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Step 2Navigate to the location where you want to save the file.
Step 3Type a file name and click Save. 
Step 4Click OK on the confirmation message that appears. 
Formatting Reports in Interactive Viewer
You can use the Interactive Viewer to format reports. 
This section contains the following topics:
Editing Labels, page 13-27
Formatting Labels, page 13-28
Applying Conditional Formats, page 13-36
Setting and Removing Page Breaks in Detail Columns, page 13-40
Editing Labels
Labels are fields that can contain static text, such as the report title and items of the footer. In a typical 
report, some labels are editable and others are not editable. 
For example, a template might provide a label to display a confidentiality statement and a label to display 
the report author’s name in the report footer. The confidentiality statement is not editable but the author 
can insert his or her name in the footer.
If a label such as a column header is editable, you can modify properties such as the font, the font size, 
the background color, and so on. You also can edit the text of the label.
The text of a column header comes from the data source. If the data source displays column headers in 
capital letters with no spaces between words, the report design displays column header names in the 
same way. You can change the content of the column header by using a context menu.
The formatting of the column header comes from the report template or from the theme. If the formatting 
comes from a report template, you cannot change the formatting. If the formatting comes from a theme, 
you can change the formatting by changing the theme.
Step 1In Interactive Viewer, select and right-click a label. 
The context menu appears, as shown in Figure 13-14.
Figure 13-14 Interactive Viewer Context Menu 
						

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Step 2Select Change Text. 
The Edit Text dialog box appears.
Step 3Modify the text as desired and click Apply.
Formatting Labels 
To modify the formatting of a label:
Step 1Click on the label and then select Style > Font. 
The Font dialog box appears. 
Step 2Select the formats you desire, then click Apply.
Formatting Data
There are several ways to modify how the report data is formatted. You can:
Resize a column.
Change the alignment of data in a column.
Hide, show, delete, or reorder columns.
Specify that repeat values do not appear consecutively in a column.
Filter the data values.
Sort the data values.
Modify the font, color, style, and other properties of the text.
Specify that the column displays uppercase or lowercase.
Modify the default formatting of the data value in an aggregate row.
Format the data type. For example, if the column displays numbers, you can format the data as 
currency, percentages, or scientific numbers.
Resizing Columns
In the Interactive Viewer, you can change the width of the column and the alignment of the data in the 
column.To change a column’s width:
Step 1Select and right-click the column. 
Step 2Select Column > Column Width from the context menu.
The Column Properties form appears.
Step 3In Column Properties form, type the new column width, then click Apply. 
						

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Changing Column Data Alignment 
To change the alignment of data in a column, right-click the column and select Alignment from the 
context menu. Then, choose one of the alignment options: Left, Center, or Right.
Formatting Data in Columns
The default formatting for column data comes from the data source. Typically, you modify the formatting 
of column data to enhance the appearance of the report. When you format column data, you create the 
same format for the entire column, except for the column header and aggregate rows. You cannot modify 
the data itself.
Step 1Select and right-click a column. 
The context menu appears.
Step 2Select Style > Font.
Step 3In the Font form, modify any of the style properties you want to change. 
You can see your changes as you make them in the Preview field.
Step 4Indicate whether to apply the new text style to all columns in the report or to the selected column.
The default setting is to apply the new style to the column you selected. 
Step 5Click Apply.
Formatting Data in Aggregate Rows
An aggregate row displays a total, average, or other summary data for a column. You learn how to create 
an aggregate row in a later chapter. Figure 13-15 shows an aggregate row at the end of a report. Typically, 
the default formatting of the aggregate row comes from the template or the theme.
You can modify the formatting of the aggregate data value and the formatting of the label that precedes 
the data value. You cannot modify the text of the label or the data value.
Figure 13-15 Formatting Data in an Aggregate Row
Step 1Select an aggregate data value, then click Font. 
The Font dialog box appears.
Step 2Modify the settings as desired, then click Apply. 
						

