Top/Bottom Reduction dialog

You can use Top/Bottom Reduction to limit your data to selected values at the top or bottom of the data range.

To apply a Top/bottom reduction:

1. Choose a Selection Type from the drop-down list.
   • "Top" means that only the highest-ranked selections will appear in the report.
   • "Bottom" means that only the lowest-ranked selections will appear in the report.
2. Choose a Value Type from the drop-down list, and then enter a Value.
   • Count reduces the selection to the specified number.

     For example: If the existing data values are 1, 2, 3, 4, and 5, and you choose top reduction with a count value of 3, only the three top data values (5, 4, and 3) will appear in the report.

   • Percent reduces the selection to values whose cumulative total is at least the specified percentage of the total of all the values.

     For example: If the existing data values are 1, 2, 3, 4, and 5, and you choose top reduction with a percent value of 60, only those values whose cumulative total is at least 60% of the grand total will appear in the report.
     
     The grand total of the existing values is (1 + 2 + 3 + 4 + 5 = 15). 60% of 15 = 9. When we add together the values starting from the highest value, we find that the sum of the first and second values (5 and 4) is sufficient to reach 9. Therefore only the values 5 and 4 will appear in the report.

   • Sum reduces the selection to the values whose cumulative total is at least the specified value.

     For example: If the existing data values are 1, 2, 3, 4, and 5, and you choose top reduction with a sum value of 10, only those values whose cumulative total is at least 10 will appear in the report.
     
     When we add together the values starting from the highest, we find that it takes the top three values (5, 4, and 3) to equal at least 10. Therefore the values 5, 4, and 3 will appear in the report.

3. Select Show total of others if you want to include a row for "Others." "Others" shows the total of all values that are not included in the reduction.
4. When you have finished, click OK.

Notes:

• Only one Top/bottom reduction can be in effect at a time. Clicking OK to apply a reduction removes any existing reduction.
• Reduction cannot be applied to percentage-based columns.