Reports Help

Customizing a Pivot Table

When designing a Pivot Table, Zoho Reports offers wide range of options to customize it and improve the overall appearance in different ways. In this section we will discuss about various options provided by Zoho Reports to customize a Pivot Table that you create.

Customizing Pivot Table Appearence and Layout

To change the existing tile and description of a Pivot Table, follow the steps given below:

  1. Open the Pivot Table you would like to customize.
  2. Select Settings option in the toolbar. This will open up Settings dialog box.
  3. In General tab specify the title and description into corresponding fields.
  4. In the Layout section, choose whether to display index number for the rows by select or clear the Hide row numbers checkbox. By default, this will not be selected.
  5. You can uniformly resize the columns by selecting the Set default column width to checkbox and then specify the required width in pixel in the provided field.
  6. You could also choose to apply this new width to the already resized columns using the Apply to manually resized columns checkbox.
  7. Null or empty value present in the underlying data of the pivot will be displayed as Unknow by default. You can specify an alternate value that could be displayed instead of this in the Display 'Unknown' value as field. 



  8. Navigate to Format tab to access the label and formatting options for the columns in pivot table. All the columns used in the pivot table will be listed as shown below:


    1. Change the display Labels  for the columns as needed.
    2. You can set the display format of each column clicking the Format link. The options in the Format column dialog will vary depending the data type of the column. These options will be similar to that of the table column formatting. For more details refer here.
  9. Click OK. The Pivot Table will be customized based on the settings provided.

Show/Hide Totals

In Zoho Reports, by default, sub totals of individual columns, and grand total of all the rows and columns will be automatically added to the Pivot Table. Zoho Reports also allows you to turn off these totals when they are not required.

To hide or show the subtotals and grand totals do the following:

  1. Click Edit Design option in the toolbar.
  2. Select Show/Hide option in the toolbar or right click on the corresponding cell/column in the pivot table and select Show/Hide Totals option in the popup menu that shows up.
  3. Under this option the following sub-options are available:

    • Subtotal (column specific): Select/Deselect this option to show/hide subtotals of an individual column. This option will be available only on right clicking the corresponding column whose subtotal has to be shown/hidden.

    • Row Grand Total: Select/Deselect this option to display/hide the Row Grand Total column in the pivot table.

    • Column Grand Total: Select/Deselect this option to display/hide Column Grand Total row in the pivot table.

    • All Subtotals: Select/Deselect this option to show/hide all subtotals in the pivot table.

Sorting a Pivot Table

In Zoho Reports, by default, a pivot table data will be sorted in ascending order by the values of the columns from the source table that you assign to Row orientation in a Pivot Table. Zoho Reports allows you to change this default sort order in lot of different ways. Below is a brief description of various ways to sort a Pivot Table.

Sorting a Pivot column by its values (by the values of the columns in Row shelf): This option allows you to sort Pivot Table column data in ascending or descending order by its actual values.

To sort a pivot table by its column values:

  • Right-click the column header or on any cell of the corresponding pivot table column whose values has to be sorted.
  • In the pop up menu, select the required sort order and then By Column (column specific) option.

For example if a pivot table has Product category and Productcolumns in Row shelf (Row Orientation), initially the Product Categories and Products will be ordered alphabetically in ascending order. When corresponding columns are sorted in descending order as described above, Pivot data will be rearranged as shown in the screen shots below.


Sorting a Pivot Table column by its corresponding data values(by values of the column in Data shelf): This option allows you to sort Pivot Table columns based on data values corresponding to each pivot column value.

To sort a pivot table based on its data values:

  • Right-click the data value column header or on any data value cell corresponding to a Pivot Table column value.
  • In the pop up menu, select the required sort order and then select the column based on which you want to sort data values as shown below.

In the above example, when you right click Central region and select Sort Descending -> By Product Category, Sales values in Central region corresponding to Product Category column will be sorted in descending order as shown below.

When you select Sort Descending -> By Product, Sales values in Central region corresponding to Product column will be sorted in descending order as shown below.

Sorting Pivot Table columns by its corresponding summary values: This option allows you to sort Pivot Table columns based on summary values corresponding to pivot column values.

To sort a pivot table based on its summary values:

  • Right-click the summary column's header.
  • In the pop up menu, select the required sort order and then select the column based on which you want to sort summary values as shown below.

When you right click Summary Column and select Sort Descending -> By Product Category, Sales values in Summary column corresponding to Product Category column will be sorted in descending order as shown below.

When you select Sort Descending -> By Product, Sales values in Summary column corresponding to Product column will be sorted in descending order as shown below.

You can also sort rows by column values by clicking on the arrow icon() at the heading of the corresponding column. A down arrow indicates that the column is sorted in ascending order. An up arrow indicates the column is sorted in descending order.

Conditional Formatting

Conditional formatting feature allows you to visually highlight data cells in a pivot table with different styles based on matching conditions. You have to specify the required conditions/criteria for formatting. When data in a cell meets the condition, Zoho Reports applies the corresponding formatting style that you have specified to the specific cell.   


To apply conditional formatting:

  1. Open the Pivot Table you want to apply Conditional Formatting.  
  2. Right click one of the cell in the data series you wanted to apply conditional formatting.  
  3. In the menu, click Conditional Formatting.

  4. The Conditional Formatting dialog opens with options for specifying the conditions and selecting colors for font and background.
  5. Click the drop down arrow under Condition header and select the type of the condition that you want to apply.
  6. Type the matching value that you want to use for the condition in the Value text box.
  7. Select the required colors for the font and background.
  8. You can add any number of conditions using +Add Condition link.
  9. Conditions specified will be evaluated from top to bottom and whichever is met, the corresponding formatting options will be applied on the data cell.   
  10. Click OK after you have added all the conditions.

You can also view and modify all the  conditional formats  applied over the pivot in Conditional Format tab in Settings section.   

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