Formatting and Printing PivotTables
When you first create a PivotTable, it picks up the generic look of a default worksheet, with plain 10-point Arial formatting for details and headings alike. To make your PivotTable more compelling, use Excel's formatting features to add emphasis to text and backgrounds or shading to cells, rows, and columns. You can also adjust the number format of data items.
→ For an overview of Excel's many formatting options, see Chapter 22, "Advanced Worksheet Formatting".
You can format numbers and text in the data area of a PivotTable by selecting cells individually and choosing formatting options as you would in a normal worksheet. However, if you redefine your PivotTable later, you will lose this formatting. That can be exasperating if you're constantly losing, say, the number of decimal points you want to see in each data item. To apply number formatting that lasts, right-click any cell in the data items area and choose Field Settings from the shortcut menu. Click the Number button and choose a format from the dialog box.
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When you create a PivotTable or PivotChart on a new worksheet, Excel assigns a generic name to the new sheet. To make your worksheets easier to understand, right-click the tab, choose Rename, and give the sheet a new name that helps identify it. (You can also double-click the existing tab name to make it available for editing.) Right-click the PivotTable itself and choose Table Options to give the PivotTable itself a name, which you can use in dialog boxes and in the PivotTable Wizard.
Sometimes you need to adjust other formatting options as well. For example, you might want to change the alignment of a column of numbers, change to a new font, or add a background shade behind the column. Here, too, you have two options: If you right-click the cells in question and choose Format Cells, you'll have access to all common cell formatting options—Number, Alignment, Font, and so on. But as soon as you rearrange your PivotTable, those custom formats vanish.
To lock cell formatting in place regardless of what you do with your PivotTable, right-click the PivotTable button for the field you want to format and choose Format Cells from the shortcut menu. Adjust desired formatting options and click OK.
To make PivotTables look their best, take advantage of Excel's AutoFormat capability. After you've created a PivotTable, click the Format Report button on the PivotTable toolbar. You see a dialog box containing more than 20 ready-made formats. Select any format and click OK to apply the changes to your PivotTable.
If you don't like the AutoFormat you've applied to a PivotTable, it's easy to undo the changes. First, right-click any cell in the PivotTable, choose Table Options from the shortcut menu, and clear the check mark from the AutoFormat Table check box. Next, click the Format Report button to open the AutoFormat dialog box again. Scroll to the bottom of the list. Select the None option and click OK.