Excel - Easily Break Up Data using Subtotals and Conditional Formatting

Posted on:  04/01/2023
Excel - Easily Break Up Data using Subtotals and Conditional Formatting

After sorting in Excel, we will look at two great methods for separating blocks of data or showing a clean separator between our groups. 

Break between groups in Excel

Break between groups in Excel

A group may be departments, states, countries, or cities. We will use the Subtotal command, and Page Breaks between Groups for one example. We will follow up with advanced conditional formatting using borders between groups. We will also print titles or our header rows to it is easy to identify the titles on every page. 

Excel Subtotals to put breaks between groups

Excel Subtotals to put breaks between groups

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Steps to Print Titles in Excel

Need your header row to repeat on pages when printing? That is called Print Titles. To Print Titles in Excel,

  1. Click the Page Layout tab.
  2. Click Print Titles
  3. Select the row or rows you want to repeat on each page.
  4. Click Print Preview to test.
Excel Print Titles

Excel Print Titles

Excel Rows to repeat at top

Excel Rows to repeat at top

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Chris Menard

Chris Menard is a certified Microsoft Trainer (MCT) and works as a full-time Trainer at BakerHostetler - one of the largest law firms in the US. He runs a YouTube channel with 900+ technology videos that cover various tools such as Excel, Word, Zoom, Teams, Gmail, Google Calendar, and Outlook. To date, the channel has helped over 18 million viewers. Menard also does 2 to 3 public speaking events every year, presenting at the Administrative Professional Conference (APC), the EA Ignite Conference, the Support Staff Conference, the University of Georgia, and CPA conferences. You can connect with him on LinkedIn at chrismenardtraining.com/linked or watch his videos on YouTube at chrismenardtraining.com/youtube.

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