Insert Subtotal in Excel - Formatting

Before we go into this, please bear in mind subtotal is different from the SUM function in Excel.

Users can calculate subtotal and grand total values of a list. A subtotal allows user to hide and display detailed information. This is particularly useful if user wants to work out the subtotal of each category in a long list of data.

To insert subtotals, you first sort your list so that the rows you want to subtotal are grouped together. You can then calculate subtotals for any column that contains numbers.

Inserting Subtotal:

1. Highlight the page

2. Data>Subtotals…

3. A popup window appears:

4. “At each change in:” – choose the column heading that you wish to categorize

5. “Use function:” – Default to “Count” if your chosen field is text and “Sum” if your chosen field is numeric

6. “Add subtotal to:” – specify at which column you want to put in the subtotal function

7. Click OK