Visual formatting options in Power BI - Dashboard Guide

Dashboard Mode - Visual formatting options

Dashboard Goal

This dashboard answers: How can we use visual formatting options in Power BI to make data easier to understand and more appealing?

Sample Data

Region	Product	Sales	Profit	Month
East	Chair	120	30	Jan
West	Table	200	50	Jan
East	Desk	150	40	Feb
West	Chair	180	45	Feb
East	Table	210	60	Mar
West	Desk	170	42	Mar

Dashboard Components

• KPI Card - Total Sales: Shows total sales with large font and green color for positive value.
  Formula: Total Sales = SUM(Sales)
  Result: 1030
• KPI Card - Total Profit: Shows total profit with large font and blue color.
  Formula: Total Profit = SUM(Profit)
  Result: 267
• Bar Chart - Sales by Region: Displays sales grouped by Region with custom colors (East = orange, West = purple).
  Formula: SUM(Sales) by Region
  Visual formatting: Data colors set, axis labels bold, gridlines light gray.
• Table - Detailed Sales Data: Shows Region, Product, Sales, Profit, and Month with alternating row colors for readability.
  Visual formatting: Header background dark gray with white text, rows alternate light gray and white.

Dashboard Layout

+----------------------+----------------------+
|   KPI: Total Sales   |   KPI: Total Profit   |
+----------------------+----------------------+
|                      Bar Chart: Sales by Region                      |
+---------------------------------------------------------------------+
|                      Table: Detailed Sales Data                     |
+---------------------------------------------------------------------+

Interactivity

Filters or slicers can be added for Region and Month. When a filter is applied:

• KPI cards update to show totals for the selected data.
• Bar chart updates to show sales by region for the filtered data.
• Table updates to show only rows matching the filter.

Self Check

If you add a filter for Month = Feb, which components update and what will they show?

• KPI Cards: Total Sales = 330 (150 + 180), Total Profit = 85 (40 + 45)
• Bar Chart: Shows sales by region for Feb: East = 150, West = 180
• Table: Shows only rows with Month = Feb (2 rows)

Key Result

A Power BI dashboard demonstrating visual formatting options with KPI cards, bar chart, and table using sales data.

Practice

1. What is the main purpose of using visual formatting options in Power BI reports?

easy

A. To create new calculated columns

B. To add more data to the report

C. To change the data source

D. To make reports clearer and easier to understand

Solution

1. Step 1: Understand the role of visual formatting

   Visual formatting changes how the report looks, such as colors and fonts, to improve clarity.

2. Step 2: Identify the main goal of formatting

   The goal is to help users understand data quickly by making visuals clear and attractive.

3. Final Answer:

   To make reports clearer and easier to understand -> Option D

4. Quick Check:

   Formatting improves clarity = D [OK]

Hint: Formatting improves clarity, not data content [OK]

Common Mistakes:

• Confusing formatting with data changes
• Thinking formatting adds data
• Mixing formatting with data modeling

2. Which of the following is the correct way to change the background color of a visual in Power BI?

easy

A. Use the Format pane and select Background color option

B. Use the Data pane to select background color

C. Right-click the visual and choose Change Data Source

D. Edit the report theme JSON file manually

Solution

1. Step 1: Locate the Format pane in Power BI

   The Format pane is where you adjust visual appearance like colors and fonts.

2. Step 2: Select Background color option

   Within the Format pane, you find the Background section to change the color of the visual's background.

3. Final Answer:

   Use the Format pane and select Background color option -> Option A

4. Quick Check:

   Background color changed in Format pane = A [OK]

Hint: Format pane controls visual appearance settings [OK]

Common Mistakes:

• Trying to change background in Data pane
• Right-click menu does not change formatting
• Editing theme JSON is advanced and not needed here

3. You set the font size of a card visual to 20 in the Format pane. What will happen to the card's text?

medium

A. The text will become larger and easier to read

B. The text will become smaller

C. The text color will change to black

D. The card background will become transparent

Solution

1. Step 1: Understand font size effect

   Increasing font size makes text bigger and more readable.

2. Step 2: Apply font size 20 to card visual

   Setting font size to 20 increases the text size compared to default smaller sizes.

3. Final Answer:

   The text will become larger and easier to read -> Option A

4. Quick Check:

   Font size 20 means bigger text = A [OK]

Hint: Larger font size means bigger text [OK]

Common Mistakes:

• Confusing font size with color
• Assuming font size changes background
• Thinking font size makes text smaller

4. You tried to change the title font color in the Format pane, but the color did not update. What is the most likely reason?

medium

A. The data source is not connected

B. You changed the font size instead of color

C. The title is turned off in the Format pane

D. You need to refresh the report to see changes

Solution

1. Step 1: Check if title is enabled

   If the title toggle is off, color changes won't show because title is hidden.

2. Step 2: Confirm title toggle status in Format pane

   Turning on the title toggle allows font color changes to appear.

3. Final Answer:

   The title is turned off in the Format pane -> Option C

4. Quick Check:

   Title off blocks color change = C [OK]

Hint: Title must be on to change its color [OK]

Common Mistakes:

• Confusing font size with color
• Assuming data source affects formatting
• Thinking refresh is needed for formatting

5. You want to highlight sales over $10,000 in a table visual by changing the row background color. Which formatting option should you use?

hard

A. Change the table background color in Format pane

B. Conditional formatting with a rule on Sales column

C. Add a new calculated column with color names

D. Use the Data pane to filter sales over $10,000

Solution

1. Step 1: Understand conditional formatting

   Conditional formatting changes visual style based on data rules, like sales > 10000.

2. Step 2: Apply conditional formatting to table rows

   Use Format pane's conditional formatting on Sales column to set background color for rows meeting the rule.

3. Step 3: Differentiate from other options

   Changing table background affects all rows; calculated columns don't change color automatically; filtering hides data, not format.

4. Final Answer:

   Conditional formatting with a rule on Sales column -> Option B

5. Quick Check:

   Conditional formatting highlights rows = B [OK]

Hint: Use conditional formatting for data-based color changes [OK]

Common Mistakes:

• Changing whole table background instead of rows
• Using calculated columns without formatting
• Filtering data instead of formatting