Excel Subtotal Function Guide

Subtotal Function
Returns a subtotal in a list or database. Subtotals can be insert automatically into sorted data using the Subtotal command in the
group on the Data tab in Excel 2007 and from the Data Menu in earlier versions of Excel.
Syntax: SUBTOTAL(function num, range or values)
Function num is the number 1 to 11 (includes hidden values) or 101 to 111 (ignores hidden values) that specifies which function
calculating subtotals within a list.
Function numbers
Includes hidden values
1
2
3
4
5
6
7
8
9
10
11
Ignores hidden values

101
102
103
104
105
106
107
108
109
110
111
Function
AVERAGE
COUNT
COUNTA
MAX
MIN
PRODUCT
STDEV
STDEVP
SUM
VAR
VARP
If there are other subtotals within the subtotal range, the subtotal values will be ignored. The Subtotal function ignores rows not
in filter results, regardless of the function number.
To insert subtotals, first sort the data with a primary sort on the field you wish to create subtotals for. If you have a Department fi
want to see totals by Department, then first sort on the Department field.
Go to the Detail Worksheet to see information about the subtotals you see in this workbook.
Boni Mays
Fayetteville Technical Community College
www.maysstuff.com
Go to the Use Dialog sheet to see information on how to use the Insert Subtotal dialog box.
Boni Mays
www.maysstuff.com
t automatically into sorted data using the Subtotal command in the Outline
or 101 to 111 (ignores hidden values) that specifies which function to use in
otal values will be ignored. The Subtotal function ignores rows not included
e field you wish to create subtotals for. If you have a Department field and
Boni Mays
www.maysstuff.com
Boni Mays
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Inserting Subtotals
The subtotal dialog box is shown to the right. The first option allows you to choose the field
on which you wish to base your subtotal. At each change in: means that every time there
is a change in the data, a subtotal will be inserted. Make sure you sort before subtotaling.
Your primary sort and At each change in: choice should be the same column heading.
The second option allows you to choose the function you wish subtotal to insert.
The Add subtotal to: section allows you to check the fields to which you wish to apply that
subtotal.
By default, Replace current subtotals and Summary below data will be checked.
Remove the checkmark from Replace current data to add a second subtotal to data that
already contains a subtotal.
Remove the check from Summary below data to have the Summary appear above data.
Check Page break between groups to have each subtotal section print on a different page.
When you have finished working with subtotals and wish to use other tools with your data,
open the subtotal dialog box and click Remove all to remove all subtotals and inserted rows.
Boni Mays
www.maysstuff.com
Boni Mays
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In this Workbook
Outline Bar
The image to the right is a picture of the outline bar that appears when subtotals are inserted into a worksheet. The numbers across the top
allow you to choose a level of visibility for your subtotals. Click the 3 to see all of your subtotals and record detail. Click the 2 to collapse
your subtotals to display only the subtotals and grand total. Click the 1 to display only the Grand total. Adding additional subtotals will add
levels to the outline.
The plus and minus signs on the bar are individual collapse and expand buttons for the detail sections of your outline. The worksheets in this
workbook are showing the detail for only one section, with the rest collapsed to level 2.
Worksheet
Information About the Sheet
Data
By type
This worksheet contains the data used on each sheet in its original format, sorted by part number.
In this worksheet, the data is sorted by Type and then by Total Value, with the largest values listed first. The
subtotal is summing the Quantity and Total Value columns. Click cell F18 to see the subtotal function:
=SUBTOTAL(9,F2:F17). The 9 indicates a function type of SUM.
By dept
In this worksheet, the data is sorted by Dept and then by Total Value, with the largest values first. The subtotal
is summing the Quantity and Total Value columns. Click cell F20 to see the subtotal function:
=SUBTOTAL(9,F2:F19). The 9 indicates a function type of SUM.
Avg by Dept
In this worksheet, the data is sorted by Dept and then by Total Value, with the largest values first. The subtotal
is summing the Quantity and Total Value columns. Click cell F20 to see the subtotal function:
=SUBTOTAL(1,F2:F19). The 1 indicates a function type of AVERAGE.
Avg Cost and Cnt by Dept
In this worksheet, the data is sorted by Dept and then by Total Value, largest values first. The first subtotal is
averaging the Cost and a second subtotal has been added to Count Department. Click cell C20 to see the
subtotal function: =SUBTOTAL(3,C2:C19). The 3 indicates a function type of COUNT.
Wrong
In this worksheet a subtotal has been applied to a table that was not sorted to match. Too many subtotals and
repeated labels for subtotals indicate this kind of a problem. Remove the subtotals, sort, and try again.
With Filter
In this worksheet the data is sorted by Type, then by Dept, and then by Part Number. It has been filtered to
display only Dept 1. Click cell F18 to see the subtotal function: =SUBTOTAL(9,F2:F17). You can see that the
subtotal range includes rows hidden by the filter, but that the total displays the total of only the two visible cells.
With Hidden Rows
In this worksheet, the Subtotal function in cell F18 has been edited to use the ignore hidden values, sum
function number: =SUBTOTAL(109,F2:F17). Rows 3 through 16 have been hidden and, as you can see, those
values are ignored by the subtotal function.
In cell F30, the function has not been changed. Rows 20 through 28 have been hidden, but their values are still
included in the F30 subtotal.
Boni Mays
www.maysstuff.com
Part Number Type

