In this lesson you will learn how to use Subtotals in Excel. It will help you dealing with data in Excel and creating reports.

Subtotals allow you to create summary of the groups list. You can do many various calculations based on subtotals. See at the table below. That's an example report.

Subtotals Table

To insert subtotals first you have to sort your table. Sort column in which you want to use subtotals.

Subtotals Sorting

Next go to the Ribbon to the Data tab. Click Subtotals button.

Subtotals Ribbon

Dialog box appears.

Subtotals Dialog Box

You can choose here:

  • For what you want to subtotal
  • Which function (eg. Sum, Max, Min, Average, …)
  • What you want to subtotal as a result

Excel creates an outline that you can expand with the buttons or plus and minus buttons on the left side of the page.

Subtotals Example

Level 1 - grand count for data across the table

Subtotals Level one

Level 2 - count of rows for each category

Subtotals Level two

Level 3 - displays the entire table with subtotals below each category

Subtotals Level three

To restore the appearance of the table, click Remove All.

Subtotals Remove