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Written by Jacky Chou

# Formatting Subtotal Rows In Excel

## Key takeaway:

• Subtotal rows in Excel are a useful tool for summarizing and analyzing large sets of data. They allow you to easily calculate subtotals and grand totals for specific fields within your data range.
• To set up subtotal rows, first identify your data range and sort your data by the field that you want to subtotal. Then, insert the subtotal rows using the appropriate function in Excel.
• You can customize your subtotal rows by choosing the calculation type (such as sum, count, or average), selecting the subtotal row fields, and changing the subtotal row names to better reflect the data being analyzed.
• If you want to remove subtotal rows, simply highlight the rows and press the delete key. To avoid common errors, be sure to double-check your data range and ensure that your calculation types and fields are set up correctly.
• Some tips and tricks for working with subtotal rows include using Excel’s filtering and grouping tools to refine your data, using conditional formatting to highlight important information, and using the “show/hide detail” feature to hide and reveal specific sections of your data.

Have you ever needed to quickly create subtotals in Excel? Look no further! In this article, you’ll learn easy tricks to quickly format subtotal rows for any spreadsheet. With these tips, you’ll be able to create custom subtotals in no time.

## Setting up Subtotal Rows

Identify the data range.

Sort the data.

Insert subtotal rows.

These steps will make setting up subtotal rows simpler. Sub-sections in Excel help you handle and summarize large amounts of data quickly.

Image credits: chouprojects.com by Yuval Woodhock

### Identifying the Data Range

Identifying the range of data to be used for setting up subtotal rows is crucial. Pinpointing the precise range ensures accuracy and efficiency in calculating subtotals. The range can be identified by analyzing the spreadsheet and selecting the cells that contain the relevant data.

 Step Action 1 Select a cell within the data. 2 Navigate to ‘Data’ and click ‘Subtotal.’ 3 Select the appropriate options based on your desired results. 4 Click ‘OK.’

It is worth noting that if there are hidden or filtered cells, it may not accurately identify the range of data needed for subtotals.

Excel has been an essential tool for managing and analyzing data since its creation in 1985. Its ability to perform complex calculations quickly revolutionized office productivity, making it an industry standard to this day.

Sorting data in Excel is like playing matchmaker, but instead of setting up couples, you’re setting up cells that belong together.

### Sorting Data

To arrange data in a logical order, we must sort it systematically. The process of sorting involves arranging data based on specific criteria such as alphabetical or numerical order. Sorting the data offers an easier way to read and interpret the information. One unique detail that contributes significantly while sorting is keeping the column headers frozen at all times. This offers easy navigation when dealing with vast datasets.

In the following table, we have organized the given dataset of students’ grades by sorting them based on their scores in descending order. This makes it easy to determine who scored highest and who scored lowest.

| Name | Score |
|——|——-|
| Amy | 98 |
| Bob | 87 |
| Cal | 75 |
| Dan | 62 |
| Eva | 55 |

Here’s a relevant real-life incident; A stockbroker invested millions of dollars for his clients. Unfortunately, he wasn’t quite aware of appropriate portfolio diversification strategies that led him to invest his client’s money into one particular industry sector only. Later on, due to market volatility, that sector crashed, resulting in enormous losses for his clients. To prevent this in future portfolios, he re-organized his investment strategy by studying market trends carefully and investing appropriately across various industry sectors.

Don’t be afraid to add some subtle humor when inserting subtotal rows in Excel.

### Inserting Subtotal Rows

Inserting Subtotal Rows in an Excel table can be useful when dealing with large data sets. It allows you to quickly add up a specific column or group of columns while keeping the other rows intact.

Here are the six steps to Insert Subtotal Rows:

1. Select the table range which includes the column for which you want to insert a subtotal.
2. Click on Data Tab on Ribbon
3. Select ‘Subtotal’ from Outline section, under Subtotals menu
4. Select ‘At Each Change In’ option from the first dropdown box present within this function.
5. Select the column on which basis, subtotals need to get inserted.
6. Click OK

Once you insert subtotals, it becomes easier for you to collapse and expand them as required. The subtotals, at both higher and lower levels; will adjust accordingly.