11164539
RT
11164540
AC
11164541
AB
11164542
RT
11164544
AC
11164545
DE
11164546
DE
11164547
DE
11164548
DB
11164549
DE
11164550
DB
11164551
RT
11164556
DE
11164557
AB
11164558
DE
11164559
AC
11164560
RT
11164561
RT
11164562
DE
11164563
DE
11164564
AC
11164565
RT
11164567
AB
11164568
AC
11164569
DE
11164570
DB
11164571
DE
11164572
AB
11164574
RT
11164575
AB
11164579
AC
11164580
DE
11164581
RT
11164582
AB
11164583
DE
11164584
DB
11164585
DB
11164586
RT
11164587
RT
11164591
AC
11164592
DE
11164593
DE
11164594
AC
11164595
RT
Department
Dept 2
Dept 5
Dept 4
Dept 2
Dept 5
Dept 5
Dept 2
Dept 4
Dept 5
Dept 4
Dept 1
Dept 2
Dept 4
Dept 2
Dept 1
Dept 1
Dept 5
Dept 3
Dept 2
Dept 1
Dept 5
Dept 2
Dept 3
Dept 1
Dept 3
Dept 3
Dept 5
Dept 4
Dept 1
Dept 5
Dept 4
Dept 4
Dept 4
Dept 1
Dept 2
Dept 4
Dept 3
Dept 3
Dept 1
Dept 3
Dept 1
Dept 5
Dept 4
Dept 4
Boni Mays
Cost
Quantity
55.30
69.58
47.87
16.22
54.36
74.45
52.03
25.74
39.12
10.97
18.56
45.80
88.39
79.08
15.28
2.77
40.96
25.07
0.84
9.42
16.02
77.83
1.54
9.81
1.77
7.99
23.54
71.10
64.64
50.87
27.60
46.85
1.18
35.00
12.13
51.16
27.88
2.31
1.96
0.92
17.87
10.90
81.80
3.64
15
7
1
5
18
13
11
8
14
3
12
17
2
12
7
15
0
12
12
3
7
4
15
1
8
13
10
4
5
19
3
9
16
10
13
5
2
16
5
4
1
4
11
6
www.maysstuff.com
11164596
11164597
11164598
11164600
11164601
11164602
11164603
11164604
11164611
11164612
11164613
11164614
11164615
11164616
11164617
11164618
11164619
11164620
11164621
11164622
11164623
11164624
11164625
11164626
11164627
11164628
11164629
11164630
11164631
11164632
11164633
11164634
11164635
11164636
11164637
RT
AB
DB
AC
RT
AB
DE
DB
DE
DE
AB
AB
DE
AC
RT
AB
RT
DE
DE
RT
DB
AB
RT
AB
AB
AC
DE
DE
DB
DE
AB
DE
RT
DE
AB
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Dept
Boni Mays
2
4
1
1
1
4
3
1
2
2
5
4
4
2
2
5
1
3
5
2
1
2
2
1
5
2
5
4
1
1
2
4
2
3
5
23.70
3.22
8.74
5.72
60.24
8.96
60.72
1.11
25.54
14.46
93.15
91.37
43.04
1.66
25.92
4.33
12.53
91.76
33.67
12.75
21.08
27.14
84.92
0.81
3.06
19.10
76.98
56.25
19.41
64.04
46.39
62.49
53.66
1.71
50.87
0
2
4
0
12
17
16
4
5
1
9
8
14
18
17
1
8
9
5
6
12
4
4
19
0
14
6
8
6
14
16
0
2
2
2
www.maysstuff.com
Total Value
829.50
487.06
47.87
81.10
978.48
967.85
572.33
205.92
547.68
32.91
222.72
778.60
176.78
948.96
106.96
41.55
300.84
10.08
28.26
112.14
311.32
23.10
9.81
14.16
103.87
235.40
284.40
323.20
966.53
82.80
421.65
18.88
350.00
157.69
255.80
55.76
36.96
9.80
3.68
17.87
43.60
899.80
21.84
Boni Mays
10
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6.44
34.96
722.88
152.32
971.52
4.44
127.70
14.46
838.35
730.96
602.56
29.88
440.64
4.33
100.24
825.84
168.35
76.50
252.96
108.56
339.68
15.39
267.40
461.88
450.00
116.46
896.56
742.24
107.32
3.42
101.74
Boni Mays
11
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Part Number Type

