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Formatting grid reports

Formatting a grid report
Formatting grid headers, values, and cells
Resizing columns and rows

Changing the overall look and feel of a report: Autostyles
Merging column and row headers
Locking column and row headers
Applying color banding to a report
Highlighting specific sets of data: Thresholds
Format: Template dialog box
   - Font tab
   - Number tab
   - Alignment tab
   - Color and Lines tab
Report Options dialog box
Using the Grid toolbar

Formatting a grid report
You can change the appearance of a grid report to accommodate your reporting requirements and preferences. For example, by changing the grid autostyle, you change the report's font and color.

You can change the appearance of a grid report in several ways. For example, you can do the following:

  • Format grid headers, values, and cells. You can change the font, size, and color of headers, values, and cells; apply effects such as gradients and drop shadows; ensure that long text is wrapped inside a cell; align text; and change the border's color, thickness and style.
  • Resize columns and rows.
  • Select autostyles, which are a set of formatting that can be saved and applied to multiple reports.
  • Merge and lock column and row headers.
  • Show banding, which allows you to view the data on a grid report more easily by applying alternating colors to the grid.
  • Show thresholds, which highlight specific data when the data match certain criteria.

Formatting grid headers, values, and cells
You can change the appearance of cells in a grid report. For example, you can change the numbers in the Sales column to be bold green text on a yellow background. If DHTML is enabled, you can also apply gradient effects, blending two colors together to shade a column header, row, or other cells within the grid.

You can format the following within the cells of a grid report:

  • Font type, size, and effects
  • Font color
  • Number format (if appropriate)
  • Border color, thickness, and style
  • Fill color (one solid color or a gradient that blends two colors)
  • Text alignment (left, center, right, or justified)
  • Text wrapping (long text can be wrapped inside the cell)

See the Microstrategy Basic Reporting Guide for ideas and examples for using these formatting features.

You format the cells of a report using either of the following:

Note: The Format dialog box and panel are larger and have more settings than the Formatting toolbar. The Formatting toolbar is easier to access, but includes only the most commonly used formatting settings.

To format grid headers, values, and cells:

  1. Right-click a grid header or cell, and select Advanced formatting. The Format: Template dialog box is displayed.
    OR
    From the Format menu, select Advanced formatting. The Format: Template dialog box is displayed.
    • If DHTML is disabled: From the Format drop-down list, select Advanced formatting and click the Go icon next to the drop-down list. The Format panel is displayed.
  2. From the two drop-down lists at the top of the dialog box or panel, select the portion of the grid you wish to change and whether you are changing the Header, Values, Subtotal Names, Subtotal Values, or All. Different options are available depending on the object you select in the first drop-down list at the top of the dialog box.
  3. Select one of the following tabs to access formatting options for the portion of the grid report you selected. Click the following links for details about the available options within the tabs.
    • Font: Change the formatting of different objects on the grid, such as headers and number values. You can also apply a gradient to the selected area of the grid. If DHTML is disabled, use the Line: Color drop-down list under the Font tab to change the fill color of a specific section of the grid. If DHTML is enabled, you can change this fill color setting under the Color and Lines tab.
      Note: Gradients cannot be displayed in the Firefox browser. If you specify a Color 1 for a gradient and are using Firefox, the color is displayed as a solid color within the cell.
    • Number: Specify a number format for specific values in the grid report.
    • Alignment: Specify how values and text are aligned within cells on the grid report.
      Note: If you are formatting the alignment using the Alignment tab in the Format: Template dialog box, be aware that cells for which the horizontal alignment is set to "FILL" in MicroStrategy Desktop will be centered in MicroStrategy Web due to the absence of a fill display capability in HTML. If the width of the cell is longer than the data in it and if you select the Fill option for horizontal alignment, the data is repeated in the cell until the cell is filled.
    • Color and Lines: Change the formatting of lines in your grid report, such as cell borders and grid lines.
      Notes:
      • If DHTML is disabled, Borders appears as its own tab in the Format panel.
      • Grid borders formatted with dashed or dotted lines are displayed correctly in recent versions of Internet Explorer. In older versions they are shown as solid lines. Recent versions of Netscape properly display all formatting. Some older versions display customized grid borders as solid gray lines with medium thickness.
  4. Click the Apply button to apply your formatting changes to the report.

