How to add subtotals to a date field in excel in Excel

In this article, we will learn How to add subtotals to a date field in excel in Excel.


Whenever a user accesses the subtotal option for the date column, it groups the data by each date value. But if we need to group data by month or year except by each date. For example sum employees tasks on the basis of month and year. For this we will use a feature of format cells and subtotal option to group data. Let's learn how it's done.

Format cells then Subtotal date field in Excel

Select the date range without column label. Right click > Format cells > Custom > choose mmm-yy > Click OK.

Go to Data > Subtotal > Select date column > Aggregate function > subtotal column > click OK.

Example :

All of these might be confusing to understand. Let's understand how to use the function using an example. Here we have a sample data.

Select the date range excluding the date column name and Right Click the range and Select Format cells option.

A Format dialog box appears. Go the Custom option on the left pane and type mmm-yy and click Ok. Your date column is now in new format.

As you can see your data is not edited. The cell still contains the date value. Now we proceed with the subtotaling date field. Select the table and Go to Data > Subtotal.

Click Ok. And you can see the data is grouped as per new date format mmm-yy not the actual date value.

Grouping date field values got a lot easier now. Isn't it?

Here are all the observational notes using the formula in Excel
Notes :

  1. Select the data before proceeding to the subtotal option. Or else the function throws an error.
  2. To remove subtotal. Select table and Go to Data > subtotal > click Remove all button (adjacent to Ok button).
  3. Excel stores dates and time as numbers and is used in calculation by the function. So it’s recommended to use dates as cell reference or using the DATE function instead of giving direct argument to the function. Check the validation of date values, or else the function returns #VALUE! Error.

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