Windows 7

# Microsoft Excel 2010 : Building More Powerful Worksheets - Summarizing Data Using Subtotals & Summarizing Data Using Functions

7/31/2011 9:31:53 AM

### Summarizing Data Using Subtotals

If you have a column list with similar facts and no blanks, you can automatically calculate subtotals and grand totals in a list. Subtotals are calculated with a summary function, such as SUM, COUNT, or AVERAGE, while Grand totals are created from detailed data instead of subtotal values. Detailed data is typically adjacent to and either above or below or to the left of the summary data. When you summarize data using subtotals, the data list is also outlined to display and hide the detailed rows for each subtotal.

#### Subtotal Data in a List

Organize data in a hierarchical fashion—place summary rows below detail rows and summary columns to the right of detail columns.

Select the data that you want to subtotal.

Click the Data tab.

Use sort buttons to sort the column.

Click the Subtotal button.

Click the column to subtotal.

Click the summary function you want to use to calculate the subtotals.

Select the check box for each column that contains values you want to subtotal.

To set automatic page breaks following each subtotal, select the Page break between groups check box.

To show or hide a summary row above the detail row, select or clear the Summary below data check box.

To remove subtotals, click Remove All.

Click OK.

To add more subtotals, use the Subtotal button again.

### Summarizing Data Using Functions

You can use conditional functions, such as SUMIF, COUNTIF, and AVERAGEIF to summarize data in a workbook. These functions allow you to calculate a total, count the number of items, and average a set of numbers based on a specific criteria. You can use the SUMIF function to add up interest payment for accounts over \$100, or use the COUNTIF function to find the number of people who live in CA from an address list. If you need to perform these functions based on multiple criteria, you can use the SUMIFS, COUNTIFS, and AVERAGEIFS functions. If you need to find the minimum or maximum in a range, you can use the summarizing functions MIN and MAX.

#### Use Summarize Data Functions

Click the cell where you want to place the function.

Type = (equal sign), type a text function, specify the argument for the selected function, and then press Enter.

Some examples include:

• =AVERAGE(D6:D19)

• ={=SUM(1/COUNTIF(C6:C19, C6:19))}

• =SUMIF(C6:C19,“Todd”, Quantity_Order1)

• =SUM(Quantity_Order1)

Or click the Formulas tab, click the Math & Trig button or click the More Functions button and point to Statistical, click a data function, specify the function arguments, and then click OK.

You can use several functions to count items in a range. The COUNT function counts the number of cells that contain numbers within the list of arguments, while the COUNTA function counts the number of cells that are not empty and the values within the list of arguments.

## Summarize Data Function Examples

FormulaResultDescriptions
SUM(num1,num2,...)SUM(A1:A10)Add the cells within a range.
SUMIF(range, criteria,sum_range)SUMIF(A1:A10,”>100”,B1:B10)Add the cells within a range that meets specific criteria. The sum_range are the cells to add that corresponds to cells in the range that match the criteria. Blanks and text values are ignored. Criteria is 10, “10”, “<10”, or B3.
COUNT(value1,value2,...)COUNT(A1:A10)Counts the number of cells that contain numbers within the list of arguments.
COUNTA(value1,value2,...)COUNTA(A1:A10)Counts the number of cells that are not empty and the values within the list of arguments.
SUMIFS(sum_range,criteria_range1, criteria1, criteria_range2, criteria2...)SUMIF(B1:B10,”>100”,A1:A10, “<1000,C1:C10)Add the cells within a range that meets multiple criteria. The sum_range are the cells to add that corresponds to cells in the range that match the criteria. Blanks and text values are ignored. Criteria is 10, “10”, “<10”, or B3.
COUNTIF (range, criteria)COUNTIF(A1:A10,“CA”)Counts the number of cells within a range that meets specific criteria. Blanks and text values are ignored. Criteria is 10, “10”, “<10”, or B3.
COUNTIFS(range1, criteria1, range2, criteria2...)COUNTIFS(A1:A10,“CA”, B1:B10,“94588”)Counts the number of cells within a range that meets multiple criteria. Blanks and text values are ignored. Criteria is 10, “10”, “<10”, or B3.
AVERAGE(range)AVERAGE(A1:A10)Adds a group of numbers and then divides by the count of those numbers.
AVERAGEIF(range, criteria, average_range)AVERAGE(A1:A10,”<1000” B1:B10)Returns the average of all the cell in a range that meets specific criteria. TRUE or FALSE are ignored. Criteria is 10, “10”, “<10”, or B3.
AVERAGEIFS(average_range, range1, criteria1,range2, criteria2...)AVERAGE(B1:B10,”<1000” A1:A10,”>500”)Returns the average of all the cell in a range that meets multiple criteria. TRUE or FALSE are ignored. Criteria is 10, “10”, “<10”, or B3.
MIN(num1,num2,...)MIN(A1:A10)Returns the smallest number in a set of values.
MAX(num1,num2,...)MAX(A1:A10)Returns the largest number in a set of values.