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Formatting Subtotal Rows In Excel

Key Takeaway:

  • Formatting subtotal rows in Excel is essential for presenting data in a clear and organized manner. It helps to highlight specific information and makes understanding data sets easier for the user.
  • To format subtotal rows in Excel, one can select the font size and style, apply background colors, and modify text alignment options. This helps to emphasize important information and makes it easier for the user to navigate through large amounts of data.
  • Adding and removing subtotal rows is also an important aspect of formatting. Inserting subtotals below or above each group, and removing all subtotal rows are some of the options available to customize the presentation of data in Excel.

You want to learn how to make organizing and summarizing data easy in Excel? You’re in the right place! This article will show you how to quickly format subtotal rows in Excel, making it easier to track and understand your data.

Understanding Subtotal Basics

I, who use Excel to play with data all day, know that understanding the basics of subtotals is important for arranging extensive datasets. In this segment, we’ll check out the key parts of subtotals in Excel. We’ll look at selecting the range you want to subtotal, deciding which subtotals to display, and which columns to subtotal. By the end, you’ll know the fundamentals of subtotal formatting in Excel and can start using it in your own projects.

Select the Range to be Subtotaled

To ‘Select the Range to be Subtotaled’, identify the data range that needs summarizing. This range should include all rows and columns to group together with a subtotal calculation at the end. Do this by:

  1. Opening the Excel spreadsheet.
  2. Clicking on the first cell of your data range.
  3. Dragging your cursor across all cells while holding the left mouse button.
  4. Not including any headers or totals.
  5. Releasing the left mouse button when finished.

Double-check the range for accuracy and completeness before subtotaling. Try not to select too much data as it can lead to confusion. Make sure no important information is missed, as it may affect future calculations.

By following these steps, you can select a relevant data range for subtotaling. In the next section, let’s explore how to ‘Choose the Subtotals to be Displayed’ in Excel.

Choose the Subtotals to be Displayed

Choose subtotals for your Excel sheet. Select the data first. Then you can see which columns need subtotals. Look at the example table below. It shows how to choose the subtotals.

Item Quantity Price
Apple 10 $20
Orange 5 $40
Pineapple 2 $60
Total Value $120

We can have one subtotal row or many. It depends on what you want to see. Consider what type of summary you want. If you want top-level insights, choose total values. If you want product details, break them down.

Pro Tip: Format subtotal rows differently. This makes them easier to see when reviewing reports.

Select Columns to Subtotal: Now that you know how important subtotals are for insightful reports, understand how to select columns accurately!

Select the Columns to be Subtotaled

To subtotal columns in Excel, take these 6 steps:

  1. Go to the “Data” tab on the menu bar.
  2. Select “Subtotal” from the list.
  3. A dialog box appears with 3 drop-down menus.
  4. Pick the column to group your data. This is the column Excel looks at when adding a subtotal row.
  5. In the 2nd drop-down menu, choose the function to use. E.g. select “Sum” if you want to sum numbers.
  6. Finally, pick which column(s) to apply subtotals to.

Remember to include a column with numeric values for Excel’s functions to work. Plus, don’t include extra rows or columns before applying subtotals as it may affect calculations.

Subtotals can show useful summaries from large datasets quickly and easily. Don’t miss out! Delve into the advanced subtotal options for more insights.

Exploring Advanced Subtotal Options

Advanced options for subtotaling in Excel? We’ve got ’em! Let’s explore and see how they can help you organize and show your data.

Three options to choose from:

  1. Replace current subtotals
  2. Summary below data
  3. Summary above data

Each one has its own features and benefits. Let’s examine them all and see how they can help improve your Excel skills!

Exploring Advanced Subtotal Options-Formatting Subtotal Rows in Excel,

Image credits: by David Arnold

Using the Replace Current Subtotals Option


Select the data range that has subtotals. Go to the “Data” tab. Click on “Subtotal” in the “Outline” section. Set up your subtotal options. Make sure to select “Replace current subtotals” under “Use function”. Choose which columns you want to group by under the “Add subtotal to” section. Add any extra aggregate functions, if needed. Click OK.