Resizing columns and rows
You can change the width of columns and height of rows for a grid report.

To resize the columns and rows on a report:

  1. View a report in Grid or Grid and Graph View. To do so, from the View menu, select Grid or Grid and Graph.
  2. From the Format menu, select Resize Columns and Rows. The Resize Columns and Rows dialog box is displayed.
    • If DHTML is disabled: From the Format drop-down list, select Resize Columns and Rows and click the Go icon next to the drop-down list. The Resize Columns and Rows panel is displayed.

    OR
    Click and drag the vertical column lines to adjust the size of a column. To do so, pass your cursor over a vertical column line and drag the line to the desired location. The size of the column is adjusted accordingly.

  3. Do one of the following:
    • To set the height of the rows or width of the columns automatically, in the Columns and Rows areas, select one of the following:
      • Auto Fit to Window: the grid report's columns or rows stretch to fit the size of the browser window.
      • Auto Fit to Contents: the width of the report's columns or rows is determined by the data in the column or row.
      Note: You can also enable these Auto Fit settings in the Grid toolbar by selecting the Auto Fit to Window or Auto Fit to Contents icons.

    OR

    • To set the height of the rows or width of the columns manually, select Fixed in the Columns area or Fixed Height in the Rows area. Enter a size for the columns or rows. The grid report is adjusted to the column width and row height you specify.

    Note: Changing the height of the rows manually does not affect the header rows at the top of the report.

  1. To save the column width and row height changes, click OK or Apply.

Changing the overall look and feel of a report: Autostyles
An autostyle is a set of predefined formatting settings that you can apply to grid reports. For example, the MicroStrategy 'Corporate' autostyle consists of blue header text, gray header backgrounds, and so on. Selecting a different autostyle allows you to quickly change the color and design of a template to match the needs of your report users.

Note: Report designers can create new autostyles in MicroStrategy Desktop and make
them available in Web.

To specify an autostyle for a grid report:

  1. View a report in Grid or Grid and Graph View. To do so, from the View menu, select Grid or Grid and Graph.
  2. From the View menu, select Toolbars, then Grid. The Grid Toolbar is displayed.
    • If DHTML is disabled: From the View drop-down list, select Grid (under Toolbars), then click the Go icon next to the drop-down list.
  3. Select an autostyle from the Autostyle drop-down list on the left side of the Grid toolbar. The report is automatically updated with the new style.
    • If DHTML is disabled: Click the Apply Style icon to apply the new autostyle to the report.
Merging column and row headers
You can consolidate, or merge, similar row and column headers. Specifically, you can do the following:
  • Either show all row header values or merge those that are repeated. When the row headers are merged, all headers for a given type are merged into one. For example, a report associates sales by merchandise type, payment methods, and total amount sold. If there is a row for each merchandise type for each method of payment, all headers corresponding to a given type can be merged into one.
  • Either show all column header values or merge those that are repeated. For example, if three metrics on the report are related to Sales, do you want all three columns to have Sales in the header or merge the column headers? If merged, 'Sales' appears only once for the three related columns.

To merge the column or row headers of a report:

  1. View a report in Grid or Grid and Graph View. To do so, from the View menu, select Grid or Grid and Graph.
  2. Do one of the following:
    • Click either or both of the Merge Row Headers or Merge Column Headers icons on the Grid toolbar.
      OR
    • From the Format menu, select Report Properties, then select the Merge check box in either or both the Rows and Columns areas.
      • If DHTML is disabled: From the Format drop-down list, select Merge Row Headers or Merge Column Headers then click the Go icon next to the drop-down list.

Locking column and row headers
You can lock headers at the top and side of a grid report. This allows you to scroll through the information while retaining the row and column headers. Both row and column headers can be locked independently of each other.

Note: You can lock the headers of a grid report only if DHTML is enabled. For information on enabling DHTML, see General preferences.

