Creating Subtotals

Hi Jacqueline

Here are the steps to creating subtotals. I will refer to the practice employees file.

First ensure the data is in the form of a table or list.

Secondly sort in ascending order the column you want to subtotal by. In the employees table I want to subtotal by department so I just need to ensure my active cell is in one of the departments relating to the employees and click on the sort ascending button A-Z.

Thirdly go to the Data ribbon and on the Outline group select subtotal. This will display the subtotal box.

In the subtotal box

At each change in - select department from the drop down list box.

Use function - select Sum. There are others, such as, average,

Add Subtotal - Click salary - this is what we'll be subtotalling for each dept.

The checkboxes below

Replace subtotals - this will replace any existing subtotals in the sheet.

Page break - will insert a page break between the subtotals

Summary below data - you want a summary so make sure this is checked.

Then click on ok.

After inserting subtotals you can click on remove all to remove them from the worksheet. Inserting subtotals does not affect the underlying data.

Hope that helps any further queries please do not hesitate to contact me. I will upload the practice employees file so that you can work with it to practice this.

Thanks

Newson