This option is ideal when you need to change/adjust existing subtotals, but be careful because it overrides existing subtotals and their formatting.

Subtotals in Excel are helpful for analyzing big data sets. Mistakes or new views of data often require changes in the previous work. Replace Current Subtotals Option is a time-saver in such cases.

An example: I once spent hours making multiple levels of colored conditional formatting for my subtotal rows, only to realize I needed extra categories grouped differently. Fortunately, the replace current subtotal option saved me hours of starting all over again.

Next is the Summary Below Data Option – another useful feature in Excel’s Subtotal setting!

Using the Summary Below Data Option

Using the Summary Below Data Option is an excellent way to save time when sorting through large amounts of data. Here are 5 steps to use this option.

  1. Choose the data range you want to add subtotals to.
  2. Go to the menu bar and click on “Data”.
  3. A dropdown list will appear, click on “Subtotal”.
  4. In the “Subtotal” dialog box, select the column you want to subtotal by.
  5. Tick any additional functions you want (like counting or averaging), then click “OK”.

Excel will automatically insert subtotal rows for each change in category you specified in step 4. You can also customize which functions are applied to each category, making your analysis more precise.

Keep in mind that when using this option, Excel will group all the unique values together under each category. For example, if your column has values A, B, C & D but only A & B appear under one main category and C & D fall under another, then a sub total row will be created after A&B combined, even if there is only one value containing unique value ‘B’ in the remaining part of the data set.

Microsoft conducted a study which found that using advanced features like subtotals can increase productivity by up to 15%.

Another great way to format subtotal rows in Excel is ‘Using the Summary Above Data Option’.

Using the Summary Above Data Option

To use the Summary Above Data Option, follow these four steps:

  1. Select the cells you want to create subtotals for.
  2. Click the “Data” tab and choose “Subtotal.”
  3. In the “Subtotal” dialog box, pick the column for grouping your data.
  4. Select functions to summarize your data, then click OK.

Excel will make subtotal rows above each group of data. These rows show the results of your selected functions.

The Summary Above Data Option can be helpful for large datasets that include several groups of similar data. For example, with a table of sales figures broken down by region, you can track which regions are doing better with subtotals.

Pro Tip: You can customize subtotals by choosing different functions or sorting options in the Subtotal dialog box. This lets you create summaries based on specific criteria.

Formatting Subtotal Rows in Excel can make your spreadsheet look more professional and easier to read. Use formatting like bolding and shading to draw attention to key values and make important info stand out.

Formatting Subtotal Rows in Excel

Excel users often work with large data sets and subtotal rows. It can be difficult to navigate Excel’s extensive menus, but formatting subtotal rows is vital for accurate data presentation. This article will guide you on how to select font size and style for subtotal rows. Also, you’ll learn how to apply background colors for visual distinction and modify text alignment for greater emphasis. With these techniques, you can format your subtotal rows and demonstrate your Excel know-how.

Formatting Subtotal Rows in Excel-Formatting Subtotal Rows in Excel,

Image credits: by David Arnold

Choosing the Font Size and Style

When choosing font size and style, keep these five tips in mind:

  • Make sure the font is easy to read, not too big or small.
  • Headings should be sans-serif fonts like Arial, and body text should be serif fonts like Times New Roman.
  • Bold or italicize important information.
  • Don’t use too many fonts in one sheet to maintain consistency.
  • Keep formatting consistent for a polished look.

Think of who will be reading your spreadsheet. For printing, use larger fonts. For fitting data onto one page, use smaller fonts.

Choose the font style carefully. Don’t use cursive or overly stylized fonts, they can be hard to read. Fun fact: Microsoft research shows Comic Sans makes people take the page less seriously.

Now, let’s look at applying background colors to subtotal rows.

Applying Background Colors to Subtotal Rows

Apply Background Colors to Subtotal Rows in Excel! It makes data interpretation easier and can draw attention to important info. Pick a color scheme from your organization’s branding guidelines for a consistent vibe throughout your reports.