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Formatting Data Types
In an information object, as in the relational databases on which information objects are based, all the 
data in a column is of the same data type, excluding the column header. The column can display numeric 
data, date-and-time data, or string data.
Each data type has a range of unique formats. Numeric data, for example, can appear as currency, 
percentages, or numbers with decimal values. Similarly, dates can be long dates, which include the full 
name of the month, or short dates, in which the month is represented by a number.
Table 13-6 shows the data type formats you can use. Most of the examples in the table reflect the U.S. 
English locale. If you work in a different locale, you can use the Custom format option to format data 
for your locale
.Table 13-6 Data Types and Formats
Data type Option Description
Date and Time Unformatted  Data retains the default format set by the template or theme.
General Date  June 5, 2006 12:00:00 AM GMT +00:00
Long Date  June 5, 2006
Medium Date  Jun 5, 2006
Short Date  6/5/06
Long Time  12:00:00 AM GMT +00:00
Medium Time  12:00:00 AM
Short Time  12:00
Custom  Format depends on a format code you type. For example, typing 
yyyy/mm results in 2006/10. You learn more about custom 
formatting later in this chapter.
Number Unformatted  Number retains the default format set by the template or theme.
General Number 6066.88 or 6067, depending on the decimal and thousands 
separator settings
Currency  $6,067.45 or ¥6067, depending on the locale and optional 
settings
Fixed  6067 or 6,067 or 6067.45, depending on optional settings
Percent  45% or 45.8%, depending on optional settings
Scientific  2E04 or 2.67E04, where the number after the E represents the 
exponent of 10, depending on optional settings. For example, 
2.67E04 means 2.67 multiplied by 10 raised to the fourth power.
Custom  Format depends on a format code you type. For example, typing 
#,### results in a format with a comma as a thousands separator 
and no decimal points. You learn more about custom formats 
later in this chapter. 
						

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Formatting Numeric Data
Numeric data can take several forms. A column of postal codes requires different formatting from a 
column of sales figures. Figure 13-16 shows the numeric formats you can use.
Figure 13-16 Formats for Numeric Data
The data type of a column is determined by the data source. Keep in mind that a text or string data type 
can contain numeric digits. A telephone number, for example, is frequently string data in the data source. 
The title of the formatting dialog box tells you what data type the column contains.
Step 1Select a column that contains numeric data, then select Format.
The Number column format dialog box appears.
Step 2In the Format Number as field, select General Number, Currency, Fixed, Percent, or Scientific.
The bottom section of Number column format displays fields that support that type of formatting. 
Step 3In Symbol field, select a currency symbol.
Step 4In Symbol Position:
Select Before to place the currency or percentage symbol before the number. 
Select After to place the symbol after the number.
Step 5In Decimal Places, select the number of places after the decimal marker to display
Step 6Select Use 1000s Separator if you want to use a thousands separator such as a comma (,) or a period (.). 
Your locale settings determine the separator character.String Unformatted  String retains the default format set by the template or theme.
Uppercase  String displays in all uppercase, for example GREAT NEWS.
Lowercase  String displays in all lowercase, for example great news.
Custom Format depends on the format code you type. Use custom 
formatting for postal codes, telephone numbers, and other data 
that does not match standard formats.
Table 13-6 Data Types and Formats (continued)
Data type Option Description 
						

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Step 7In Negative Numbers, select an option for displaying negative numbers, by using either a minus sign 
before the number or parentheses around the number.
Step 8Click Apply.
Formatting Fixed or Scientific Numbers or Percentages
Step 1Select a column that contains numeric data, then click Format.
The Number column dialog box appears.
Step 2In Format Number as field, select Fixed, Scientific, or Percent. 
Step 3In Decimal Places field, select the number of decimal places to display.
Step 4Select Use 1000s Separator if you want to use a thousands separator such as a space, a comma (,), or a 
period (.).
Step 5In Negative Numbers, select an option for displaying negative numbers: use a minus sign before the 
number, or use parentheses around the number.
Step 6Click Apply.
Formatting Custom Numeric Data
To define a custom format, you use special symbols to construct a format pattern. A format pattern shows 
where to place currency symbols, thousands separators, decimal points or commas. Table 13-7 shows 
examples of custom format patterns and their effects on numeric data
.
Step 1Select a numeric data column, then click Format. 
The Number column format appears. 
Step 2In the Format Number as field, select Custom from the drop-down list. 
A second field, Format Code, appears. 
Table 13-7 Results of Custom Number Format Patterns
Format pattern Data in the data set Result of formatting
0000.00 12.5
124.5
1240.5530012.50
0124.50
1240.55
#.000 100
100.25
100.2567100.000
100.250
100.257
$#,### 2000.00
20000.00$2,000
$20,000
ID # 15 ID 15 
						

