Subtotal Command in Excel - automatically calculate subtotals and grand totals

Posted on:  11/03/2021
Subtotal Command in Excel - automatically calculate subtotals and grand totals

The Subtotals Command will automatically calculate subtotals and grand totals in a list for a column. Subtotals come with an automatic outline in Excel. The outline will show 1, 2, and 3 to the left of column A. I follow three rules before I use Subtotals - 1) Save, 2) Sort, and 3) Subtotal. You can also do multiple Subtotals.

Subtotal command in Excel

Subtotal command in Excel

YouTube video

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Steps to Subtotal

  1. Sort your data by what you want to subtotal.In the screenshot below, I sorted by State, so I'll subtotal by State.
  2. Click Data - Subtotal
  3. At each change in, select the column you sorted by in step 1.
  4. Use a function, in the video I used Sum, and check what you add subtotals.
  5. Click OK.

To Remove Subtotals

  1. Click Data Subtotal
  2. Click Remove All.
Data Subtotals in Excel

Data Subtotals in Excel

Subtotal by State

Subtotals by State

Using the Outline

Subtotals come with an outline.

  • Outline 1 is Grand Totals
  • Outline 2 is Subtotals and Grand Totals
  • Outline 3 shows all data.It is the default when you first do Subtotals.
Outline 2 in Excel Subtotals

Outline 2 in Excel Subtotals

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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.

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