If you click on 2, you will see just the subtotals.
If you click on 1,the outline will be rolled up completely so that you only see the grand total.
At the top left corner are three small boxes numbered 1, 2, and 3. This is a collapsible outline of your data. You’ll also see that some boxes and lines will have appeared In the left margin.
Summary below data (in other words, add a grand total)Ĭlick OK and all of the totals will be added. Finally, set the three options at the bottom as desired: Just check the box next to each column name you can choose one or several. Step 2 is to choose which columns you want totaled. We want Sum in our example because we just want to add up the sales, but choices include sum, count, average, min, max, and several others that you can explore. Continuing the above example you would choose Sales Rep. In the window that opens, use the “At each change in” box to choose which column it should look at to determine when and where to insert subtotals. Then select the Data tab on the ribbon, and click the Subtotal button which you’ll find in the Outline group. Once you have your data formatted properly make sure your cursor is within the table you want subtotaled, or better yet select the entire table to make sure Excel knows what should be included. This is because the automatic subtotal function looks for changes in the column that you want your subtotal based on in order to determine where to insert the subtotal lines. You can’t just have the sales rep on the first line of that section, like a heading. For example, if you have a list of sales that you want subtotaled by sales rep, first it must be sorted by sales rep and, second, the sales rep has to be entered on every line. And that field (column) needs to have an entry on every line. Logically, you’ll need to have the data in your list sorted by field you want to subtotal by. Did you know that, with just a few clicks, Excel can add subtotals and a grand total to your lists? In order for it to work you do have to start out with your data formatted correctly.
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