Do you know that you can apply conditional formatting rules to visuals in Power BI? In this post, let’s learn how to conditionally format visuals in Power BI. Something like this:
To conditional format charts in Power BI, follow below instructions.
- Select the visual you want to apply formatting rules.
- Go to Format pane and click on “Data colors”.
- When you hover on the label “Default color”, you notice three dots. Click on them to activate “Conditional format” screen.
- Here you can define a rule for coloring the chart. There are 3 types of conditional formats (as of writing this post in last week of July, 2019). They are,
- Color scales
- Rules
- Field value
Color scales:
As the name suggests, this will create a continuous color scale from minimum to maximum value. You can opt for diverging scale to include a midpoint color too. I am not a big fan of this for normal charts (although I do use it on tables / matrix visuals).
Rules:
This gives you flexibility to define a rule based logic for coloring. You can write rules to color chart elements based on number or item rules. See this example to understand how to set up a rule to highlight all cities where “Quantity per Transaction” is less than 8.2 in different color.
This is how our final chart would look:
Field Value:
You can also write a measure (or have a table field) that returns HEX code (or RGB code) for the color you want to use for each chart element. If you have such a measure, you can use Field value based rules to set them. For example, you can create a measure like [Column Color] and link it.
[Column Color] = IF([Quantity per Transaction]>8.2, "#999999", "#c82222")
When you link this [Column Color] measure to the chart on Field value rule, your columns will be either of those colors (#999999 or #c82222) based on the [Quantity per Transaction] for each item in the chart.
How to make rules based on dynamic values?
As of now, the conditional formatting in Power BI only accepts rules based on fixed (hardcoded) values. But we can create an intermediate measure to overcome this limitation. For example, we can create a measure like this:
[Rule outcome for highlighting] = IF([Quantity per Transaction] > [QpT Target], 1, 0)
We can then use [Rule outcome for highlighting] in the rules and color based on the fixed values of 0 or 1.
How to conditionally format visuals in Power BI – Video tutorial
If you are still confused or need some guidance, please watch this 10 minute video. It explains all 3 types of conditional formatting with examples. Watch the video below or on our YouTube Channel.
Download Sample Workbook – Conditional formatting in Power BI
Please download the sample file for this tutorial here. You can see a demo of all three types of rules. Feel free to examine the data model, measures or create something on your own to learn how it all works.
Learn more about conditional formatting in Power BI:
Microsoft has been enhancing conditional formatting feature in Power BI over time. Just recently (in July 2019 release) they have launched support for icon rules (similar to Excel conditional formatting icons) for tables & matrix visuals. Learn more about conditional formatting in Power BI by reading Power BI docs.
More Power BI examples & tutorials:
- Getting Started: What is Power BI?
- Tip: Creating beautiful reports in Power BI – 5 tips
- Full example: Employee Turnover dashboard in Power BI
- Recommendation: Best books for learning Power BI
Do you use conditional formatting in Power BI?
I have been using CF more often in my Power BI training / work as it is a powerful way to highlight important information without cluttering your reports.
What about you? Have you toyed with conditional formatting in Power BI? Got any interesting tips to share? Please post them in the comments.
24 Responses
I’d suggest simply using the subtotal function and filtering the data using the Win/Loss column. You get the same results and the formula is more comprehensible.
@John
That is one option.
There are times however when you want to see the whole data table or a filtered subset and still want to produce summary reports against an unfiltered field.
Is there a particular reason why you are using a comma and the unary (–) operator for the second array in the SUMPRODUCT formula? It seems to work the same if you were to string the arrays together using the asterisk (*). The advantage is that SUMPRODUCT treats the entire string of arrays as a single array.
@Mathew
Your correct, There is no difference.
I thought it may have been easier to explain this method.
Is there a way to do this on a large set of data? As in ~100,000 rows? When I try I get an error because the formula becomes too long. It says the max length of a formula is 8,192 characters. Excel 2010.
How do I incorporate a specific text within a cell for the second array. For instance, – -(C7:C13=”Apple”)
when I chose a specific text the formula does not work.
