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Written by Jacky Chou

How To Subtotal In Excel: A Step-By-Step Guide

Key Takeaway:

  • Excel Subtotals feature allows you to easily summarize and organize data in a specific range, making it easier to visualize and analyze large data sets.
  • Benefits of using Excel Subtotals include the ability to quickly calculate totals and subtotals, view the data in a clear and structured way, and easily switch between different levels of detail.
  • To use Subtotals in Excel, follow the step-by-step guide: Select the data range, access the Subtotal feature, choose Subtotal fields, select aggregate functions, and change Subtotal display options to customize the results according to your needs.

Are you looking to calculate totals and sub-totals quickly and easily in Excel? This comprehensive guide will show you how to utilize subtotaling in Excel to save time and effort. You’ll learn how to easily create organized reports in no time.

Understanding Excel Subtotals

Excel Subtotals – An Informative Guide

Excel subtotals enable users to group and summarize data, making it easier to analyze and draw insights. With subtotals, you can calculate and display summary statistics for each group, such as the count, sum, average, maximum, and minimum.

Below is a table that illustrates how to use Excel subtotals. The table contains actual data and describes the process of subtotaling data in Excel.

Column 1Column 2Column 3
Group A10
Group A20
Group A30
Group B15
Group B18
Group B6

To subtotal this data in Excel, follow these steps:

  1. Sort the data by the column you want to use for grouping.
  2. Click on the “Data” tab and select “Subtotal”.
  3. Specify the column you want to subtotal and the function you want to use.
  4. Choose the level you want to apply subtotals to.
  5. Check the “Summary below data” checkbox to display the subtotal results.

By following these simple instructions, you can quickly subtotal your data in Excel and gain insights that would otherwise be hidden.

It’s important to note that subtotals work best with well-organized data sets. If your data contains merged or split cells, you may encounter errors when subtotalling. It’s therefore recommended that you clean up your data before attempting to subtotal.

In addition, it’s essential to choose the right function for your subtotals. Selecting the wrong function can result in incorrect or misleading results. For example, choosing “average” instead of “sum” can give a different picture of the data’s overall trend.

Step-by-Step Guide to Subtotal in Excel

Subtotal in Excel provides summarized data through lists by grouping and calculating data points based on specific criteria. Here’s a concise guide on how to do it on Excel.

  1. Sort the data – Arrange the data you want to subtotal.
  2. Select the Data Range – Highlight the entire data set.
  3. Go to the Subtotal Command – In the Data Tab, click on Subtotal command.
  4. Select the Criteria and the Function – Choose the column(s) to group data and select the function for calculation.

Excel offers several Subtotal functions, including sum, count, average, and more. Keep these basic steps in mind, and Excel’s Subtotal function will quickly generate useful and easy-to-read results.

It’s important to note that Subtotal is a convenient and time-saving tool, but it doesn’t change the actual data. Instead, it creates a new table and copies the results. Therefore, it’s always wise to keep an original copy for reference.

Subtotal in Excel is especially useful when you’re working with large amounts of data or handling financial reports. However, it’s essential to know that this tool was introduced in Excel version 2007, so older versions might not have this feature.

Overall, Subtotal in Excel is a valuable tool to save time and effort with data organization and analysis without compromising accuracy.

Adding Multiple Levels in Subtotaling

Adding Multiple Levels in Excel Subtotaling

Excel users can efficiently organize their data by using subtotals. In subtotalling, one of the advanced features is adding multiple levels. It allows users to group data by more than one category. Here’s how to do it in six easy steps:

  1. Select the range of data to subtotal.
  2. Go to the Data tab and click on the Subtotal button, located in the Outline group.
  3. In the Subtotal dialog box, select the first category you want to group by from the dropdown menu in the At each change in section.
  4. Select the calculation you want to perform on each group from the Use function dropdown menu.
  5. If you want to group by a second category, click on the Add Level button and repeat steps three and four for the second category.
  6. Click OK, and the subtotals will appear in your worksheet based on your chosen categories.

It is essential to note that the subtotal calculation is based on the grouping order. It is recommended to organize the categories from the most general to the most specific.

Subtotaling helps users to manage large datasets and easily change their data organization. Another useful feature of subtotalling is the outlining function. It arranges subtotals in a collapsible view that enables users to simplify and focus on specific data sets.

Don’t miss out on the opportunity to streamline your data management with subtotalling in Excel. Try out the steps mentioned above to make your workflow more efficient and effective.

Saving and Removing Subtotals

To manage the subtotals in Excel, you can use the ‘Save and Delete Subtotals’ option. Here’s your guide:

  1. Highlight the entire range that includes the subtotals you want to delete or save.
  2. Click on the ‘Data’ tab and choose the ‘Subtotal’ option.
  3. In the ‘Subtotal’ window, select the ‘Remove All’ button to remove the subtotals.
  4. Alternatively, choose the ‘Copy to Another Location’ option to save the subtotals in a new location.
  5. Specify the destination range for the copy and choose the ‘OK’ button.
  6. Click on the ‘OK’ button to finalize the process.

It’s essential to note that subtotals collection in Excel are not the same as totals because it summarizes data based on some other criteria associated with a particular column.

Ensure that you have complete control over your data in Excel by employing the ‘Save and Remove Subtotals’ options to manage the data in your spreadsheet more effectively.

Don’t let a simple task like managing subtotals in Excel prevent you from achieving your goals. Adhere to these simple steps to stay on top of your subtotals game.

Five Facts About How to Subtotal in Excel: A Step-by-Step Guide:

  • ✅ Subtotaling is a tool in Excel that allows users to group and summarize data in various categories. (Source: Excel Easy)
  • ✅ Users can subtotal their data by the values in a particular column or group of columns. (Source: Investopedia)
  • ✅ Excel provides a step-by-step guide for users to use the Subtotal tool in its software. (Source: Microsoft Excel Support)
  • ✅ The Subtotal tool includes various functions that users can use to summarize their data, such as Sum, Average, Count, and more. (Source: Excel Campus)
  • ✅ Subtotaling in Excel can save users time and effort by automating the process of grouping and summarizing data. (Source: Computergaga)

FAQs about How To Subtotal In Excel: A Step-By-Step Guide

What is Subtotal in Excel?

Subtotal is a function in Excel that allows you to group and summarize data by specific categories or columns.

How to Subtotal in Excel: A Step-by-Step Guide

Follow these simple steps to subtotal in Excel:

  1. Select the data you want to subtotal
  2. Go to the “Data” tab on the Excel toolbar
  3. Click on the “Subtotal” button
  4. In the “Subtotal” dialog box, choose the column you want to subtotal by
  5. Select the column you want to perform the function on and choose your desired function (e.g. sum, average, count)
  6. Click “OK” and the subtotal will be added to your data

Can I Subtotal Multiple Columns in Excel?

Yes, you can subtotal multiple columns in Excel. Simply repeat the above steps for each column you want to subtotal.

How Do I Remove Subtotals in Excel?

To remove subtotals in Excel:

  1. Go to the “Data” tab on the Excel toolbar
  2. Click on the “Subtotal” button
  3. In the “Subtotal” dialog box, choose “Remove All” and click “OK”

What Are Some Other Functions I Can Perform with Subtotal in Excel?

In addition to sum, average, and count, you can also use the subtotal function to perform functions such as minimum, maximum, product, and standard deviation.

Can I Customize the Subtotal Function in Excel?

Yes, you can customize the subtotal function in Excel by choosing a different function, changing the data range, or selecting different columns to subtotal by.

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