How to Apply Colors to Subtotal Rows in Excel in Excel

In this article, we will learn How to Apply Colors to Subtotal Rows in Excel in Excel.

Color Subtotal level rows

Working with excel files. Subtotal level rows are usually visible but differentiating it with other rows makes it more readable. We can color on category or subcategory or at the grand total level. But the problem occurs when we select the rows on sublevel and apply color, the color gets applied to the whole data. For this we need to select only visible rows.

Select only visible Rows in Excel

There are some steps to be followed to color only the visible subtotal summary.

  1. Select the level with a subtotal summary.
  2. Go to Find & Select > Go to Special > select Visible cells only.
  3. Now you see the cells have darkened
  4. Go to Home > Fill color option > Choose the color to apply the color

Example :

All of these might be confusing to understand. Let's understand how to use the function using an example. Here we three Subtotal levels




Now we need to color all these so that these rows can be distinguished at any subtotal level. Follow the steps

Select the level 2 and select the rows to color.

Go to Find & Select > Go to Special > select Visible cells only.

Now you see the cells have darkened as shown below

Go to Home > fill color > choose the color you like to fill.

As you can Orange color is applied. Now to confirm select level 3.

As you can clearly subtotal level 2 rows got background color.

Now select Level 1 and use a different color on it.

Different levels are colored differently.

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

  1. Make sure to select the subtotal level data before proceeding to Find & Select.
  2. Make sure you first color level 3, then level 2 and level 1 in descending order or else the last leveled color will be applied over all data.

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