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 funciton 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




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 Senior Training Specialist at SurePoint Technologies. Chris is certified in Excel, Word, PowerPoint, and Outlook. Menard has a YouTube channel with other 600 technology videos covering Excel, Word, Zoom, Teams, Outlook, Gmail, Google Calendar, and other resources that over 7 million viewers have very appreciated. Because of Chris's certification and expertise with Microsoft, Chris is a proud member of Microsoft's Creator Team. Being a member of Microsoft's Creator Teams means many of his videos are available on Microsoft 365 YouTube channel and Microsoft support websites.