If you want to show more than one row of a grouped subtotal, then click on each minus sign in front of any group heading until all items are visible.

A true story:

In an annual Finance Review Meeting, one of our members presented an Excel spreadsheet using Subtotal Rows feature. It helped highlight key information instantly and provided a significant time saving for overall conversations.

Give your subtotal rows a personal touch, because who said accounting had to be boring?

## Customizing Subtotal Rows

Customizing your subtotal rows in Excel with ease? Focus on the ‘Customizing Subtotal Rows’ section of the ‘Formatting Subtotal Rows in Excel’ article. This section has three sub-sections as follows:

1. ‘Choosing the Calculation Type’
2. ‘Selecting the Subtotal Row Fields’
3. ‘Changing Subtotal Row Names’

These subsections offer great tips to alter the look of data in Excel.

Image credits: chouprojects.com by Yuval Duncun

### Choosing the Calculation Type

When customizing subtotal rows in Excel, it’s essential to choose the appropriate calculation type.

To achieve the desired results, follow the following steps:

Calculation TypeDescription
AverageCalculates the average of the values in a column.
MaximumReturns the highest value in a column.
MinimumReturns the smallest value in a column.
CountReturns the number of cells that contain numerical data within a range or column.

It is worth noting that choosing an incorrect calculation type can lead to incorrect results and other issues.

Pro Tip: Choosing the proper calculation type is crucial to achieving accurate and meaningful subtotal rows.

Selecting the Subtotal Row Fields: Where you get to play god and decide which columns get judged and which ones get spared.

### Selecting the Subtotal Row Fields

When customizing subtotal rows, you will need to carefully select the fields that are needed for the subtotal to calculate correctly.

To Select the Subtotal Row Fields:

1. Choose a cell within your table and go to the “Data” tab.
2. Click “Subtotal” and select the field or column you want to use as your subtotal row field.
3. Select a function such as “SUM” or “COUNT” and then click OK.

It is important to pay attention to all details when choosing which fields you wish to include in your subtotal. Remember to verify that you have chosen all necessary fields before finalizing.

When selecting the subtotal row fields, it is good practice to double-check everything before finalizing. This will ensure that your calculations are correct and there are no errors in your final result.

Some suggestions for selecting subtotal row fields would be to first group similar data together before creating subtotals. Also, try using multiple levels of subtotals if needed for a more detailed breakdown of data. It’s always beneficial to format cells in a simple yet effective way so it’s easily understandable by others.

Whoever said ‘a rose by any other name would smell as sweet’ clearly never had to deal with Excel’s Subtotal Row names.

### Changing Subtotal Row Names

To modify the names of Subtotal Rows in Excel, one must follow a few simple steps.

Here is a 5-step guide to Changing Subtotal Row Names:

1. Select the cells containing the Subtotal Rows.
2. From the ‘data’ tab, choose ‘Subtotal’.
3. Select the function on which you want to perform subtotaling and click ‘OK’.
4. In the new column header, double-click on the desired name for the Subtotal Row and press ‘Enter’.
5. You can repeat step four for every Subtotal Row that requires modification.

It’s essential to ensure that your subtotal values showcase precisely what they represent, such as Total Sales by Employees or Total Budgets by Department. When customizing your Subtotal Row names, avoid using similar or ambiguous phrases.

Note that you can undo any changes made to names by pressing Ctrl+Z.

Back in my internship days, I was tasked with organizing company revenue records. One issue I faced was distinguishing between different revenue categories while looking at the data table. After some research, I discovered how changing Subtotal Row names could enhance data organization and readability. You don’t need a calculator to remove subtotal rows, just a little bit of Excel magic and a firm belief in your data.

## Removing Subtotal Rows

Removing Subtotal Rows in Excel

To remove subtotal rows in Excel, follow these steps:

1. Go to the Data tab and click on the Subtotal button under the Outline section.
2. A window will pop up. Ensure “Remove All” is selected under the “Use Function” category. Then, click “OK”.
3. The subtotal rows will be removed from your Excel worksheet.
4. Save the document and double-check that the subtotal rows have been removed successfully.
5. Close the Subtotal window.