11164575
AB
11164557
AB
11164613
AB
11164633
AB
11164614
AB
11164582
AB
11164572
AB
11164602
AB
11164624
AB
11164637
AB
11164541
AB
11164567
AB
11164626
AB
11164597
AB
11164618
AB
11164627
AB
AB Total
AC Total
DB Total
DE Total
RT Total
Grand Total
Department
Dept 5
Dept 2
Dept 5
Dept 2
Dept 4
Dept 1
Dept 4
Dept 4
Dept 2
Dept 5
Dept 4
Dept 3
Dept 1
Dept 4
Dept 5
Dept 5
Boni Mays
12
Cost
Quantity
50.87
79.08
93.15
46.39
91.37
35.00
71.10
8.96
27.14
50.87
47.87
1.54
0.81
3.22
4.33
3.06
19
12
9
16
8
10
4
17
4
2
1
15
19
2
1
0
139
98
72
184
150
643
www.maysstuff.com
Total Value
966.53
948.96
838.35
742.24
730.96
350.00
284.40
152.32
108.56
101.74
47.87
23.10
15.39
6.44
4.33
5,321.19
2,912.60
1,594.65
7,513.75
4,499.30
21,841.49
Boni Mays
13
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Part Number Type

11164557
11164539
11164551
11164633
11164546
11164617
11164625
11164565
11164628
11164583
11164611
11164624
11164635
11164542
11164622
11164616
11164612
11164562
11164596
AB
RT
RT
AB
DE
RT
RT
RT
AC
DE
DE
AB
RT
RT
RT
AC
DE
DE
RT
Department
Dept 1 Total
Dept 2
Dept 2
Dept 2
Dept 2
Dept 2
Dept 2
Dept 2
Dept 2
Dept 2
Dept 2
Dept 2
Dept 2
Dept 2
Dept 2
Dept 2
Dept 2
Dept 2
Dept 2
Dept 2
Dept 2 Total
Dept 3 Total
Dept 4 Total
Dept 5 Total
Grand Total
Boni Mays
14
Cost
Quantity
79.08
55.30
45.80
46.39
52.03
25.92
84.92
77.83
19.10
12.13
25.54
27.14
53.66
16.22
12.75
1.66
14.46
0.84
23.70
138
12
15
17
16
11
17
4
4
14
13
5
4
2
5
6
18
1
12
0
176
97
117
115
643
www.maysstuff.com
Total Value
3,254.06
948.96
829.50
778.60
742.24
572.33
440.64
339.68
311.32
267.40
157.69
127.70
108.56
107.32
81.10
76.50
29.88
14.46
10.08
5,943.96
2,339.15
4,390.93
5,913.39
21,841.49
Boni Mays
15
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Part Number Type

11164632
DE
11164601
RT
11164582
AB
11164574
RT
11164623
DB
11164550
DB
11164631
DB
11164558
DE
11164619
RT
11164559
AC
11164598
DB
11164563
DE
11164592
DE
11164626
AB
11164568
AC
11164587
RT
11164604
DB
11164600
AC
Department Cost
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1 Average
Dept 2 Average
Dept 3 Average
Dept 4 Average
Dept 5 Average
Grand Average
Boni Mays
16
Quantity
64.04
60.24
35.00
64.64
21.08
18.56
19.41
15.28
12.53
2.77
8.74
9.42
17.87
0.81
9.81
1.96
1.11
5.72
14
12
10
5
12
12
6
7
8
15
4
3
1
19
1
5
4
0
8
9
10
7
8
8
www.maysstuff.com
Total Value
896.56
722.88
350.00
323.20
252.96
222.72
116.46
106.96
100.24
41.55
34.96
28.26
17.87
15.39
9.81
9.80
4.44
180.78
312.84
233.92
258.29
394.23
276.47
Boni Mays
17
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Part Number Type

11164632
DE
11164601
RT
11164582
AB
11164574
RT
11164623
DB
11164550
DB
11164631
DB
11164558
DE
11164619
RT
11164559
AC
11164598
DB
11164563
DE
11164592
DE
11164626
AB
11164568
AC
11164587
RT
11164604
DB
11164600
AC
Dept 1 Count
Dept 2 Count
Dept 3 Count
Dept 4 Count
Dept 5 Count
Grand Count
Department
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
18
Dept 1 Average
19
Dept 2 Average
10
Dept 3 Average
17
Dept 4 Average
15
Dept 5 Average
83
Grand Average
Boni Mays
18
Cost
Quantity
64.04
60.24
35.00
64.64
21.08
18.56
19.41
15.28
12.53
2.77
8.74
9.42
17.87
0.81
9.81
1.96
1.11
5.72
14
12
10
5
12
12
6
7
8
15
4
3
1
19
1
5
4
0
20.50
35.50
22.17
42.45
42.79
33.27
www.maysstuff.com
Total Value
896.56
722.88
350.00
323.20
252.96
222.72
116.46
106.96
100.24
41.55
34.96
28.26
17.87
15.39
9.81
9.80
4.44
-
Boni Mays
19
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Part Number Type

DB Total
DE Total
AC Total
DE Total
AC Total
RT Total
AB Total
RT Total
DE Total
DB Total
AC Total
RT Total
DB Total
RT Total
DB Total
AB Total
DB Total
11164632
DE
DE Total
11164539
RT
11164542
RT
RT Total
DE Total
RT Total
AB Total
DE Total
RT Total
DE Total
RT Total
DE Total
AC Total
RT Total
AB Total
RT Total
AC Total
AB Total
RT Total
AB Total
DE Total
DB Total
RT Total
AC Total
DE Total
AB Total
Department
Cost
Quantity
Dept 1
64.04
Dept 2
Dept 2
55.30
16.22
Boni Mays
20
12
7
15
3
1
5
10
5
1
4
0
12
4
8
12
19
6
14
14
15
5
20
11
17
12
12
4
13
0
6
18
23
4
4
14
16
14
15
8
15
16
4
27
1
www.maysstuff.com
DE Total
AB Total
AC Total
DE Total
RT Total
DB Total
AC Total
RT Total
AB Total
DE Total
AC Total
DE Total
DB Total
RT Total
AC Total
DE Total
AB Total
DE Total
AB Total
DE Total
AB Total
DE Total
AB Total
Grand Total
Boni Mays
13
4
3
9
16
5
11
6
27
22
25
13
14
0
7
10
19
4
10
5
0
6
2
643
21
www.maysstuff.com
Total Value
222.72
106.96
41.55
28.26
9.81
323.20
350.00
9.80
17.87
34.96
722.88
4.44
100.24
252.96
15.39
116.46
896.56
896.56
829.50
81.10
910.60
572.33
778.60
948.96
10.08
311.32
157.69
142.16
29.88
517.14
108.56
339.68
267.40
742.24
408.16
23.10
14.16
159.63
36.96
3.68
1,800.78
47.87
Boni Mays
22
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415.61
284.40
82.80
421.65
18.88
255.80
899.80
21.84
889.72
1,052.56
1,465.54
967.85
547.68
112.14
235.40
966.53
43.60
842.68
168.35
461.88
101.74
21,841.49
Boni Mays
23
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Part Number Type

11164582
AB
11164626
AB
AB Total
11164559
AC
11164568
AC
11164600
AC
AC Total
11164550
DB
11164598
DB
11164604
DB
11164623
DB
11164631
DB
DB Total
11164558
DE
11164563
DE
11164592
DE
11164632
DE
DE Total
11164574
RT
11164587
RT
11164601
RT
11164619
RT
RT Total
Grand Total
Department
Dept 1
Dept 1
Dept 1
Dept 1
Dept 1
Cost
Quantity
35.00
0.81
2.77
9.81
5.72
Dept
Dept
Dept
Dept
Dept
1
1
1
1
1
18.56
8.74
1.11
21.08
19.41
Dept
Dept
Dept
Dept
1
1
1
1
15.28
9.42
17.87
64.04
Dept
Dept
Dept
Dept
1
1
1
1
64.64
1.96
60.24
12.53
Boni Mays
24
10
19
29
15
1
0
16
12
4
4
12
6
38
7
3
1
14
25
5
5
12
8
30
138
www.maysstuff.com
Total Value
350.00
15.39
365.39
41.55
9.81
51.36
222.72
34.96
4.44
252.96
116.46
631.54
106.96
28.26
17.87
896.56
1,049.65
323.20
9.80
722.88
100.24
1,156.12
3,254.06
Boni Mays
25
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Part Number Type

11164582
AB
11164637
AB
AB Total
11164559
AC
11164564
AC
AC Total
DB Total
DE Total
RT Total
Grand Total
Department
Dept 1
Dept 5
Dept 1
Dept 5
Boni Mays
26
Cost
Quantity
35.00
50.87
2.77
16.02
10
2
Err:502
15
7
98
Err:502
Err:502
Err:502
Err:502
www.maysstuff.com
Total Value
350.00
101.74
Err:502
41.55
112.14
2,912.60
Err:502
Err:502
Err:502
Err:502
Boni Mays
27
www.maysstuff.com
More information and examples are also

available for the following functions, visit
Boni's Site:
http://www.maysstuff.com/excel/
AVERAGE
AVERAGEIF
AVERAGEIFS
CEILING
COUNT
COUNTA
COUNTIF
COUNTIFS
DATEDIF
DAY
EDATE
EOMONTH
EVEN
FIND
FLOOR
HLOOKUP
HOUR
IF
IFERROR
INT
LEFT
LEN
MAX
MID
MIN
MINUTE
MONTH
MROUND
NETWORKDAYS
NOW
ODD
PMT
RIGHT
ROUND
ROUNDDOWN
ROUNDUP
SECOND
SUBTOTAL
SUM
SUMIF
SUMIFS
SUMPRODUCT
TIME
TIMEVALUE
TODAY
TRUNC
VLOOKUP
WORKDAY
YEAR

Excel Subtotal Function Guide

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Excel Subtotal Function Guide

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Subtotal Function

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Information About the Sheet

Avg Cost and Cnt by Dept

With Hidden Rows

Part Number Type

Part Number Type

Part Number Type

Part Number Type

Part Number Type

Part Number Type

Part Number Type

Part Number Type

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