![]() The following example shows SUBTOTAL formulas used for Subtotals and Grand Totals as it automatically re-calculates based on the filter context applied to the worksheet. The Excel SUBTOTAL formula can be used when filtering datasets to only show the Subtotals and Grand Totals of the filtered data, where a standard SUM formula would provide the total of all rows even though they are not visible which can lead to inaccurate analysis. To learn more about the differences between SUM and SUBTOTAL, check out our comprehensive guide. A SUM duplicates the true Grand Total value because it adds the section subtotals along with the individual values while SUBTOTAL provides a true Grand Total. The grand total calculation at the bottom of the spreadsheet show how a SUBTOTAL and SUM calculate values in the same column. The example below shows SUBTOTAL formulas being used for each section’s subtotal. SUBTOTAL excludes other SUBTOTAL formulas giving users a true Grand Total, where a SUM would duplicate values. 9 defines the SUM aggregation method, and the cell range are values to add. Use the SUBTOTAL formula to calculate Grand Totals in Excel with the syntax =SUBTOTAL(9,). This is highly valuable because you can insert additional rows of data in the middle of a category and each subtotal will calculate appropriately, and the Grand Total will also calculate appropriately. The screenshot shows a SUBTOTAL being used on an entire column. The following is an example of SUBTOTAL formulas being used to calculate Subtotals along with a Grand Total that’s in the same column. There are more, but 9 is going to be the one that most people use often, it tells the SUBTOTAL function to add all of the numbers in range like a SUM formula. SUBTOTAL differs from SUM in that you can tell it to COUNT, AVERAGE, or SUM along with a number of other functionalities. Then you define the cell range that you want to apply the aggregation method to. To use the SUBTOTAL function, you first define the aggregation method. This example shows a SUBTOTAL formula being used to add a range of cells together. It’s similar to the SUM function in that it can add a range of cells together, but it is smart enough to avoid other subtotals in the same range, unlike a SUM formula. The Subtotal function in Excel offers a dynamic way to calculate Subtotals and Grand Totals. Calculating Excel Subtotals and Grand Totals with the SUBTOTAL Function The use of addition combined with SUM formulas is only recommended for small data sets that are not likely to significantly change over time. ![]() This method is very useful in our example, but not as useful if you have 20 different groups of subtotals where categories tend to change or move around. A SUM formula to calculate subtotals, and a + operator to add the two subtotals together for a total. The example below highlights the most common method. The issue with this method is when you want to calculate a grand total from a total. This helps you avoid errors when data above the SUM range is updated and eliminates the need to update manual formulas. You can insert rows in the middle of the dataset and the formula will automatically adjust the range. The SUM formula can be used to add all of the values in a defined range. Calculating Excel Subtotals with SUM Formulas This leads us to our next option, the SUM formula. While this method is effective, it is not as dynamic as SUM or SUBTOTAL and can lead to errors when new rows are added into a data set and you forget to update the cell reference in each formula. One of the most common ways to create Excel Subtotals is by using the + symbol to add each individual cell in a row. Calculating Excel Subtotals with Addition We’ll cover each one of these methods in Excel so you can work quicker. The SUBTOTAL function goes a step further and allows people to dynamically add values together with subtotals and grand totals being calculated for all values in the same column. SUM will add all numbers in a range regardless which is better, but then you have to add all of the subtotals created with a SUM to get to get a grand total. However, what happens when a new row is added and you forget to update the formula? The most common starting point for people new to Excel is using the addition sign to manually add rows together. Understanding the difference between ADDITION, SUM and SUBTOTAL is crucial for using Excel efficiently. Viewing Quick Totals in Excel without Formulas.Automatically Add Totals to Excel Tables.Calculating Excel Subtotals and Grand Totals with the SUBTOTAL Function.Calculating Excel Subtotals with SUM Formulas.Calculating Excel Subtotals with Addition.
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