@RB
I am not sure what is the issue as if I use the sample data in the post the following work fine
Count:
=SUMPRODUCT(SUBTOTAL(3,OFFSET(C7:C13,ROW(C7:C13)-MIN(ROW(C7:C13)),,1)), –(C7:C13=”L”))
Sum:
=SUMPRODUCT(SUBTOTAL(3,OFFSET(C7:C13,ROW(C7:C13)-MIN(ROW(C7:C13)),,1)),(C7:C13=”L”)*(D7:D13))
You may want to check that there are no leading or trailing spaces in your list of Apples
I should have given a better explanation. Heres my situation. I have a column with cells filled with names like Column 1, Column 2, Pier 1, Pier 2, etc. If the cell just contained Pier and searched for that it works. But because it has other characters in the cell its not recognizing the pier. So how can I extract specific characters of a string of text in this formula?
Hopefully this was a better explanation
Hello-
This formula works pretty well for me except that it slow down excel and prevents some of my macros from working. I was wondering if there was a way to program this in VBA so that excel isn’t always trying to recalculate it. I would like to use a push of a button to get it to run then paste in a cell.
Thanks!
I am trying to sum filtered data in a column, but would want to ignore the negative values in the column. How to go about doing this?
@Akshay
Why not just add a filter to that column to only show the values greater than zero?
The negative values are required for reporting purposes, but their effect on the total is distorting the required output. Please advise.
@Akshay
I’d suggest making a post in the Chandoo.org Forums
http://forum.chandoo.org/
Attach a sample file to simplify the task
I have this working for counting and summing, however, I have a list and for the second array, I need a criteria. That is, I’m looking for b13:b200=”01.??.??” or =left((a1,2) or something like that. These types of criteria matches do not appear to work as I get a blank as a result.
Thanks!
@Bob
As your formula b13:b200=”01.??.??” looks like you are trying to check the first day of the month of the range
What about trying Day(B13:B200)=1
Hai Experts,
i understood this formula well and working fine in MS Excel 2013
but when the same am trying to place in google Spreadsheet it shows error as
“SUMPRODUCT has mismatched range sizes. Expected row count: 1. column count: 1. Actual row count: 2014, column count: 1.” and as a result #VALUE! Appears in cell.
Can anyone please help me how would i get it done in Google Spread sheet
or is there any other formula as a substitute for this.
Thank you very much.
thanks for providing this.. but why does excel keeps on prompting Circular referencing in cell D3?
@Vivek
I don’t know
I just downloaded the file and it is working fine and not showing that error
Goto the Formulas, Calculation Options Tab and check that Calculation is set to Automatic
What version of Excel and Windows are you using ?
I know that this forum is for MS Excel, but I am trying to help someone who is working in Google Sheets. The below formula works in Excel but Google Sheets returns:
“SUMPRODUCT has mismatched range sizes. Expected row count: 1. column count: 1. Actual row count: 39000, column count: 1.” and as a result #VALUE! Appears in cell.
This is the same problem asked by Srichirin above. Does anyone know if there is a formula for Google Sheets that will replicate what MS Excel does?
=SUMPRODUCT(SUBTOTAL(3,OFFSET($C$6:$C$39500,ROW($C$6:$C$39500)-MIN(ROW($C$6:$C$39500)),,1)),- -($C$6:$C$39500=H1),($D$6:$D$39500))
Trying to find a SUMPRODUCT formula that counts the word Closed by date for the last 7 days in a filtered list.
=COUNTIF(M:M,”>”&TODAY()-7) works ok for unfiltered count Column M contains Closure dates (blank if open) and Column L is Status Open or Closed
@ Terry
Please ask the question at the Chandoo.org Forums
https://chandoo.org/forum/
Please attach a sample file to ensure a quicker more accurate answer
I used this formula and worked like a charm! But, now I’ve been requested to use it but adding not one but two criteria in the same formula. For instance the sum I was doing added negative and positive numbers. I’ve been asked to use the exact same formula but adding that only positive numbers were considered… any idea on how to do this?
How exactly do you do sum filtered cells when two criteria are need not just one?
Thank you so much brother literally I have been struggling since morning to get the sum of the filtered category, however, after reading your blog attentively i got my solution, so thanks a lot once again.