Power BI - Conditional formatting Tutorial

In this video, you will learn about conditional formatting and how to take it to the next level.
The video covers how to apply conditional formatting to specific cells, tables, pivot tables, and worksheets.
It demonstrates how to use the quick analysis option in the ribbon for quick formatting, as well as how to have more control over the formatting by creating new rules.
You can format cells based on their values, such as using icon sets, and even format cells that are blank or contain errors.
This will help you make sense of your data and easily identify trends or important information.

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Available in Microsoft365

Objectifs :

This tutorial aims to teach users how to apply conditional formatting to visuals in a report, specifically focusing on changing colors based on data values to enhance data interpretation.

Chapitres :

Introduction to Conditional Formatting
In this tutorial, we will explore how to apply conditional formatting to visuals in a report. Conditional formatting allows us to visually represent data in a way that highlights important trends and values, making it easier to interpret.
Applying Conditional Formatting to Sales Revenue Visual
We start by selecting the 'Month to Month Percentage Change in Sales Revenue' visual on the left side. This visual displays a list of months along with colored bars representing sales revenue changes. Our goal is to format these bars to show red for negative values and green for positive values.
Steps to Format Data Colors
To apply the desired formatting, follow these steps: 1. **Access the Visualizations Pane**: Click on the format button in the visualizations pane. 2. **Navigate to Data Colors**: Go to the 'Data Color' section. 3. **Disable Show All**: Uncheck the 'Show All' option to avoid manually changing colors for each month. 4. **Set Default Color**: Click on the FX button to open a pop-up window for formatting by categories. 5. **Choose Rules**: Select 'Rules' as the formatting option. 6. **Select Measure**: Choose the measure 'Sales Revenue Month to Month Percentage'. 7. **Define Rules**: - For positive values, set the rule: if the value is greater than or equal to 0, choose green. - For negative values, set the rule: if the value is less than 0, choose red. 8. **Apply Colors**: Use the 'More Colors' option to select custom colors if needed. 9. **Finalize**: Click OK to apply the changes.
Applying Conditional Formatting to Tables
Next, we will apply conditional formatting to a table visual that lists countries and their delivered quantities. Here’s how: 1. **Select the Table Visual**: Click on the visual displaying countries and quantities. 2. **Access the Format Button**: Go back to the format button. 3. **Conditional Formatting Section**: Under the conditional formatting section, apply the rule to the total quantity value instead of individual countries. 4. **Activate Data Bars**: Enable the data bars feature. 5. **Set Colors for Bars**: Adjust the colors for positive and negative bars. You can choose a light green for positive values and leave the negative bar as is or select a different color. 6. **Apply Changes**: Press OK to finalize the formatting.
Conclusion
In this tutorial, we learned how to apply conditional formatting to different visuals, enhancing the clarity and interpretability of data. By using color coding based on data values, we can quickly identify trends and make informed decisions based on the visualized information.

FAQ :

What is conditional formatting?

Conditional formatting is a feature that allows users to change the appearance of visual elements in a report based on specific conditions or rules, such as changing colors for positive and negative values.

How do I apply conditional formatting to a visual?

To apply conditional formatting, select the visual, go to the format button in the visualizations pane, navigate to the data color section, and set rules based on the values you want to format.

Can I customize colors in conditional formatting?

Yes, you can customize colors in conditional formatting by selecting 'more colors' in the color selection pane to choose your preferred color.

What are data bars in tables?

Data bars are visual indicators within table cells that represent the magnitude of values, allowing for quick visual comparisons of data.

What types of rules can I set for conditional formatting?

You can set various rules, such as specifying that values greater than or equal to a certain number should be displayed in one color, while values less than that number are displayed in another color.

Quelques cas d'usages :

Sales Performance Reporting

In a sales report, conditional formatting can be used to highlight months with negative sales growth in red and positive growth in green, allowing stakeholders to quickly identify trends.

Inventory Management

Using conditional formatting in inventory reports can help visualize stock levels, where low stock items are highlighted in red, prompting timely restocking actions.

Financial Analysis

In financial dashboards, conditional formatting can be applied to highlight profit margins, where margins below a certain threshold are marked in red, indicating areas needing attention.

Performance Dashboards

Conditional formatting can enhance performance dashboards by visually representing key performance indicators (KPIs), making it easier for managers to assess team performance at a glance.

Project Management

In project management tools, conditional formatting can be used to indicate project statuses, where overdue tasks are highlighted in red, helping teams prioritize their work effectively.

Glossaire :

Conditional Formatting

A feature in data visualization tools that allows users to change the appearance of a visual based on certain conditions or rules, such as changing colors based on value thresholds.

Visualizations Pane

A section in data visualization software where users can select and customize different visual elements for their reports, such as charts and graphs.

Data Color Section

A part of the formatting options in visualization tools where users can set colors for data points based on specific criteria.

FX Button

A button in data visualization software that allows users to apply advanced formatting options, such as rules-based color changes.

Rules

Conditions set by the user to determine how data should be formatted, such as specifying that values above a certain threshold should be displayed in a specific color.

Measure

A quantitative value that can be analyzed, such as sales revenue or quantities delivered, often used in data visualizations.

Data Bars

Visual indicators in tables that represent the magnitude of values, often displayed as colored bars within the cells.

00:00:00

we're going to see how to apply

00:00:03

conditional formatting to our visuals

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in a report. Starting on the left side,

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I'm going to select the Month to month

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percentage change in sales revenue, visual.

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I can see the list of months and I

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can see the colored bars and what

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I'd like to do for this visual is

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to represent the colored bars

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In red for negative values and green

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for positive values. To do that,

00:00:27

I'm going to go to the "visualizations" pane

00:00:31

and go to the format button right here.

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Once I click on it,

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I go to the data color section.

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I have the option of course to enable "show

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all" and what we'll do is you'll show me

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every individual tile for every month,

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and I can manually change the

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color for each of those months,

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but it's not really practical when

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you have more than two three fields,

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so I'm going to disable this

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an instead under default color.

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I'm going to click on the FX button.

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It's going to bring out this pop-up window

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and I can format by different categories.

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And for this one I will choose rules.

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An I can base it on a particular

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field just by clicking here you can

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view all your imported databases.

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What I want to make sure is to

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pick the measure sales revenue

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month to month percentage.

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There we go and then on the rules

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I'm going to say if the value

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is greater than or equal to.

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0 or is less than 100

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and of course I want this in number.

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Instead, I'm going to pick the color now.

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So we said we want this in green,

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so if you don't find the color here,

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we just go to "more colors" and from the

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pane like that I can select my own color.

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Then I'm going to click on new rule

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to add a second line where the second

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rule is going to be anything that is

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greater than or equal to negative 100.

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I'm going to change this to number.

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Is less than zero and then

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pick the color red.

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So I'll go to more colors and here we go.

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I pick my own color.

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And there all I have to do

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now is press OK to apply it.

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And there you go. So that's one way.

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Now we're going to see how to apply

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conditional formatting using rules on tables,

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so we have a list of countries and

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delivered quantities in each country,

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so I'm selecting this visual 1st.

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I'm going to go back to the format

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button and this time under the

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section conditional formatting.

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I'm going to apply the rule not to countries,

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but the total quantity value and

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a little further down data bars.

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I'm going to activate this feature.

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And then right underneath now

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you can see advanced controls

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for the positive bar, I'm going to

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show this color and the negative bar.

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I can leave it this light or I can probably

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choose this light green that already

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prepared and I'm going to press OK.

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And there you have it.

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Now you have an idea on how to apply

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conditional formatting on different visuals.

Mandarine AI: WHAT YOU SHOULD KNOW

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