Table Styles and Formatting

Ian Littlejohn
A free video tutorial from Ian Littlejohn
Excel Power Tools, Power BI and Google Data Studio Trainer
4.6 instructor rating • 17 courses • 111,142 students

Lecture description

In this lesson you will learn to format and style your table

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Complete Introduction to Microsoft Power BI [2020 Edition]

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English In the previous lesson, we created a table. Well actually, you created two tables within our Power BI canvas area. So what we're going to look at it in this lesson is the ability to do some formatting. So it comes up with a default style. As you can see, it's got banded rows and it's not too bad to look at, but you may want to make some changes to the formatting. Now, if we go across over here to our visualisations area, you will see down here that we've got different options. So the first option over here shows us a list of our fields that are actually now in the report. We also have some options for drill through which we're going to be looking at in a later lesson. The next option over here is actually our formatting option . Now over the years the Power BI formatting options have increased quite considerably. So what I'm going to be doing in this lesson is basically just showing you some of the key sorts of formatting options. I'm really going to leave it for you to play around with a lot of the different options you're going to see. There's a lot that you can play with here. Just out of interest this third icon over here is your analytics. Now with your table, you don't get any additional analytics features, but when it comes to our graphs and visualizations, we will be looking at these analytics. There's some really nice features that we get with that. But we are going to go back to the table formatting over here. The first one is really our general option. So this is really about how big or small we want this visualization to be. Where do we want it to be placed? Now a lot of times, you might find it just easier to drag and drop, you know, move it around or you can just use the resizing handles. But if you want precision in exactly how big the width and the height is, it's a good idea to come into this and you can change that. Then we have a styling option up here, and what Microsoft have provided for us are some default styles that you can apply. So, for example, we have a minimal option. (I'm just going to make this a little bit bigger.) And you can see that a lot of the formatting's been removed. This is quite nice and I kind of like the black and white. Very easy to read! And you can get bold headers and as you see, flashy rows. So there are different options that have been pre-built into this and actually I'm just going to go for the minimal for now. And you could revert to the default if you wanted to get rid of what's been done. Now, when it comes to the grid, the grid really controls the overview of the table over here. So if you want the vertical grid to be on, you see now we get vertical lines on. You can also increase the thickness of this. So if you want to make it a bit more prominent, you can also have the horizontal grid and you can turn that on if you want it to be a more of a grid style. I'm going to turn both of these back to a one thickness. You can also have now what is your outside line, so if you wanted to be a blue, we could choose from the different colors. A bit later on, we'll be looking at themes and we'll see that you can also change your default theme colors that you're using here. And one of the big things about your grid, though, is the fact that it controls your text size. So in this case, if we want to make this a little bit bigger and make it a 12 font, we can then change the text and you see that the text changes for everything. OK, as we go down, you'll see that you get things like column headers and you can change your font colors for this. If you wanted say, for example, a white background, white font color and then a darker background, then you can implement that. Do you want to auto-size your column widths so that it fits into the size of the text that's in there? And again, you can see that you can change your text size over here, so if you want your column headers to have a different text size. You can also change your alignment. So if you want them in the center, for example, or you want word wrap... Over here we have our values so you can change how your values are being shown. As I said, I'm going to go through this a little bit quicker because I'm going to leave you to experiment with this. You can decide whether you want your totals on and if so, what text size do you want? And over here, you can actually choose each of your fields and you can decide how you want that field to be shown. And again, you get these different options, how you want it to be applied, but the one I wanted to touch on was actually conditional formatting, so conditional formatting can be really useful. We might want to highlight specific figures, highlight different options. So in this case over here, if we were to pick, say, our sales values, you can see that you can change them. Do you want your background color to be formatted, your font color, your data bars or your icons? So we're just going to look at a couple of instances here. Let's say we want to set our background color and you'll see that a default color is applied over here, but we can change this in our advanced controls. OK, so when I click on the Advanced Controls, it's going to bring up now another dialog menu that will allow me to change the way that this looks. So currently I've got a minimum and a maximum value. So let's say, for example, I actually want to try and give this a greenish color. Now, we could use a custom color in this and we could pick a green. Not really the green I wanted - probably a darker green would have been nice! But as you can see, there's not a great range of colors over here. But again, when we get to the fact of creating our own default set of colors or themes, we'll see that you can put your own values in there for for that and for lowest color over here. Let's say we want to use a red color. I'm going to go green to red and we're using a color scale for this. So I click ok on this and now you'll see that the color scale has been applied to your values. Okay, so I'm gonna turn that off. But that's just to show you that you can provide your conditional formatting. Another option is your data bars. So you could turn this on. You see, now that a data bar is actually being applied within your table for your formatting. And that's also quite a nice option to have if you want to share how big or small a value is. Okay, so I'm going to leave you to play with the font color and your icons, and we're just going to turn a data bars off for now. But you'll find that under your conditional formatting there. Also you can change your title. So if you wanted to add a title to your table, you could turn this on, put a title in there. So just put it there. And in our title let's say we want to say this is "Sales by Manufacturer". And you'll see at the top now that I have that title, probably not going to add any value to it and I'm going to turn that off, but titles are very easy to be able to put in. You can change your alignment, your text size, things like that. If you want a background color on, you could decide to have a background color. We're going to just turn ours off for now. Your lock aspect ratio, if you just want to lock that so that when you're changing your size, it keeps the aspect ratio. Borders are quite nice! You can turn your border on. And let's say, for instance, we wanted to have a dark grey color and let's have a radius of 10 on our border. What you'll see is that just gives it a bit of a curve on our border going around, so that just gives us a nice little look. So, as I said, if you go to your formatting options over here, you will see there's quite a lot of different options that you can play with in terms of that. So once you've got a formating over here and you've got a different table, what you can do is you could use the format painter. And this really works just the way that it does with the other Microsoft Office products. So I could choose this one over here and choose this table, choose my format painter, and then go across to this table. And now you see that it's not taking my formatting across and applied it to the second table. The other way that I often use the formats, is if you take a current table (and I'm just going to select that) you can use control c and use control v and you can then copy and paste this. The other way is you do have your copy and paste functions over here. So it's very easy to copy an existing visualization and all you do now is simply change the values in the copied one. So instead of using product category, let's say we wanted to use our channel in there, drop in channel, remove our product category. Very easy to do, just click on the X over there. And instead of profit, let's say we want to add our sales value... Drop that in there. And now we have the new formatted table. Now, just remember as well, we spoke about cross filtering, and if I've got a new table now, you'll see that I can use that to cross filter to the other tables. The cost filtering will work with new visualizations as you add them. OK, we're going to conclude this lesson on style and formatting and we'll move on to the next lesson. Thank you.