Applying conditional formatting to pivot tables is a powerful way to highlight key data, but achieving the recommended “Good” and “Bad” colours can be tricky. While Excel offers a wizard for these colors, applying them properly in pivot tables requires a few extra steps to ensure the formatting is applied consistently across the entire table, rather than just individual cells.
Table of contents
YouTube: Conditional format Pivot Tables with wizard colors
Setting Up Conditional Formatting in a Pivot Table.
To start, click on one cell in the pivot table and apply a basic conditional formatting rule. For this example, we’ll use the “Greater Than” rule, setting the threshold at zero.
When you choose this option and click OK, the formatting will only be applied to that specific cell, as shown in the image below. This isn’t what we want, but it’s the first step in setting up the rule correctly.
Managing and Editing the Conditional Formatting Rule.
Once the initial rule is in place, navigate to Manage Rules to fine-tune the conditional formatting. Most of the setup is already done, but to ensure the rule applies to the entire pivot table, select Edit Rule. This brings up additional options that are specific to pivot tables. By adjusting the settings here, you can extend the formatting to the whole table without regenerating the format. The images below shows the options you need to select.
Applying Conditional Formatting to the Entire Pivot Table.
After editing the rule, click OK and then Apply. Now, you’ll see that the recommended “Good” and “Bad” colours are applied across the entire pivot table, ensuring the formatting follows the structure of the table. The image below illustrates how the conditional formatting appears once applied correctly, with the desired color scheme seamlessly integrated.
Tips and Troubleshooting.
- Ensure Correct Range: When editing the rule, make sure the conditional formatting applies to the entire pivot table range. You may need to adjust the “Applies To” section in the Manage Rules window.
- Consistent Formatting: If the formatting doesn’t apply correctly across all cells, revisit the Edit Rule section to ensure the proper options for pivot tables are selected.
- Avoid Manual Formatting: Relying on Excel’s conditional formatting Pivot Table options ensures that your formatting will adjust dynamically as the pivot table data changes. Manual formatting can lead to inconsistencies if the data is updated.