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: Using Subtotals and Totals.
by Allen Wyatt
(last updated July 29, 2021)
There are many times you may need to have both subtotals and totals in the same column of data. The easiest solution would be to put subtotals and totals in different columns (like accountants often do), but this is not always practical for the data at hand. In these instances, there are three different approaches you can use.
The first approach is to place your various subtotals, as desired. Then, when it comes time to place your totals, simply use a modified SUM formula. For instance, if you want to get a total for the range F10:F32, and there are subtotals interspersed in the column, you would use this formula for your total:
This works because the addition of the subtotals simply doubles the real value of the column. The second way is to use the familiar AutoSum feature of Excel, accessible in the Editing group on the Home tab of the ribbon. Insert your subtotals as normal in the column. When you are ready to add your total, select all the cells you want to total, as well as the cell where your total will appear. So if you want a total for the range B3:B20 (which includes some subtotals), and you want the total to appear in B21, select cells B3 through B21. Then click on the AutoSum tool. The total inserted by Excel in cell B21 is the sum of all the subtotals in the column.
If you are using a well-defined data table (headings, multiple columns, etc.), then you may also want to use the built-in subtotals feature of Excel. This works particularly well if you need subtotals based on a change in a particular column value. For instance, you may have a table that lists products in one column, quantities in another, and values in another. You can insert subtotals and totals for this table by following these steps:
Figure 1. The Subtotal dialog box.
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (11747) 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: Using Subtotals and Totals.
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!
Excel provides some great tools that can help you see the relationships between the formulas in your worksheets. These ...Discover More
Some worksheets are better understood through the spoken word or with musical accompaniment. Sound files can be easily ...Discover More
The standard way to customize Excel is to add tools to the Quick Access Toolbar. The program provides only a limited ...Discover More
FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."
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.