To lock the column or row headers of a report:

  1. View a report in Grid or Grid and Graph View. To do so, from the View menu, select Grid or Grid and Graph.
  2. Do one of the following:
    • Click the Lock Row Headers or Lock Column Headers icon on the Grid toolbar.
      OR
    • From the Format menu, select Report Options. The Report Options dialog box is displayed.
  3. Select the Lock check boxes in either or both the Rows and Columns areas, depending on whether you want to lock rows, columns, or both.

Applying color banding to a report
You can apply alternating background colors for rows on a report, which is known as banding. This allows you to better view the data on a grid report.

MicroStrategy autostyles, such as Colorful and Accounting, have banding options set automatically. When one of these autostyles is applied to a report, the banding is applied to the report as well. Banding settings are saved as part of the autostyle. If a report is saved, the current banding setting is saved along with the report definition. The current setting is overridden if the autostyle is changed (each Autostyle has banding turned on or off by default).

Note: Banding works the same for Grid/Graphs on a document as it does for reports.

To show or hide banding on a report:

  1. View a report in Grid or Grid and Graph View. To do so, from the View menu, select Grid or Grid and Graph.
  2. Do one of the following to apply banding to the grid report:
    • Click the Show Banding icon on the Grid toolbar.
      OR
    • From the Format menu, select Report Options. The Report Options dialog box is displayed. Select the Show Banding check box.
      • If DHTML is disabled: From the Format drop-down list, select Show Banding, then click the Go icon next to the drop-down list.

Highlighting specific sets of data: Thresholds
When data is set up automatically to appear with special formatting depending on certain conditions, such as sales over $1 million or inventory below 50, this is called conditional formatting. It is special formatting that is applied to values only when certain conditions are met. The data that meets the condition is considered to be data that has passed the threshold of the condition; once data passes the threshold, the formatting is applied. So, thresholds are cells of data that are formatted differently from the rest of the data on a report; the formatting is applied dynamically, whenever the report is re-executed.

Thresholds are set up by report designers in MicroStrategy Desktop and can be shown or hidden in MicroStrategy Web. They highlight particular data in a report by displaying special cell formats, symbols, images, or replacement text. In the image above, the gray diamond-shaped symbol replaces (and represents) all values that represent a small increase in revenue from the previous year. “Small increase” is defined as between 0 and 5 percent. The yellow diamond-shaped symbol represents a medium decrease in revenue from the previous year, with “medium decrease” defined as between -10 and 0. Values that show a medium decrease for the Revenue metric are displayed in red. Each of these thresholds makes analyzing large amounts of data easier because symbols are easy to locate, and different font colors are quickly identified.

You can toggle the display of thresholds on your report. When thresholds are displayed, all thresholds included in the report definition, including ones that you add, are displayed on the report.

To display the thresholds on your report:

  1. Do one of the following:
    • Click the Thresholds icon on the Grid toolbar.
      OR
    • From the Format menu, select Report Options. The Report Options dialog box opens. Select the Show thresholds check box.
      • If DHTML is disabled: From the Format drop-down list, select Show Thresholds.
  2. Click Apply at the bottom of the dialog box. Any thresholds in the report are displayed.
Format: Template dialog box
The Format: Template dialog box (DHTML)/panel (HTML) allows you to adjust a variety of formatting settings for a grid report. To access the Format: Template dialog box:
  1. From the Format menu, select Advanced Formatting. The Format: Template dialog box is displayed.
    • If DHTML is disabled: From the Format drop-down list, select Advanced Formatting, then click the Go icon next to the drop-down list. The Format panel for grids is displayed.
  2. To close the Format dialog box/panel, click the Cancel button.
The Format: Template dialog box/panel contains the following tabs:

Format: Template dialog box: Font tab
The Font tab of the Format: Template dialog box allows you to format objects on the grid, such as headers and number values.

