Summarize Data With Dynamic Subtotals

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


SUMMARIZE DATA WITH DYNAMIC SUBTOTALS...

The Subtotal function can become dynamic when we combine it with a drop down list.

This is a great trick and one that can be used when creating an Excel Dashboard that summarizes key data metrics on one page.

DOWNLOAD EXCEL WORKBOOK

STEP 1:  We need to list the Subtotal summary functions in our Excel worksheet

Subtotal Summary Names

STEP 2: In the ribbon select Developer > Insert > Form Controls > Combo Box

Excel Form Controls Combo Box

STEP 3: With your mouse select the region where you want to insert the Combo Box

STEP 4: Right Click on the Combo Box and select Format Control…

Excel Format Control

STEP 5: For the Input Range, you need to select the range with the Subtotal summary names from STEP 1

STEP 6: For the Cell Link, you need to select a cell where you want to show the output and press OK

(The Cell Link increments by 1 depending on the order of the list and the name chosen.  We will use this value as our first argument in the SUBTOTAL function)

STEP 7: Enter the Subtotal function and for the first argument function_num we will reference the Cell Link from STEP 6

Excel Subtotal 1st argument

STEP 8: For the second argument, select the data range

Excel Subtotal 2nd argument

So you can see as you choose a summary name from the drop down list, it gives us a value for the Cell Link which is equals to the function_num for that summary name!

Subtotal Dynamically

***Values for the SUBTOTAL function_num:

Includes hidden values     Ignores hidden values     Function  
1 101 AVERAGE
2 102 COUNT
3 103 COUNTA
4 104 MAX
5 105 MIN
6 106 PRODUCT
7 107 STDEV
8 108 STDEVP
9 109 SUM
10 110 VAR
11 111 VARP

HELPFUL RESOURCE:

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

 

 

 

If you like this Excel tip, please share itEmail this to someone

email

Pin on Pinterest

Pinterest

Share on Facebook

Facebook

Tweet about this on Twitter

Twitter

Share on LinkedIn

Linkedin

Share on Google+

Google+

Related Posts

GETPIVOTDATA Function What does it do? A formula that extracts data stored in a Pivot Table Formula breakdown: =GETPIVOTDATA(data_field, pivot_table, , ,...) What it means: =GETPIVOTDATA(return me this value from the Values Area, any cell within the Pivot Table, ,...)   T...
Excel´s EndOfMonth function   What does it do? Returns the last day of the month after a start date Formula breakdown: =EOM(start_date, months) What it means: =EOM(Your Start Date, enter 0 for current end of month, 1 for the next end of month, and so on...) The EOMONTH (EndO...
Advanced SUMPRODUCT Function: Conditional Date If you want to find out the total sales for a particular month, then the SUMPRODUCT function is your answer.  You can create a criteria for a specific date range, a particular month or a year. In the example below I show you how to use the SUMPRODUCT function to sum up the tot...
Dynamic Data Validation List What´s a dynamic data validation drop down list in Excel, you say? Well, as you add new data into your Excel Table, your drop down list automatically gets updated. That is a cool feature and it means that you do not need to update your data validation source reference each ...

DO YOU WANT TO GET BETTER AT EXCEL?
If so, join over 80,000 professionals who get career boosting, Free Excel lessons delivered on a weekly basis & receive our Free Excel Keyboard Shortcuts Template

Click here to subscribe

Leave a Comment

Your email address will not be published. Required fields are marked *