Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, and 2016. 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: Formatting Subtotal Rows.
by Allen Wyatt
(last updated July 3, 2018)
When you add subtotals to a worksheet, Excel automatically formats the subtotals using a bold font. You, however, may want to have some different type of formatting for the subtotals, such as shading them in yellow or a different color.
If you use subtotals sparingly, and only want to apply a different format for one or two worksheets, you can follow these general steps:
Figure 1. The Go To dialog box.
Figure 2. The Go To Special dialog box.
If you will be repeatedly adding and removing subtotals to the same data table, you may be interested in using conditional formatting to apply the desired subtotal formatting. Follow these steps:
Figure 3. The New Formatting Rule dialog box.
Figure 4. The Format Cells dialog box.
When following the above steps, make sure that you replace A1 (steps 7 and 14) with the column in which your subtotals are added. Thus, if your subtotals are in column G, you would use G1 instead of A1.
If you need to format subtotals on quite a few worksheets, then you may want to create a macro that will do the formatting for you. The following macro examines all the cells in a selected range, and then applies cell coloring, as appropriate.
Sub FormatTotalRows() Dim rCell as Range For Each rCell In Selection If Right(rCell.Value, 5) = "Total" Then Rows(rCell.Row).Interior.ColorIndex = 36 End If If Right(rCell.Value, 11) = "Grand Total" Then Rows(rCell.Row).Interior.ColorIndex = 44 End If Next End Sub
The macro colors the subtotal rows yellow and the grand total row a darker shade of yellow. (The exact colors on your system may vary depending on the theme you have loaded.) The macro, although simple in nature, is not as efficient as it could be since every cell in the selected range is inspected. Nevertheless, on a 10 column 5000 row worksheet this macro runs in under 5 seconds.
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (8110) applies to Microsoft Excel 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Excel here: Formatting Subtotal Rows.
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