Adding Subtotals to a List

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Adding Subtotals to a List

Adding Subtotals to a List

It is often desirable to add subtotals to your data. Fortunately, Excel can do this for you, including:

  1. Adding the rows on which the subtotals will appear.
  2. Adding the subtotals themselves.
  3. Bolding the subtotals so they stand out.
  4. Grouping your data to make it easy to show only the subtotals and totals.

To add subtotals to a list in Microsoft Excel:

  1. Sort your data by the item(s) for which you wish to get subtotals.
  2. Select any cell in the list.
  3. On the DATA tab, in the Outline group, click the Subtotal command:
  4. In the Subtotal dialog box:
    1. Choose what you want to acquire subtotals for in the At each change in box.
    2. Choose the function you want to use in the Use function box. The most common function to use for subtotals is Sum, but you can use Count, Average, Min, Max, and other functions.
    3. Choose what you want to add subtotals to. This is the column in which the function (Sum, Count, Average, etc.) will be applied.
    4. Click OK.

Grouping and Ungrouping Data in a List

Again, when you add subtotals, Excel groups your data so you can collapse and uncollapse it to show all the data, just subtotals and totals, or just totals.

For example:

  1. The following data includes subtotals and is currently set to show all data:
  2. The following image shows the same data in the same worksheet, but set (by clicking 2 in the upper left corner) to show only subtotals and totals:
  3. And the following image again shows the same data, but set (by clicking 1 in the upper left corner) to show only totals:

Adding subtotals is one way to group data in Excel, but you can easily group data in any list. To group data in Excel:

  1. Select the rows or columns you wish to group.
  2. On the DATA tab, in the Outline group, click the Group command:
  3. In the Group dialog box, select Rows or Columns and click OK:

To ungroup data in Excel:

  1. Select the rows or columns you wish to ungroup.
  2. On the DATA tab, in the Outline group, click the Ungroup command:
  3. In the Group dialog box, select Rows or Columns and click OK:
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