# Subtotal Ribbon in Excel

Scenario :

Subtotal means grouping data based on column and its respective values. For example summing up the stock exchange data from 10 sheets of a workbook. Or getting the percentage Average of Income grouping by different departments. For problems like these we use the Subtotal option in excel. Let's understand where to find subtotal and how to use over a set of data explained illustrating an example below.

Subtotal Ribbon in Excel

Select the table > Go to Data > Subtotal > Select the first grouping column > first aggregate function > first subtotal column > Click Ok.

Select the table > Go to Data > Subtotal > Select the second grouping column > second aggregate function > second subtotal column > Untick Replace current subtotal box > Click Ok. And Continue till the data is grouped with different subtotals.

Note : The Subtotal dialog box reads columns. So select the grouping column and aggregate column separately.

Example :

All of these might be confusing to understand. Let's understand how to use the function using an example. Here we have product sales and profit data to subtotal.

We will first group data based on the month. Select the table and Go to Data > Subtotal.

Subtotal dialog box appears in front.

Select the Category column name > Choose Sum function > Profit column to subtotal > Click OK.

You can see the category wise subtotal data in Excel. To add more subtotal.

Select the table again and Go to Data> Subtotal > Select Sub-category column name > Choose Average function > Sales column to subtotal > Untick Replace current Subtotal > Click Ok.

Your data is categorized into sub groups sum category group and average subcategory group.

Above snapshot, green coloured are subcategory grouped subtotal and orange ones are Category grouped subtotal. You can also perform this using the pivot tables. Learn more about pivot tables here.

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).

Hope this article about Subtotal Ribbon in Excel is explanatory. Find more articles on calculating values and related Excel formulas here. If you liked our blogs, share it with your friends on Facebook. And also you can follow us on Twitter and Facebook. We would love to hear from you, do let us know how we can improve, complement or innovate our work and make it better for you. Write to us at info@exceltip.com.

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