Excel Subtotal Function – Filtered or Visible Values

Author: - Posted on November 23, 2015

What does it do?

It returns a Subtotal in a list or database

Formula breakdown:

=SUBTOTAL(function_num, ref1)

What it means:

=SUBTOTAL(function number 1-11 includes manually-hidden rows & 101-111 excludes them, your list or range of data)

***Go to the bottom of this post to see what each value stands for


The SUBTOTAL function in Excel has many great features, like the ability to:

* Return a SUM, AVERAGE, COUNT, COUNTA, MAX or MIN from your data;

* Find the SUBTOTAL of filtered values;

* Ignore other SUBTOTALS that are included in your range, avoiding any double counting!

* Include hidden values within your data by entering the first argument function_num, as values between 1-11;

* Ignore hidden values within your data by entering the first argument function_num, as values between 101-111;

 INCLUDE FILTERED OR VISIBLE VALUES IN YOUR SUBTOTAL…

Whenever you have a list of data with a filter (CTRL+SHIFT+L) and want to Sum a column, entering a SUM function works fine but it gives you the wrong result whenever you select a filter within your data.

That is because a SUM function includes the hidden values in the calculation.  Not to worry, SUBTOTAL to the rescue!

Using the SUBTOTAL function you can Sum your list of values, then filter your list which returns the Sum of only the visible or filtered values.

STEP 1: function_num:  For the 1st argument, select a number from 101-111, which will ignore any hidden values in the SUBTOTAL calculation!

SUBTOTAL filtered values

STEP 2: ref1:  For the 2nd argument, select the range of values that you want to use in your SUBTOTAL calculation.

See how this is done by following this simple tutorial, plus you can download the Excel workbook to keep.

DOWNLOAD WORKBOOK

 

***Values for the SUBTOTAL function_num:

Includes hidden values    Ignores hidden values    Function      
1101AVERAGE
2102COUNT
3103COUNTA
4104MAX
5105MIN
6106PRODUCT
7107STDEV
8108STDEVP
9109SUM
10110VAR
11111VARP

HELPFUL RESOURCE:

How to Combine VLOOKUP and IFERROR to Replace the #N/A Error in Excel

 

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  • I’m trying to “count” (subtotal) text entries (i.e. how many “YESs” and NOs). How do I create that function. I keep getting “0”…

  • Hi,
    I’m trying to get a cell to count how many times “0” and “1 sox” is displayed. I’ve got
    =SUMPRODUCT(SUBTOTAL(3,OFFSET(‘PMP Data’!E2:E19962,ROW(‘PMP Data’!E2:E19962)-ROW(‘PMP Data’!E2),0,1)),–(‘PMP Data’!E2:E19962=”1 sox”))+SUBTOTAL(2,’PMP Data’!E2:E19962)

    This counts when 1 sox is listed, however it also counts any random number?

    • Hey Nathan,

      Put your data in an Excel Table the create a Pivot Table.

      Drop the Values field in the Row Labels and also into the Values area of the Pivot Table.

      This will show you how many “0” and “1 sox” are within your data set.

      Thanks,
      John

  • Dear Sir,

    Please see here below mentioned query for your easy understanding.
    I want to see the result in column E7 when i filter data in column A3

    (Column E7) Vendor Name:

    (column A3) Vendor Name
    Abdul Aziz Fahad Al Hajri Est
    Ali-Ahmed-Al-Kanfari Gen. Co. Est.
    Amtar Al-Watan Const. & Dev. Est.
    Arab Al-Tamuz for Cont. Est.
    Arkal Est. for Cont.
    Danat Al-Rayan
    Gray Falcon

    • Hussain,

      Please use this formula here: =OFFSET(A3,1,0,1,1)

      I hope this helps!

      John

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