How to use the Subtotal Function with Filters in Excel

Posted on:  10/24/2021
How to use the Subtotal Function with Filters in Excel

We love to use Filters in Excel. When filtering data, the filtered rows turn blue. To get the SUM, AVERAGE, MAX, MIN, or COUNT of the filtered data, use the SUBTOTAL function.

Subtotal Function in Excel

Subtotal Function in Excel

If you use one of the functions with one argument - SUM, AVERAGE, MAX, MIN, or COUNT - you'll end up with the incorrect answer. For example, when filtering data and you want the highest value, the MAX function is incorrect. You want to use =SUBTOTAL(4,cell range). You don't want the highest value if it is hidden. This is why you use the SUBTOTAL function.

YouTube video of the SUBTOTAL function

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SUBTOTAL function groups

The SUBTOTAL function has two groups. Group 1 is 1 through 11, and Group 2 is 101 to 111. The SUBTOTAL function can return hidden or ignore hidden values, but it doesn't matter which group you use when used with Filters. The first group, 1 to 11, will include hidden, and 101 to 111 will ignore hidden. But as mentioned, with filtered data, it doesn't matter which group is used.

Syntax of the SUBTOTAL function

 

=SUBTOTAL(function_num,ref1,[ref2],...)

 

Arguments for the SUBTOTAL function

Function Include hidden Ingnore hidden
Average 1 101
Count 2 102
Counta 3 103
Max 4 104
Min 5 105
Product 6 106
StDev 7 107
StDevP 8 108
SUM 9 109
Var 10 110
Varp 11 111

 

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Chris Menard

Chris Menard is a Microsoft Certified Trainer (MCT) and is employed full-time as a Trainer for BakerHostetler, one of the nation’s largest law firms. Menard has a YouTube channel with over 800 technology videos covering Excel, Word, Zoom, Teams, Outlook, Gmail, Google Calendar, and other resources that over 12 million viewers have appreciated. Menard also does public speaking at conferences for CPAs and Administrative Professionals. Connect with Chris on LinkedIn at chrismenardtraining.com/linked or on YouTube at chrismenardtraining.com/youtube

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