Excel is well-known for its ability to effortlessly perform a variety of mathematical operations, streamlining the process of handling data. One such operation is the Subtotal function, which is relatively straightforward. However, many people might not be familiar with how to use it. In this article, we'll break down the process into simple steps, helping you easily calculate Subtotal in Excel for numerical figures within your dataset.
What is the Subtotal Function?
The SUBTOTAL function in Excel is like a versatile math assistant. It doesn't just give you the sum of numbers; it can work with 11 different math functions like AVERAGE, COUNT, MAX, MIN, PRODUCT, STDEV, SUM, VAR, VAR.P, VAR.S, and STDEV.P.
Imagine you have data in columns, and some rows are hidden. The SUBTOTAL function is smart enough to only consider what you see, ignoring the hidden stuff. This makes it super handy for studying data in Excel sheets.
How to Use Subtotal Function in Excel?
The Subtotal function in Excel offers versatility, accommodating 11 distinct mathematical operations. To navigate its varied uses, it's crucial to grasp the syntax and pivotal argument.
Syntax:
=subtotal(function_number, ref1,...))
The initial argument is the core of the function, dictating the specific operation.
Let's explore this through a dataset with product sales. We'll calculate the sum, average, minimum, maximum, and count using the Subtotal function in Excel:
Step 1: Begin with the Subtotal function in Excel, preceded by "=".
Step 2: For average sales, we will select "1" for our 1st argument.
Step 3: Select the sales values' cell range.
Step 4: Press "Enter" to obtain the average sales.
Step 5: Similarly, for counting values, we will select "2" for our 1st argument.
Step 6: For MAX, we will select "4" for our 1st argument.
Step 7: For MIN, we will select "5" for our 1st argument.
Step 8: For SUM, we will select "9" for our 1st argument.
The Subtotal in Excel is a useful tool for working with data in Excel, as it allows users to perform various operations.
Why use the SUBTOTAL Function?
Frequently, the question arises: Why not simply employ specific functions like SUM or AVERAGE instead of Subtotal in Excel? The answer lies in Subtotal's capability to disregard filtered values.
Consider the example above where we calculated MAX, MIN, AVERAGE, and SUM using both Excel's standard functions and the Subtotal function.
Step 1: Filter out furniture values using the Filter option in our Excel sheet.
Step 2: Observe how the Subtotal function's Average, SUM, MAX, MIN, and Count values differ from those calculated using standard functions. This disparity arises due to Subtotal's ability to ignore filtered or hidden values.
This flexibility empowers users to execute various operations on a value set, selectively excluding unnecessary data or performing calculations on specific categories.
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How to Insert Subtotal Function in WPS Spreadsheet
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Here is how you can use the WPS Subtotal function to perform different operations on your data, using the previous example as a demonstration:
Step 1: Click on an empty cell and type the Subtotal function starting with the “=” sign. WPS Office will automatically add the parentheses for you, so you can focus on the data rather than the syntax.
Step 2: To calculate the Average, enter “1” as the first argument inside the parentheses.
Step 3: Select the range of cells that you want to calculate the average for as the second argument. WPS Office will show you the selected cells in the formula bar.
Step 4: Upon pressing "Enter," WPS Office promptly executes the function, unveiling the results.
These steps can be replicated for the 10 other operations featured in the WPS Subtotal function.
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FAQs:
Q1. Why use Subtotal instead of SUM?
Subtotal is a more efficient method for data analysis due to its ability to ignore hidden or filtered rows, perform various calculations like averaging, counting, and avoiding double-counting, and its ability to exclude other subtotal values, making it more suitable for creating section subtotals and a grand total.
Q2. What is the difference between the Grand total and the Subtotal?
A grand total sums all of the computations for each metric across the whole report, whereas the subtotal concentrates on a specific subset of metric data at a selected level. Both are vital tools for comprehending and interpreting data from various perspectives.
Q3. Is Subtotal the final total?
No, a subtotal does not equal the final total. It is a figure that depicts the outcome of merging particular numbers, but it does not represent the entire collection of data. A subtotal is often computed for a subset of data, sometimes at a given level of detail or based on a certain standard.
Improve Your Data Analysis Skills with WPS Office's Subtotal Function
This article delved into the efficient methods of acquiring subtotals in Excel, bypassing all intricate processes. This comprehensive guide has diligently simplified the procedure for your convenience. For enhancing data management beyond Excel's inherent capabilities, consider embracing the practical features of WPS Office. Optimize your workflow—download WPS Office for enhanced data management.
