Inserting Subtotals and Grand Totals in a Data List: MS Excel

Dennis Faas's picture

When automatic subtotals are inserted, Excel outlines the list by grouping detail rows with each associate subtotal row, and grouping subtotal rows with the grand total row.

To insert subtotals and grand totals in a data list, follow the instructions below:

  1. Sort the data list on the field or fields by which the data should be grouped.
  2. Position the active cell within the data list.
  3. Select Data | Subtotals.
  4. The Subtotal dialog box appears.
  5. Select a field by which to group from the At each change in drop-down list.
  6. Select a calculation function from the Use function drop-down list.
  7. Select the field(s) to be used in the calculation from the Add subtotal to list.
  8. Choose Replace current subtotals to have new calculations replace existing calculations.
  9. Choose Page break between groups to create a page break between each unique grouping within the data list.
  10. Choose Summary below data to create a grand total below the data list.
  11. Select OK.

Subtotals and grand totals, as well as the outlining symbols that are added with them can be removed from the worksheet through the menu.

To remove subtotals, follow these steps:

  • Position the active cell within the data list.
  • Choose Data | Subtotals.
  • The Subtotals dialog box will appear.
  • Choose Remove All to remove both subtotals and grand totals.

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