Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, 2021, and Excel in Microsoft 365. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Counting with Subtotals.

Counting with Subtotals

Written by Allen Wyatt (last updated October 19, 2024)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, 2021, and Excel in Microsoft 365

Suppose that you have two adjacent columns of data. In the first column you have a list of names and in the second column a list of states. If you want to find out how many people live in each state, you can use the subtotaling features of Excel. To use this feature to answer your query, follow these steps:

  1. Make sure there are column heads on each column, such as "Name" and "State." (The subtotaling feature requires the presence of column heads.)
  2. Sort the columns by the values in the second (states) column.
  3. Make sure one of the cells is still selected in either of the columns.
  4. Display the Data tab of the ribbon.
  5. In the Outline group click the Subtotal tool. Excel displays the Subtotal dialog box. (See Figure 1.)

    6. Figure 1. The Name/State Fields of the Subtotal dialog box.

  6. Make sure the At Each Change In drop-down list is set to State. (Use the name of the second column.) This indicates where Excel will insert subtotals.
  7. The Use Function drop-down list should be set to Count.
  8. Using the list in the Add Subtotal To box, choose the columns to which subtotals should be added.
  9. Make sure the Summary Below Data check box is selected.
  10. Click on OK.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (8035) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, 2021, and Excel in Microsoft 365. You can find a version of this tip for the older menu interface of Excel here: Counting with Subtotals.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Stopping Text from Jumping Around

Do you struggle with getting your graphics and surrounding text to appear just the way you want it? Here are some ...

Discover More

Setting Horizontal Alignment

You can horizontally align the information in a cell in any of eight different ways. This tip explains not only how to do ...

Discover More

Counting a Particular Word

Need to know how many times a particular word appears in a document or a portion of a document? Here's a handy trick that ...

Discover More

Dive Deep into Macros! Make Excel do things you thought were impossible, discover techniques you won't find anywhere else, and create powerful automated reports. Bill Jelen and Tracy Syrstad help you instantly visualize information to make it actionable. You’ll find step-by-step instructions, real-world case studies, and 50 workbooks packed with examples and solutions. Check out Microsoft Excel 2019 VBA and Macros today!

More ExcelTips (ribbon)

Making Revisions

You've turned on Highlight Changes, but how do you know what has been changed? This tip explains how Excel displays those ...

Discover More

Using Check Boxes

Check boxes, just like those used in Windows dialog boxes, can be a great addition to a worksheet. Here's how to add them ...

Discover More

Is It Worth Converting Data to a Table?

Excel allows you to work with your data in many different ways. One way is to convert your data to a structured table. ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

(Your e-mail address is not shared with anyone, ever.)

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is two minus 0?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)

This Site

Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.

Links and Sharing
OUR COMPANY
OUR PRODUCTS
OUR SITES
 

Copyright © 2025 Sharon Parq Associates, Inc.