How To Set Default Number Format In Excel Pivot Table: Easy Guide

Have you ever found yourself constantly changing the number format in your Excel pivot table? It can be tedious and time-consuming, especially if you have a large dataset. But what if there was a way to set a default number format for your pivot table, so you never have to manually format it again?

In this easy guide, we will show you how to set the default number format in an Excel pivot table. No more wasting time on formatting! Let’s dive in.

When working with pivot tables in Excel, setting the default number format can save you a lot of time and effort. But how exactly can you do it? Follow the simple steps below to find out.

How to Change Number Format in a Pivot Table

If you want to change the number format in a pivot table, you can easily do so by following these simple steps:

1. Right-click on any cell in the value field of the pivot table. This will open a context menu.
2. Select “Value Field Settings” from the context menu.
3. In the “Value Field Settings” dialog box, click on the “Number Format” button.
4. A new dialog box will appear, allowing you to choose the desired formatting options for your numbers.
5. Explore the various available options, such as currency, percentage, date, or custom formats.
6. For custom formats, you can use placeholders for numbers, symbols, and text to create a unique format.
7. Once you have made your desired changes, click “OK” to apply the new number format to the pivot table.

By changing the number format in a pivot table, you can customize how the values are displayed, making them more readable and meaningful. This flexibility allows you to present your data in a format that best suits your needs and enhances your analysis.

Now, let’s take a look at an example table showcasing various number formats in a pivot table:

In the example above, we have applied different number formats to the “Total Sales” and “Profit Margin” columns in the pivot table. The total sales are displayed with a thousands separator and no decimal places, while the profit margin is displayed as a percentage with one decimal place. This formatting helps viewers easily interpret and analyze the data, providing clarity and understanding.

Remember, changing the number format in a pivot table enables you to present your data in a more user-friendly and visually appealing manner, enhancing the overall impact of your analysis.

Changing Number Format in a Pivot Chart

When you create a pivot chart from a pivot table in Excel, the numbers on the chart’s axis will have the same number format as the pivot table. However, if you want to change the number format specifically in the pivot chart, you can easily do so.

To change the number format in a pivot chart, follow these steps:

1. Right-click on a number on the axis of the pivot chart.
2. Select “Format Axis” from the popup menu.
3. In the Format Axis pane, go to the Axis Options tab.
4. Choose the desired number format from the drop-down menu.
5. If the desired number format is not available in the drop-down menu, you can create a custom number format by typing in the desired format code in the Format Code box.
6. Once you have made your changes, close the Format Axis pane to apply the new number format to the pivot chart.

Changing the number format in a pivot chart allows you to customize the display of your data and present it in a format that best suits your needs. Whether you want to display numbers with decimals, currency symbols, or percentage formats, Excel provides you with the flexibility to adjust the number format to meet your requirements.

For a visual representation of the steps involved in changing the number format in a pivot chart, refer to the following image:

By following these simple steps, you can easily change the number format in a pivot chart to create visually appealing and informative charts that effectively communicate your data.

Dealing with Errors and Formatting Issues

If you are working with pivot tables in Excel, you may encounter errors and formatting issues that can affect the accuracy and presentation of your data. In this section, we will explore some common problems and offer solutions to help you overcome these challenges.

Checking the Source Data

One of the first steps in addressing formatting issues is to check the source data for any blanks or errors. It is important to ensure that your data is clean and accurate before creating or refreshing a pivot table. By identifying and correcting any issues in the source data, you can eliminate potential formatting problems in your pivot table.

Using the IFERROR Function

If you encounter errors in your pivot table, such as #DIV/0! or #N/A, you can use the IFERROR function to replace these errors with a different value. For example, if you want to replace all errors with the value 0, you can use the following formula:

=IFERROR([value], 0)

By replacing errors with a specific value, such as 0, you can ensure that the number format is applied correctly in your pivot table.

Conditional Formatting for Hiding 0 Values

Another formatting issue that you may come across in pivot tables is the display of 0 values. If you want to hide these 0 values without affecting the formatting, you can use conditional formatting. By formatting the font color to be white for cells containing 0 values, you can make them appear blank while preserving the formatting of your pivot table.

Example:

Let’s say you have a pivot table with sales data, and you want to hide any cells that have a value of 0. Here’s how you can do it:

1. Select the cells in your pivot table that you want to apply the conditional formatting to.
2. Go to the “Home” tab, click on “Conditional Formatting,” and select “New Rule.”
3. In the “New Formatting Rule” dialog box, choose “Format only cells that contain.”
4. In the first drop-down menu, select “Cell Value,” then choose “equal to” in the second drop-down menu, and enter “0” in the text box.
5. Click on the “Format” button and go to the “Font” tab.
6. Select the white color for the font and click “OK.”
7. Click “OK” again to apply the conditional formatting.

Now, any cells in your pivot table that have a value of 0 will appear blank, while the rest of your formatting remains intact.

By following these steps and addressing errors and formatting issues in your pivot table, you can ensure that your data is accurately presented and visually appealing.

Using Macros to Change Number Format in all Pivot Charts

If you frequently work with multiple pivot charts in your Excel workbook and need to change the number format in all of them, macros can be a powerful solution. Macros are a handy way to automate repetitive tasks, and they can save you significant time and effort. By utilizing the provided code, you can create a macro that will change the number format for all pivot charts in your active workbook, ensuring consistency in the formatting across all your charts.

To make use of this macro, simply copy the code into a regular code module in Excel. Next, run the macro, and watch as it efficiently updates the number format in all your pivot charts. It is crucial to remember to backup your file before executing the macro to avoid any unintended changes to your data. With this method, you can streamline your formatting process and focus on analyzing and interpreting your pivot chart data.

Whether you need to update currency formats, decimal places, or other number formatting options, macros provide a reliable solution. By automating the formatting task, you can achieve consistent and professional-looking pivot charts throughout your workbooks. Embrace the power of macros and take control of your number format in Excel pivot charts today.

Vaishvi Desai

Vaishvi Desai is the founder of Excelsamurai and a passionate Excel enthusiast with years of experience in data analysis and spreadsheet management. With a mission to help others harness the power of Excel, Vaishvi shares her expertise through concise, easy-to-follow tutorials on shortcuts, formulas, Pivot Tables, and VBA.