Amal Nagm

You can automatically calculate subtotals and grand totals in a list (list: A series of rows that contains related data or a series of rows that you designate to function as a datasheet by using the Create List command.) for a column by using the Subtotal command in the Outline group on the Data tab.

• Subtotals are calculated with a summary function (summary function: A type of calculation that combines source data in a PivotTable report or a consolidation table, or when you are inserting automatic subtotals in a list or database. Examples of summary functions include Sum, Count, and Average.), such as Sum or Average, by using the SUBTOTAL function. You can display more than one type of summary function for each column.
• Grand totals are derived from detail data (detail data: For automatic subtotals and worksheet outlines, the subtotal rows or columns that are totaled by summary data. Detail data is typically adjacent to and either above or to the left of the summary data.), not from the values in the subtotals. For example, if you use the Average summary function, the grand total row displays an average of all detail rows in the list, not an average of the values in the subtotal rows.

If the workbook is set to automatically calculate formulas, the Subtotal command recalculates subtotal and grand total values automatically as you edit the detail data. The Subtotal command also outlines (outline: Worksheet data in which rows or columns of detail data are grouped so that you can create summary reports. The outline can summarize either an entire worksheet or a selected portion of it.) the list so that you can display and hide the detail rows for each subtotal.

1. Make sure that each column has a label in the first row, contains similar facts in each column, and that the range has no blank rows or columns.
2. Select a cell in the range.
3. Do one of the following:

   Insert one level of subtotals

   You can insert one level of subtotals for a group of data as shown in the following example.

   

   At each change in the Sport column…

   …subtotal the Sales column.

   1. Sort the column that forms the group.

      For more information on sorting, see Sort data in a range or table.

   2. On the Data tab, in the Outline group, click Subtotal.

      

      The Subtotal dialog box is displayed.

   3. In the At each change in box, click the column to subtotal. In the example above, you would select Sport.
   4. In the Use function box, click the summary function that you want to use to calculate the subtotals. In the example above, you would select Sum.
   5. In the Add subtotal to box, select the check box for each column that contains values that you want to subtotal. In the example above, you would select Sales.
   6. If you want an automatic page break following each subtotal, select the Page break between groups check box.
   7. To specify a summary row above the details row, clear the Summary below data check box. To specify a summary row below the details row, select the Summary below data check box. In the example above, you would clear the check box.
   8. Optionally, you can use the Subtotals command again by repeating steps one through seven to add more subtotals with different summary functions. To avoid overwriting the existing subtotals, clear the Replace current subtotals check box.

   Insert nested levels of subtotals

   You can insert subtotals for inner, nested groups within their corresponding outer groups as shown in the following example.

   

   At each change in the outer, Region column…

   …subtotal the Sales for that region and at each change for the inner, Sport column.

   1. Sort the columns that form the groups.

      For more information on sorting, see Sort data.

   2. Insert the outer subtotals.

      How to insert the outer subtotals

      1. On the Data tab, in the Outline group, click Subtotal.

         

         The Subtotal dialog box is displayed.

      2. In the At each change in box, click the column for the outer subtotals. In the example above, you would click Region.
      3. In the Use function box, click the summary function that you want to use to calculate the subtotals. In the example above, you would select Sum.
      4. In the Add subtotal to box, select the check box for each column that contains values that you want to subtotal. In the example above, you would select Sales.
      5. If you want an automatic page break following each subtotal, select the Page break between groups check box.
      6. To specify a summary row above the details row, clear the Summary below data check box. To specify a summary row below the details row, select the Summary below data check box. In the example above, you would clear the check box.
      7. Optionally, you can use the Subtotals command again by repeating steps one through six to add more subtotals with different summary functions. To avoid overwriting the existing subtotals, clear the Replace current subtotals check box.
   3. Insert the nested subtotals.

      How to insert the nested subtotals

      1. On the Data tab, in the Outline group, click Subtotal.

         

         The Subtotal dialog box is displayed.

      2. In the At each change in box, click the nested subtotal column. In the example above, you would select Sport.
      3. In the Use function box, click the summary function that you want to use to calculate the subtotals. In the example above, you would select Sum.

         Select any other options that you want.

      4. Clear the Replace current subtotals check box.
   4. Repeat the previous step for more nested subtotals, working from the outermost subtotals in.

Tip To display a summary of just the subtotals and grand totals, click the outline symbols next to the row numbers. Use the and symbols to display or hide the detail rows for individual subtotals.