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Step 3In Format Code field, type a format pattern similar to those shown in Table 13-7. 
Step 4Click Apply.
Formatting String Data
Step 1To define the format for a column that contains string data, select the column, then click Format.
The String column format appears. 
Step 2Select an option from the drop-down list. See Table 13-6 for the standard string data type options. 
Step 3Click Apply. 
Formatting Custom String Data
You can format string data to include special formatting, such as a space or a punctuation mark at a 
specific place in the string. For example, you can display telephone numbers in one of the following 
formats.
(415) 555-2121 ext. 2296
415.555.2121
415-555-2121
You can create custom formats for string data. Table 13-8 describes the symbols you can use to define 
custom string formats
.
Table 13-9 shows examples of custom string format patterns and their effects on text data.
Table 13-8 Symbols for Defining Custom String Formats
Symbol Description
@ Character placeholder. Each @ character displays a character in the string. If the 
string has fewer characters than the number of @ symbols that appear in the format 
pattern, spaces appear. 
Placeholders are filled from right to left, unless you specify an exclamation point (!) 
at the beginning of the format pattern. See Table 13-9 for examples.
& Same as @, except that if the string has fewer characters, spaces do not appear. See 
Ta b l e 1 3 - 9 for examples.
! Specifies that placeholders are to be filled from left to right. See Table 13-9 for 
examples.
> Converts string characters to uppercase.
< Converts string characters to lowercase. 
						

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Step 1Select a string data column, then click Format.
The String column format window appears. 
Step 2In Format String as field, select Custom. 
A second field, Format Code, appears.
Step 3In the Format Code field, enter a format pattern such as those shown in Table 13-9. 
Step 4Click Apply.
Formatting Date and Time
The appearance of date and time data depends on the locale in which you are working. For example, the 
following date and time are correct for the U.S. English locale for Pacific Standard Time zone:
March 5, 2007 11:00:00 AM PST
The following example shows the same date and time for a French (France) locale:
5 mars 2007 11:00:00 HNP (ÈUA)
In a date-and-time column, a data source can provide both a date and a time, or only the date, or only the 
time. If the data source provides both date and time data, you can format the column to display only a 
date, only a time, or both a date and a time. You also can select the exact format for the date or time. For 
example, if the data column displays the following value:
April 3, 2006 11:35 a.m.
selecting the Short Date format for the column displays only the date portion of the data, in the following 
format:
4/3/06
Table 13-9 Results of Custom String Format Patterns
Format pattern Data in the data source Results of formatting
(@@@) @@@-@@@@ 6175551007
5551007(617) 555-1007
( ) 555-1007
(&&&) &&&-&&&& 6175551007
5551007(617) 555-1007
() 555-1007
!(@@@) @@@-@@@@ 6175551007
5551007(617) 555-1007
(555) 100-7
!(&&&) &&&-&&&& 6175551007
5551007(617) 555-1007
(555) 100-7
!(@@@) @@@-@@@@ + ext 9 5551007 (555) 100-7 + ext 9
!(&&&) &&&-&&&& + ext 9 5551007 (555) 100-7 + ext 9
>&&&-&&&&&-&& D1234567xy D12-34567-XY

						

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Table 13-6 shows the standard date-and-time data type formats.
Step 1Select a column that contains date or time data, then click Format.
The Date and Time Format window appears. 
Step 2In Format Date or Time As field, select the desired option. 
Step 3Click Apply.
Formatting Custom Date and Time
You can set custom date formats. Use custom date formatting, however, only if your report will be 
viewed in a single locale. Custom formats always display dates in the format you set and that format 
might not be clear in multiple locales. 
For example, if you use the format MM-dd-yy, the date January 10, 2006 always appears as 01-10-06, 
regardless of the locale in which the report is viewed. For locales in which dates are displayed in 
date-month-year format, a 01-10-06 date is interpreted as October 1, 2006.
Table 13-10 shows examples of custom formats and their effects on a date that is stored as 4/15/2006 in 
the data source.
To create a custom date or time format,
Step 1Select a date-and-time column, then click Format.
The Date or Time column format window appears. 
Step 2In Format Date or Time As field, select Custom. 
A second field, Format Code, appears.
Step 3In the Format Code field, type a format pattern such as those shown in Table 13-10. 
Step 4Click Apply.
Table 13-10 Results of Custom Date Formats
Format  Result of formatting
MM-dd-yy 04-15-06
E, M/d/yyyy Fri, 4/15/2006
MMM d Apr 15
MMMM April
yyyy 2006
W 3 (the week in the month)
w 14 (the week in the year)
D 105 (the day in the year) 
						

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Formatting Boolean Data
A Boolean expression evaluates to True or False. For example, you create a calculated column with the 
following expression:
ActualShipDate  Conditional Formatting. You can set up to three conditional formatting rules for a 
single column. You also can remove or modify conditional formatting.
On Conditional Formatting, you create a rule, or condition, for displaying the data in the column you 
selected. The rule includes both the condition that must be true and the formatting to apply. Figure 13-18 
shows Conditional Formatting.