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Manage Zeros and Blanks

Explains how to change the way reports display zeros and blanks.

You can control how the report shows or hides rows or columns with no data or zeros. Use user, workbook or selection properties. These settings follow the OfficeConnect rules of precedence

By default, OfficeConnect reports display zeros when: 

  • No one has entered a value in the corresponding sheet cell. 
  • The cross sections of data do not exist. This happens when the account has a coarser time configuration than the column. For example, the account has monthly data when the column is displaying weekly data. Because there is no weekly data for the account, it displays a blank.  
  • The value entered on the corresponding cell in the worksheet is zero.

You can change the default so that zeros only display because a zero was actually entered. 

Define Zeros and Blanks for all Workbooks 

The user setting defines the default OfficeConnect workbook property. 

To change the user setting default:

  1. Select User Settings.
  2. Clear the checkbox next to the Show zero in cells with no data option.
    All new workbooks inherit this default in the workbook properties. 

Define Zeros and Blanks for a Specific Workbook

To override the user settings for a specific workbook:

  1. Select Workbook Properties > Format.
  2. Clear or select the Show zero in cells with no data option.

If you select the checkbox, the report displays zeros in all cases when:

  • The value entered is zero.
  • No value is entered. 
  • No data exists at the intersection.

If the checkbox is cleared, the report displays blanks when

  • No value is entered. 
  • No data exists at the intersection.

Define Display Options for the Workbook

To view and change how the report hides zeros and blanks for the workbook:

  1. From the OfficeConnect ribbon, select Workbook Properties > Format.
  2. Select or clear the different options under Row Display and Column Display.
  3. Select OK.

Hide or Show Zeros and Blanks 

Once you show blanks and zeros for the workbook, you can choose to suppress them by selecting Hide Zeros and Blanks SuppressZeroandBlanks.png from the OfficeConnect ribbon.

The button suppresses rows or columns that display all zeros, blanks or both. To hide zeros and blanks, select the button. Select it again to display zeros and blanks again.

The button works based on:

  • The Row display and Column display options you select in the workbook properties.
  • You user setting for Show zero in cells with no data

Define Display Options for Rows and Columns

The selection properties for specific rows and columns on the report override the workbook properties. To view or change how the report hides zeros and blanks:

  1. Select one or more rows or columns.
  2. From the Design group, select Selection Properties 
  3. Select or clear the different options. 
  4. Click OK

Selection Properties display options for hiding zeros and blanks.

You can use the workbook properties in conjunction with the selection properties. For example, you can set the workbook property to hide all columns with all zeros, but use the selection properties to specify exceptions and show certain selected columns with all zeros.

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