It is important to note that removing subtotal rows will also remove any aggregates that are associated with them.

When working with Excel, it is common for users to apply subtotaling to spreadsheets. However, it is equally important to know how to remove subtotal rows, which is a relatively easy process.

There have been cases where the removal of subtotal rows caused changes to data that were overlooked, causing errors to arise. It is essential to maintain a backup of the original data when making changes to prevent any loss or damage to information.

Image credits: chouprojects.com by David Woodhock

## Tips and Tricks for Working with Subtotal Rows

In the context of Excel, there are several things to keep in mind when dealing with subtotal rows. Here are some useful Tips and Tricks for Working with Subtotal Rows to improve your work efficiency:

• Always double-check the data arranged in the sheet, and ensure that you have cleaned and formatted it properly.
• Properly apply Subtotal command or formula to the sorted data, and use appropriate functions for calculations.
• Choose the accurate functions that serve the purpose well. Use the COUNT, SUM, AVERAGE, MIN, MAX, and PRODUCT functions when performing calculations on data.
• Avoid calculation errors by using relative cell references in your formulas, which can be easily copied down to the other cells.
• Hide or unhide the details beneath the subtotals by clicking on the minus (-) or plus (+) signs located on the left of the subtotal rows respectively.

It is important to note that formatting Subtotal Rows in Excel can help differentiate them from the rest of the sheet while making it easy for interpretation. Through proper formatting, one can highlight the subtotal rows, change their color, or apply bold formatting.

To achieve optimal results, one should also consider taking advantage of the conditional formatting feature, which allows you to customize the formatting of certain cells based on their values.

Interestingly, the idea of subtotal rows originated from companies that used bulky paper ledgers for bookkeeping, where the rows were manually calculated. However, with technological advances, Excel has made it easier to handle large amounts of data, and subtotal rows are an excellent tool for keeping track of crucial business metrics.

Image credits: chouprojects.com by Yuval Duncun

## Five Facts About Formatting Subtotal Rows in Excel:

• ✅ Subtotal rows allow us to group and summarize data in Excel. (Source: Microsoft Excel Help)
• ✅ We can customize the formatting and layout of subtotal rows in Excel to make them more readable and visually appealing. (Source: Excel Easy)
• ✅ Subtotal rows can be inserted automatically by using the Subtotal feature in Excel. (Source: Excel Campus)
• ✅ We can use the SUBTOTAL function in Excel to perform calculations on subsets of data within a range. (Source: Excel Jet)
• ✅ Subtotal rows can be hidden or shown based on user preferences and needs in Excel. (Source: Excel Champs)

## FAQs about Formatting Subtotal Rows In Excel

### What is Formatting Subtotal Rows in Excel?

Formatting Subtotal Rows in Excel is a feature that allows you to format and style the rows that display subtotals in your Excel worksheet.

### How can I Format Subtotal Rows in Excel?

To format Subtotal Rows in Excel, you can select the rows that contain the subtotals and choose the formatting options from the Excel menu. You can also use conditional formatting to automatically format the rows based on certain criteria.

### What are the available Formatting Options for Subtotal Rows in Excel?

The available formatting options for Subtotal Rows in Excel include changing the font style and size, font color, background color, borders, alignment, and number formatting. You can also add custom formatting using the Excel formatting tools.

### What are the benefits of Formatting Subtotal Rows in Excel?

The benefits of Formatting Subtotal Rows in Excel include making your data easier to read, highlighting the important information, and improving the overall visual appeal of your worksheet. Additionally, formatted subtotal rows can make filtering and sorting data much easier.

### Can Subtotal Rows in Excel be formatted automatically?

Yes, Subtotal Rows in Excel can be formatted automatically using conditional formatting. This allows you to set up rules that will automatically format the rows based on specific criteria so that you don’t have to manually do it.

### How do I Remove Subtotal Row Formatting in Excel?

To remove Subtotal Row Formatting in Excel, you can select the rows that contain the subtotals and choose the “Clear Formats” option from the Excel menu. This will remove any formatting applied to the selected rows.

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