Format a PivotTable list and its elements

1. Select the element that you want to format.

   How?

   Select the entire PivotTable list

   • If the title bar is displayed, click the title bar. Otherwise, press CTRL+A.

   Note   You can't display the title bar if the PivotTable list is not bound to a data source.

   Select one or more data cells

   • To select a single cell, click it. To select a group of cells, click and drag the mouse pointer until all the cells you want are selected.

   Select a row, column, or filter field

   • Click the field label.

   Note   Selecting a row or column field also selects all of the items of data in the field.

   Select a detail field

   • Click the field label. If detail data is displayed for several items so that the field label is displayed more than once, clicking one instance of the field label selects all instances.

   Select a total field

   • Click any field label for the total field.

   Select one or more items

   • To select a single item, click the item label.

   • To add more items to the selection, press and hold the CTRL key when clicking the item labels.

   • To select a range of items, click the label of the first item, press SHIFT, and then click the label of the last item.

   Note   Selecting an item selects all of the data for that item.

   Select a subtotal or grand total

   • Click the subtotal or grand total.

   Note   Selecting a subtotal or grand total also selects all of the data for the subtotal or grand total.

   Select the title bar or a drop area

   1. Click the title bar.

   2. On the PivotTable list toolbar, click Commands and Options , and then click the Captions tab.

   3. In the Select caption list, select the item you want.

   Select a custom property of a row or column field

   1. Click the row or column field, or one of its items.

   2. On the PivotTable list toolbar, click Commands and Options , and then click the Item Properties tab.

   3. In the Item properties list, select the property you want.

      Note   If the selected field does not have any custom properties, the Item properties list will be empty.

      You can set the caption, number format, and display location settings for the selected property. The formats you select affect only the selected property.

   4. To set the font and style settings of a property, select Property caption or Property value from the Format list.

   Note   Font and text style settings that you apply to a custom property affect all custom properties in the PivotTable list, but only when they are displayed in the report. The formatting is ignored when the custom property is displayed in the ScreenTip.

2. Click Commands and Options on the PivotTable list toolbar.
3. Do one of the following:
   • To format a drop area, click the Captions tab.
   • To format an item property of a row or column field, click the Item Properties tab.
   • To format all other elements of a PivotTable list, click the Format tab.
4. Do one or more of the following:

   Specify font and style settings

   • To make the text bold, click Bold .

   • To make the text italic, click Italic .

   • To underline the text, click Underline .

   • To change the text color, click the arrow next to Font Color , and then click the color you want.

   • To change the font, click a different font in the font list.

   • To change the font size, select a size from the list next to the font list.

   Notes

   • The fonts and font sizes available in the lists are determined by the fonts you have installed on your computer.

   • You cannot set the font and text style for an entire PivotTable list in one operation.

   Align text

   • Click the alignment you want: Align Left , Align Center , or Align Right .

   Note   You cannot set the text alignment for an entire PivotTable list in one operation. You cannot change the horizontal alignment of row, column, or filter field labels.

   Set background color

   • Click the arrow next to Fill Color , and then click the color you want.

   Note   You cannot set the background color for an entire PivotTable list in one operation. You cannot change the background color of the drop areas.

   Change the number format of a field, total, or item property of a row or column field

   • In the Number list, click the format you want.

   Note   The number format of a field does not affect the number format of other row, column, filter, or total fields. The number format of an item property does not affect other item properties.

Note   You can't format the contents of a ScreenTip. Therefore, the formats you apply to an item property apply to the property only when it is displayed in the report.