Use the drop-down lists at the top of the dialog box or panel to specify the attribute or metric values, subtotals, or headers to format on the grid. Then, specify the following to format the selected objects:

  • Font: Select any font that is installed and available on your machine. When you select a font name from the list, the font is applied to the currently selected text object(s).
  • Style: Apply italic and bold effects to the text.
  • Size: Select any font size that is installed and available on your machine. Selections in this list vary depending on the selected font type (above). When you select a font size, it is applied to the currently selected text object(s).
  • Effects: Apply an underline or strikeout effect to the text.
  • Color: Specify a color in which to fill the selected object by clicking the arrow on the color menu and selecting a color. Access additional colors by clicking the More Colors button. You can also create and use your own custom colors, as explained in Creating and using custom colors. For some objects such as headers, you can apply a color gradient, which is a combination of two colors. To do so, select the Gradients button. In the Gradients dialog box that opens, select the two colors to use for the gradient. Then select a shading style in which to display the gradient to determine the direction in which the two colors are blended together.
  • Sample: Shows a sample of how the text looks when various text-formatting options are selected.

Format: Template dialog box: Number tab
The Number tab of the Format: Template dialog box allows you to specify a format for specific values in the grid report, such as currency or percent.

Use the drop-down lists at the top of the dialog box or panel to specify the attribute or metric values, subtotals, or headers to format on the grid. Then select a format for the values from the Category list. For example, you can choose Percentage or Currency. When you select an option for some categories such as Fraction, an example of the number category and additional options are displayed on the right. For example, you can display numbers as currency and also determine the number of decimal places for the values.

You can also define your own custom number format if none of the existing formats meet your needs. To create a custom number format:

    1. Select Custom in the Category list.
    2. Enter the number formatting symbols, such as 123,456.789.
      Note: Once you create a custom format, you can use it in other metrics as well. Click Custom in the Category list and select the format from the Custom drop-down list.

If you select Date as your category, you need to choose which date Type to use, such as 4/12/07, April 12, 2007, 4/7/2007, and so on.

If you select Fixed as the category, you can determine the number of decimal places to be displayed, whether you want numbers to be separated every three decimal places, and whether negative numbers are allowed.

Format: Template dialog box: Alignment tab
The Alignment tab of the Format: Template dialog box allows you to specify how values and text are aligned within cells on a grid report.

Use the drop-down lists at the top of the dialog box or panel to specify the attribute or metric values, subtotals, or headers to format on the grid. Then specify the following to format the selected objects:

  • Text Alignment
    • Horizontal: Change the horizontal alignment of text within the cell. Select left, center, right, or justified alignment. Select Use Default to revert to the alignment used in the original document.
    • Vertical: Change the vertical alignment of text within the cell. Select top, center, or bottom alignment. Select Use Default to revert to the alignment used in the original document.
  • Text Control
    • Wrap text: Determine whether or not text is wrapped within the cell.
    • Vertical: Switch the alignment of text within the selected cells from horizontal to vertical.
  • Padding: Adjust the space between the text in a cell and the left, top, right, and bottom edge of the cell.

Format: Template dialog box: Color and Lines tab
The Color and Lines tab of the Format: Template dialog box allows you to format lines in your grid report, such as cell borders and grid lines.

Use the drop-down lists at the top of the dialog box or panel to specify the attribute or metric values, subtotals, or headers whose lines you want to format on the grid. Then specify the following to format the selected objects:

  • Fill: Specify the following to determine how the background of the selected object, for example, a grid header, is displayed on the report.
    Note: If DHTML is disabled, you cannot create custom colors in the color picker or apply gradients.
    • Color: Specify a color in which to fill the selected object by clicking the arrow on the color menu and selecting a color. Access additional colors by clicking the More Colors button. You can also create and use your own custom colors, as explained in Creating and using custom colors. For some objects such as headers, you can apply a color gradient, which is a combination of two colors. To do so, select the Gradients button. In the Gradients dialog box that opens, select the two colors to use for the gradient. Then select a shading style in which to display the gradient to determine the direction in which the two colors are blended together.
  • Borders: Select the type of border to draw around the cell.
    • None: No borders appear around the selected object. This is the default setting.
    • All: Borders surround the selected object on all sides. After selecting this option, from the drop-down list, select a line style for the border and, from the color picker, a color.
    • Custom: Determine whether the left, right, top, and bottom borders are displayed, and if so, the type of line and color used for each border.

Report Options dialog box
The Report Options dialog box allows you to adjust the look and feel and functionality of your grid report. You can do the following in the Report Options dialog box:

Using the Grid toolbar
The Grid toolbar provides several options you can use to customize the look of a report.

The following options appear on the Grid toolbar: