Learn how to shortly make Excel subtotals stand out from the information

Project manager using laptop computer.
Picture: Kaspars Grinvalds/Adobe Inventory

Microsoft Excel’s Subtotal characteristic calculates subtotals and a grand complete for columnar information, however that’s not all. This Excel characteristic helps 11 calculating processes: sum, rely, common, most, minimal, product, rely quantity and extra. The excellent news is that Excel’s Subtotal characteristic requires little or no setup–in lower than a minute, you’ll be able to render a somewhat advanced drawback into outcomes. Sadly, there’s scant little formatting. On this Excel tutorial, I’ll present you easy methods to run subtotals on a easy information set after which shortly apply formatting that may make these totals actually stand out.

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In case you’re not acquainted with Excel’s Subtotal characteristic, learn Learn how to use Excel’s Subtotal characteristic, 10+ ideas for working with Excel’s Subtotal characteristic and Learn how to use a conditional format to spotlight subtotal rows in Excel. Nonetheless, you need to be capable of comply with the steps on this article with out prior information of the Excel characteristic.

I’m utilizing Microsoft 365 on a Home windows 10 64-bit system, however you should utilize an earlier model. I like to recommend that you simply maintain off on upgrading to Home windows 11 till all of the kinks are labored out. This Excel characteristic is out there solely in ribbon variations (.xlsx). On your comfort, you’ll be able to obtain the demonstration .xlsx file.

Disclaimers for whenever you use Excel’s Subtotal characteristic

Consistency is the phrase of the day when utilizing Excel’s Subtotal characteristic. The columns you utilize to generate the subtotals should comprises constant information. As an illustration, if a division column comprises inconsistent values comparable to H&R and HR, this characteristic is not going to return the proper outcomes. As an alternative of evaluating H&R and HR as one group, it would consider them as two and in the event you don’t catch it, you may go on misguided info.

The subsequent essential challenge is you will need to type the information earlier than making use of the Subtotal characteristic. In case you’re subtotaling billable hours for every division, you will need to type by the departments first. That means, the teams are already in place earlier than you flip to Subtotal.

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A easy run of Excel’s Subtotal characteristic

The information in Determine A is an information vary, and never a Desk object. That’s as a result of, for now, you can’t run the Subtotal characteristic on information in a Desk object. Now, let’s apply Subtotal to return a subtotal for the bill quantities for every vendor.

Determine A

The Subtotal feature can display an invoice amount for each vendor.
The Subtotal characteristic in Excel can show an bill quantity for every vendor.

First, type the information vary if needed, by the seller. As you’ll be able to see, ours is already grouped by vendor. In case you’re making use of this to your personal work, you may wish to type now. With the information sorted by the seller group—on this case, that’s the seller—you’re prepared to use the Subtotal characteristic:

Click on any cell inside the information vary and click on the Knowledge tab.

Within the Define group (to the far proper) click on Subtotal.

The ensuing dialog tries to anticipate your wants. It might or is probably not appropriate. From the At Every Change In dropdown, select Vendor—that’s the group. From the Use Operate dropdown, select Sum. There are numerous different choices to select from although. Within the Add Subtotal to checklist, examine solely Bill Quantity (Determine A). We solely wish to sum the bill quantities for every vendor. To commit, click on OK to see the ends in Determine B.

Determine B

The subtotals aren’t easy to distinguish.
The subtotals in Excel aren’t simple to differentiate.

As you’ll be able to see, the bill subtotals for every vendor don’t stand out. Fortuitously, just a few fast formatting methods will make them stand out, loud and clear.

Learn how to format subtotals in Excel

What this checklist wants is a few formatting to make these vendor subtotals stand out. On the left, you’ll be able to see the three grouping ranges: 1, 2 and three. To indicate solely the subtotals, click on button 2, which can show three rows: two subtotal vendor rows and one grand complete row.

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At this level, any formatting you add to the subtotaling rows might be utilized to these rows and the hidden rows, and that’s not what you need. Fortuitously, we are able to use the Seen Cells Solely choice to format solely the three rows seen when you click on button 2. In case you skip this step, Excel will choose all of the seen cells within the worksheet.

To use this selection, do the next:

Choose the values in column C—you wish to format the subtotal bill values (C14:C35, which incorporates the hidden rows).

Click on the Residence tab, click on Discover & Choose within the Modifying group, after which click on Go To within the ensuing dropdown.

Within the ensuing dialog, click on the Particular button (bottom-left).

Within the subsequent dialog, click on the Seen Cells Solely possibility (Determine C) and click on OK.

Determine C

Click the Visible Cells Only option.
Click on the Seen Cells Solely possibility in Excel.

With the present choice, click on Daring within the Font group on the Residence tab.

Choose the 2 subtotals and repeat step 2 by way of 4 to decide on solely the seen cells.

Then, click on the Font group’s Dialog Launcher to entry extra choices.

Within the ensuing dialog, click on the Font tab and select Single Accounting from the Underline dropdown and click on OK. Doing so show a single underline within the subtotal cells.

Choose the grand complete worth and apply a Double Account underline in the identical means (Determine D).

Determine D

The subtotals and grand totals are underlined and bold.
The subtotals and grand totals in Excel are underlined and daring.

In case you click on button 3, you’ll be able to see the brand new codecs, as proven in Determine E. If a few of the authentic values are daring or underlined, press Ctrl + Z and repeat the above directions, remembering to pick out the Seen Cells Solely possibility.

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Determine E

Quickly applying a few formats to the subtotals and grand total helps them stand out a bit from the data by moving them to a column of their own.
Shortly making use of just a few codecs to the subtotals and grand complete in Excel helps them stand out a bit from the information by shifting them to a column of their very own.

You may cease right here, however you may want that subtotal and grand complete to face out only a bit extra by shifting them to the correct right into a column of their very own.

In case you clicked button 3, click on button 2 to break down the information and do the next:

Choose solely the seen cells as you probably did earlier than, remembering to pick out C13:C35 first. Bear in mind, there are hidden rows in that vary. Don’t skip this step!

To shift these three values to the correct, click on the Residence tab.

Within the Cells group, click on the Insert possibility and select Insert Cells.

The default values, proven in Determine F is the correct possibility, so click on OK.

Determine F

Shift the subtotal and grand total values to the right.
Shift the subtotal and grand complete values to the correct in Excel.

Repeat the steps once more however the values are actually in column D (D13:D35).

To see the formatted outcomes, click on button 3. The subtotals and grand complete values actually stand out now, as proven in Determine G. You may proceed to use extra formatting, however these appear to get the job accomplished for this explicit subtotal set.

Determine G

The subtotal and grand total values are much easier to discern with a little extra formatting.
The subtotal and grand complete values in an Excel spreadsheet are a lot simpler to discern with somewhat additional formatting.

The one cons to the Excel Subtotal

The formatting utilized is non permanent. It’s nice for a fast print out, nevertheless it doesn’t stick. In case you take away the subtotals after which reapply the characteristic, you’ll have to reapply the formatting. In case you’d like one thing extra everlasting, learn Learn how to use a conditional format to spotlight subtotal rows in Excel.

Earlier than doing something with the subtotals, you will need to bear in mind to use the Seen Cells Solely possibility. In case you overlook, Excel will apply the format to the entire information cells as properly. It may be irritating, however bear in mind, Ctrl+Z will undo the errors shortly so you’ll be able to strive once more.

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