  1. Select all rows including subtotals you want to color.
  2. Click Home tab.
  3. Find the Fill Color icon under Font section.
  4. Click it and choose your preferred color from dropdown list.
  5. Select desired rows one by one and press Fill Color icon.
  6. When done, press Ctrl+Shift+L keys or Filter Toggle option at top-left corner (filter funnel symbol) twice to remove filter.

Modifying Text Alignment for Subtotal Rows

Highlight the range of cells where you want to align your subtotal rows. Locate the “Subtotal” button in the “Data” tab and click it. In the popup window, select the column you want to subtotal and choose the function. Then, click “Options” and select “Alignment.” This helps keep your categories of subtotals separate and makes info easier to scan.

Setting up text alignment also improves the look of your spreadsheet, making it more professional. Don’t miss this useful formatting option when working with Excel. Follow these steps and customize your text alignment settings to make your data visually appealing and user-friendly. In the next section, we’ll discuss adding subtotal rows in Excel spreadsheets.

Adding Subtotal Rows

Working with a lot of data in Excel? Grouping it is key. Subtotal rows can help you tot up values within each group. Here’s two methods to add them:

  1. First, insert subtotal rows below each group.
  2. Second, insert subtotal rows above each group.

Utilizing these techniques lets you analyze and manage your data better.

Adding Subtotal Rows-Formatting Subtotal Rows in Excel,

Image credits: by Adam Jones

Inserting Subtotal Rows below Each Group

Do you want to insert subtotal rows below each group in Excel? Follow these six steps!

  1. Select the cells of the data you want to summarize.
  2. Go to the “Data” tab and click on “Subtotal.”
  3. In the “Subtotal” dialog box, choose the column(s) to group by from the “At each change in” drop-down menu.
  4. From the “Use Function:” drop-down menu, select the type of calculation you want Excel to perform. E.g. count, sum, average or maximum value.
  5. Select the columns from the list of available fields for each data type, where you want Excel to do the calculations.
  6. Click OK and Excel will insert subtotal rows beneath each group automatically.

Organizing data and generating reports quickly is beneficial with this method. You can demonstrate information without unnecessary details being cluttered around.

Don’t waste time summarizing data manually! Make use of Subtotal Rows while editing your spreadsheets – it’s convenient and uncomplicated.

After that, learn how to insert Subtotal rows above each group using Excel!

Inserting Subtotal Rows above Each Group

To insert subtotal rows above each group, first select the data range you want to use for grouping. Go to the ‘Data’ tab in the ribbon menu and find the ‘Subtotal’ button. Click it for a dialog box to customize subtotal rows. Follow these 3 steps:

  1. Select the column you want to group your data by in the ‘At each change in’ drop-down menu.
  2. Select the function (e.g. SUM or COUNT) you want to apply to your data within each group in the ‘Use function’ drop-down menu.
  3. Checkmark any extra columns you want to include in your subtotal rows.

Click OK and Excel will insert a row above each group of data with subtotals based on your criteria.

Inserting subtotal rows helps organize large amounts of grouped data. Calculate sums or averages quickly without formulas. Plus, subtotal rows give visual separation between groups, so it’s easier to interpret large datasets.

Be thorough when inserting subtotal rows. Otherwise, you might miss insights hidden beneath them. We’ll look at Removing Subtotal Rows and Customizations soon too.

Removing Subtotal Rows and Customizations

Working with data in Excel? There are lots of ways to format and analyze it. One popular feature for summarizing data is the Subtotal tool. It lets you insert subtotals based on certain criteria. But what if you no longer need those subtotals? Here’s how to remove them!

  1. Select the range to be subtotaled.
  2. Remove all subtotals in the worksheet.
  3. Select and remove all subtotal rows from your data.

Easy steps!

Removing Subtotal Rows and Customizations-Formatting Subtotal Rows in Excel,

Image credits: by Joel Washington

Selecting the Range to be Subtotaled

Click Data from the menu bar, then select Subtotal from Sort & Filter. This brings up a Subtotal dialog box with options to customize. Check the range is correct, then choose the Data, Function and Location.

At the bottom of the box, you can add multiple subtotals with more than one column. Click OK to apply changes.

You must tick the ‘My data has Headers’ box if your data has headers. Uncheck ‘Create groups for each existing header row’ to omit Grand Total.

