How To Subtotal In Excel

It is possible to subtotal data in Excel by using the Subtotal function or the Data tab’s Subtotal feature to calculate subtotals for different groups of data.

Excel is a powerful tool that offers a wide range of functionalities to handle data effectively. Whether you are a student, professional, or simply someone who wants to organize their finances, learning how to use Excel’s features can greatly enhance your productivity. One such feature that is commonly used is the subtotal function. Subtotaling allows you to calculate sums or perform other calculations within selected groups of data. In this blog post, we will explore the ins and outs of how to subtotal in Excel, enabling you to analyze your data with ease and precision. So, let’s dive in and discover the wonders of subtotalling in Excel!

How To Subtotal In Excel: Step-by-Step


Step 1: Organize your data

Sort your data by the desired column before adding subtotals. For instance, if you want subtotals per region in sales data, sort by the ‘region’ column.

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Step 2: Go to the Data tab

To access the ‘Subtotal’ command, locate and click on the ‘Data’ tab on the Excel ribbon. This tab contains various data management tools, including the ‘Subtotal’ feature for organizing and analyzing data.

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Step 3: Select the ‘Subtotal’ command

In the ‘Data’ tab, locate the ‘Outline’ group and find the ‘subtotal’ button. Simply click it to access the subtotal dialog box.

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Step 4: Configuring in the Subtotal Dialog Box

In this step, specify the values, function type (sum, count, average, etc.), and the target column for calculating the subtotal.

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Step 5: View the Subtotals

After clicking OK in the Subtotal dialog box, Excel will calculate and display subtotals and grand totals in your worksheet. It also applies an outline for convenient hiding and showing of different levels of totals.


In conclusion, knowing how to subtotal in Excel is an invaluable skill that can greatly enhance your ability to analyze and summarize data. By using the SUBTOTAL function, you can effortlessly calculate sums, averages, counts, and other aggregations within your spreadsheets. Additionally, applying the subtotal feature can help you create organized and concise reports that highlight key information. Whether you are working with a small dataset or a large array of data, mastering this feature will undoubtedly make your Excel experience smoother and more efficient. So, don’t hesitate to start using subtotals in your Excel worksheets and enhance your data analysis capabilities today!

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