Alternatively, you can unselect the For Empty Cells Show option. On the Layout & Format tab in the Format section, type 0 next to the field labeled For Empty Cells Show (see Figure 3-5). Right-click any cell in the pivot table and choose PivotTable Options. In 99% of the cases, you should fill in the blank cells with zeros.įollow these steps to change this setting for the current pivot table: Although there are limited applications in which you need to differentiate between having no sales and having net zero sales, this seems rare. This value might mean that a customer bought something and then returned it, resulting in net sales of zero. In the default view, an actual zero is used to indicate that there was activity, but the total sales were zero. One of the elements of good spreadsheet design is that you should never leave blank cells in a numeric section of a worksheet.Ī blank tells you that there were no sales for a particular combination of labels. However, provided you include the Grand Total in your selection, these steps will change the number format for all the fields in the Values area. Until a coding change in Excel 2010, the preceding steps would not change the number format in cases where the pivot table became taller. Press Ctrl+1 to display the Format Cells dialog box.Ĭhoose the Number tab across the top of the dialog box. Select from the first numeric cell to the last numeric cell, including the Grand Total row or column if it is present. Select the Sector, Customer, and Revenue fields check boxes, and drag the Region field to the Columns area.įIGURE 3-4 With multiple fields in the Values area, select all number cells as shown here and change the format using the Format Cells dialog box. To create this pivot table, open the Chapter 3 data file. You need to make a few changes to almost every pivot table to make it easier to understand and interpret. Other options-Review some of the obscure options found throughout the Excel interface. Summary calculations-Change from Sum to Count, Min, Max, and more.Īdvanced calculations-Use settings to show data as a running total, percent of total, rank, percent of parent item, and more. Major cosmetic changes-Use pivot table styles to format a pivot table quickly. Layout changes-Compare three possible layouts, show/hide subtotals and totals, and repeat row labels. If you find yourself making the same changes to each pivot table, see Tip 5: Use Pivot Table Defaults To Change Behavior Of All Future Pivot Tables in Chapter 14. ![]() Minor cosmetic changes-Change blanks to zeros, adjust the number format, and rename a field. Rather than cover each set of controls sequentially, this chapter covers the following functional areas in making pivot table customizations: In Excel, you find controls to customize a pivot table in myriad places: the PivotTable Analyze tab, Design tab, Field Settings dialog box, Data Field Settings dialog box, PivotTable Options dialog box, and context menus. ![]() If you find yourself always making the same changes to a pivot table, consider making that change in the pivot table defaults. Many of the changes in this chapter can be customized for all future pivot tables using the new pivot table default settings. These tweaks range from making cosmetic changes to changing the underlying calculation used in the pivot table. ![]() In such cases, you can use many powerful settings to tweak pivot tables. Customize a pivot table’s appearance with styles and themesĪlthough pivot tables provide an extremely fast way to summarize data, sometimes the pivot table defaults are not exactly what you need.
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