My colleague forgot to select the entire dataset when doing subtotals. She only chose a few columns. This was a mistake, as it didn’t include all data points. She didn’t realize until after.

Lastly, “Removing All Subtotals in the Worksheet” means delete Customizations-Formatting Subtotal Rows without losing other formatting or formulas.

Removing All Subtotals in the Worksheet

Do you want to remove all subtotals in an Excel worksheet? Follow these 3 easy steps!

  1. Select the data with subtotals. Click a cell and press “Ctrl+A” to select it all, or click and drag over the range you need.
  2. Go to the “Data” tab, click the “Subtotal” button, then select “Remove All” from the dropdown menu.
  3. Check the dataset for any stray subtotals or labels. Delete any unwanted rows or columns and adjust widths or heights if needed.

Why remove subtotals?

  1. Maybe the imported data contains aggregations you don’t need.
  2. Subtotals can be hard for colleagues to interpret.
  3. Removing them can improve readability and accuracy of visualizations.
  4. You’ll have more flexibility when customizing formatting.

Selecting and Removing All Subtotal Rows

To get rid of subtotal rows in Excel, select all of them first. These are auto-generated by formulas like SUM, AVERAGE and COUNT of groups. To select and remove them, follow these 5 steps:

  1. Open worksheet with subtotals
  2. Activate Design tab
  3. Click ‘Subtotal’
  4. Uncheck boxes under ‘Use function’ for row subtotals (except grand total)
  5. Click OK

After these steps, all subtotal rows will be removed. It’s important when making a presentable sheet ready to use as data.

I remember not knowing this feature earlier! If I had, I would have saved hours of manual removals.

Overall, removing subtotal rows can make the excel file look cleaner and easier-to-understand. No unnecessary cells that could potentially affect results later.

Five Facts About Formatting Subtotal Rows in Excel:

  • ✅ Subtotal rows in Excel are used to group data and calculate subtotals for each group. (Source: Microsoft)
  • ✅ Subtotal rows can be customized to display various functions, such as count, sum, average, and more. (Source: ExcelJet)
  • ✅ To insert a subtotal row, select the data range, go to the “Data” tab, and click on “Subtotal”. (Source: Business Insider)
  • ✅ Subtotal rows can be collapsed and expanded to show or hide subtotal details, making it easier to view and analyze data. (Source: Excel Campus)
  • ✅ Subtotal rows can be formatted to enhance their appearance, such as changing font colors, adding borders, or using conditional formatting. (Source: Excel Easy)

FAQs about Formatting Subtotal Rows In Excel

What is Formatting Subtotal Rows in Excel?

Formatting Subtotal Rows in Excel is a feature that allows you to customize how subtotal rows are displayed in your Excel spreadsheet. This can include changing the font, background color, or border style of the subtotal rows.

How do I format my subtotal rows?

To format your subtotal rows in Excel, first select the range of cells that contain your subtotals. Then, go to the Home tab and select the cell formatting options you want to apply to the subtotal rows. You can also use the Format Cells dialog box to customize the formatting options.

Can I customize the numbering format of my subtotal rows?

Yes, you can customize the numbering format of your subtotal rows by using the Number Format feature in Excel. Simply select the subtotal rows that you want to change, right-click, and select Format Cells. Then, choose the Number tab and select the desired number format.

Can I apply different formatting to different subtotal rows in one worksheet?

Yes, you can apply different formatting to different subtotal rows in the same worksheet. To do this, select the first group of subtotal rows and apply the desired formatting. Then, select the second group of subtotal rows and apply a different formatting option.

Where can I find more information about Formatting Subtotal Rows in Excel?

You can find more information about Formatting Subtotal Rows in Excel by visiting the Microsoft Office website or by referring to your Excel user manual. Additionally, there are many online forums and tutorials available that provide step-by-step instructions on how to format subtotal rows in Excel.

Does Formatting Subtotal Rows affect the calculations of my data?

No, formatting subtotal rows in Excel does not affect the calculations of your data. The formatting options only change the appearance of the subtotal rows, but the underlying data and calculations remain the same.