How to use the Subtotal Function with Filters in Excel
Posted on: 10/24/2021
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
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
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 |
Chris Menard
Chris Menard is a Microsoft Trainer (MCT) and works as a full-time Trainer at BakerHostetler - one of the largest law firms in the US. Chris runs a YouTube channel with 900+ technology videos that cover various tools such as Excel, Word, Zoom, Teams, Gmail, Copilot, Google Calendar, and Outlook. To date, the channel has helped over 20 million viewers.
Menard also does 2 to 3 public speaking events yearly, presenting at the Administrative Professional Conference (APC), the EA Ignite Conference, the University of Georgia, and CPA conferences. You can connect with him on LinkedIn at https://chrismenardtraining.com/linkedin or watch his videos on YouTube at https://chrismenardtraining.com/youtube.
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