in this case I will make it Top 10 Items.

I want to format cells that rank in the top seven so I will edit the value in the number box to the left so that it read 7, and then I want to create a custom format rather than using any of the existing formats, so I'll click the Format box's down arrow and click Custom Format. And this is the Format Cells dialog box that we are all familiar with. In this case, I will change the format of any cell that contains one of the top 7 values to a light orange, and with that change in place I'll click OK and click OK again to accept the format and to apply the change.

Now, in this case, because I had a single cell selected, Excel only applied the conditional format to that cell. However, if I click the Format Options button I can select which other cells to apply the format to. Now I could select All cell showing "Sum of Revenue" values, but that would include Grand Totals, Subtotals, and so on. So instead, what I want to do is to click the Formatting Options button again, and click the final option, which is All cells showing "Sum of Revenue" values for "Month" and "Company".

that excludes all of the Subtotal and Grand Total cells. I'd also like to give you an example of how to create a Bottom Percentage Format. So let's say that I want to find the bottom 33% of the values in this PivotTable. To do that click any data cell in the PivotTable. One is already selected. Then click Conditional Formatting, point to Top/Bottom Rules and then click Bottom 10%. In this case, I want to identify the bottom 33%, so I will delete the 10 in the percentage box and type 33, and in this case I'll leave the format exactly the same, Light Red Fill with Dark Red Text.

Click OK and there's the format. Now I want to apply it to all of the cells excluding subtotals and grand totals, so I'll click the Formatting Options button and then click the last option. Conditional formats that identify the top or bottom values in the PivotTable field make it easier for you to visualize the most and least effective performers in your organization. Remember that you can identify a specific number of top or bottom values or create a rule that identifies the top or bottom percentage of the group, such as the Top 15%.

This flexibility enables you to create exactly the rule you need.

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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 · 38844 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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