Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, and Excel in Office 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

by Allen Wyatt
(last updated January 12, 2019)

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, and Excel in Office 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

Setting Tab Stops Using the Tabs Dialog Box

Aligning different lines in your document is easy. Using the tab stops feature in Word, you can set four different types ...

Discover More

Can't Use Hyperlinks

Before some features in Excel can function properly, you must have the correct permissions set for the user of the ...

Discover More

Mouse Click Event in VBA

Need to know if a particular cell is clicked with the mouse? Excel has no particular event handler for clicking in this ...

Discover More

Program Successfully in Excel! John Walkenbach's name is synonymous with excellence in deciphering complex technical topics. With this comprehensive guide, "Mr. Spreadsheet" shows how to maximize your Excel experience using professional spreadsheet application development tips from his own personal bookshelf. Check out Excel 2013 Power Programming with VBA today!

More ExcelTips (ribbon)

Fixed-Width Settings when Converting Text to Columns

The Convert Text to Columns capabilities of Excel are very helpful when pulling apart information. When working with ...

Discover More

Converting Imported Information to Numeric Values

If the information you import into Excel is treated as text by the program, you may want to convert it to numeric values. ...

Discover More

Watching Cell Values

Want to know what is happening in certain cells in your worksheet? Using the Watch Window is a great way to keep an eye ...

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}] 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 4 - 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 AUTHORS
OUR SITES
 

Copyright © 2019 Sharon Parq Associates, Inc.