Visualize and analyze the data · Topic 1 of 6
Choosing and Formatting Visuals
PL-300 report design: choose the right visual for the question, format it, apply a theme, use conditional formatting and configure the report page.
- 4 min
- Pick bar or column for comparison, line for trend, scatter for relationships, waterfall for build up and funnel for stages.
- Format settings are in the Visual and General tabs. Alt text is under General.
- Themes are JSON files that set default colors and fonts for the whole report.
What it is
A good report picks the visual that matches the question, formats it so the message is clear, and uses a consistent theme. Conditional formatting draws attention to values that matter. Page settings control the canvas. Most exam questions here describe a reader's need and ask which visual or format setting fits.
How it works
Selecting an appropriate visual
| The reader wants to | Use |
|---|---|
| Compare categories | Clustered bar or column chart |
| See a trend over time | Line chart or area chart |
| See parts of a whole | Stacked bar, donut or treemap, with few categories |
| See a relationship between two measures | Scatter or bubble chart |
| Show one key number | Card, multi row card, KPI or gauge |
| See detail or exact values | Table, or a matrix for grouped detail across rows and columns |
| Show how a total builds up or down | Waterfall chart |
| See stages that narrow | Funnel chart |
| See rank changes over time | Ribbon chart |
| Show geography | Map, filled map or shape map |
| Break a total down to find a cause | Decomposition tree |
Avoid pie charts with many slices, 3D effects and dual axes without need. A KPI shows a value against a target with a trend, and a gauge shows progress toward a target.
Formatting a visual
Select a visual and open the Format pane, which has a Visual tab and a General tab.
- Visual tab: axes, data labels, legend, colors, markers, the visual's own options.
- General tab: title, subtitle, size and position, background, border, shadow, alt text and header icons.
Use clear titles that state the finding, consistent number formats, sensible axis scales and sort order. Use data labels instead of gridlines when exact values matter. Use the Format painter to copy formatting between visuals.
Themes
A theme sets the default colors and fonts for the report. On the View tab, choose a built in theme, Browse for themes to import a JSON file, or Customize current theme to edit it. Themes give consistency, apply corporate colors and can provide accessible colors. Formatting you set manually on a visual overrides the theme for that visual only.
Conditional formatting
Conditional formatting changes how values look based on their data. Open it from the field's dropdown in the Format pane, using fx, or from the field in a table or matrix.
| Type | Effect |
|---|---|
| Background color and Font color | Colors cells or text |
| Data bars | Bars inside table or matrix cells |
| Icons | Arrows, shapes or flags |
| Web URL | Makes a value a link |
Each can be driven by a Color scale (gradient from low to high), Rules (for example, red below 50, amber 50 to 80, green above 80) or a Field value, where a column or measure supplies the color code. Conditional formatting also works on bar and column colors, line charts, cards and KPIs.
Configuring the report page
In the Format pane with nothing selected, the Page options apply.
| Setting | Use |
|---|---|
| Canvas settings | The type, such as 16:9, 4:3, Letter or Custom size. A Tooltip type creates a small page |
| Canvas background and Wallpaper | Color or image behind the visuals |
| Page information | Name, Allow use as tooltip and Q&A |
| Filter pane and Page alignment | Appearance and position |
| Page view (View tab) | Fit to page, fit to width or actual size |
Page visibility can be set to hidden, so it is only reached by a button or drillthrough.
A worked scenario
A sales director wants to see which regions are behind target. The analyst uses a clustered bar chart of sales by region, with a target line. In the region table, she adds conditional formatting by rules: red when attainment is below 80 percent, amber to 100 and green above. She applies the company theme JSON file so colors match brand guidelines, and changes the page to 16:9 for the executive screen.
What to remember for the exam
- Pick bar or column for comparison, line for trend, scatter for relationships, waterfall for build up and funnel for stages.
- Format settings are in the Visual and General tabs. Alt text is under General.
- Themes are JSON files that set default colors and fonts for the whole report.
- Conditional formatting works by color scale, rules or field value.
- Page settings include canvas size, background, tooltip type and page visibility.
A scenario that asks for a value to turn red when below a limit is conditional formatting by rules.
How the exam asks about this
- "Show how revenue changes from one month to the next, with increases and decreases." Waterfall.
- "Apply the same colors across all reports." A theme file.
- "Highlight stores under target in red." Conditional formatting.
- "Show how each part contributes to a total with many categories." Treemap.
Common mistakes
Overusing pie charts. More than a few slices are hard to compare.
Formatting every visual by hand. Use a theme.
Relying on color only. Add labels, icons or patterns.
Leaving default titles.
Check yourself
Which visual shows a trend over time?
A line chart.
How can a corporate color palette be applied to every visual?
Import a theme JSON file.
Which formatting colors a cell by rules?
Conditional formatting using rules.
Topic 1 of 6 in Visualize and analyze the data
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The full Microsoft PL-300 question bank has 657 questions, with timed practice exams and an explanation for every answer.
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