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

Other Excel articles

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 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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