This is useful if you want to print the spreadsheet with each account type totaled on a separate page. The second checkbox is Page break between groups. This option allows you to separate the subtotaled sections to different pages. Although I did not have any existing subtotals in my spreadsheet, I will leave the option checked. The first one is Replace current subtotals, which will remove any subtotals currently in the dataset with the new ones. There are three checkboxes at the bottom of the Subtotal window. Under Add subtotal to:, choose BUDGET since this is what we want totaled for each account type. Notice there are several options you could choose other than SUM. Under Use function:, choose Sum, which is the default. However, you do not have to subtotal by the first column you could have picked from any of the columns in the dataset. Under At each change in:, choose ACCT_TYPE since that is what we decided to subtotal. Then choose Subtotal from the Outline group, and the Subtotal window will open. Place your cursor anywhere in the dataset. It contains many account types, account codes, account titles, departments, cost centers, years, months, and budgeted values.įirst, let’s subtotal the budgeted values by account type. See below for a small snippet of the spreadsheet we will be subtotaling. You can download an Excel workbook similar to the one described in the question here and access a video demonstration of how to automatically create subtotals at the bottom of this article. And one of the most useful reasons is that you can automatically create the subtotals, saving a considerable amount of time. Other benefits to using SUBTOTAL are that you can opt to ignore any numbers that have been hidden, dynamically summarize data, and sum filtered values. One reason is that the subtotals are ignored when calculating the grand total, making it much easier to sum the entire spreadsheet. A colleague suggested I use the SUBTOTAL function, but is there really any difference? It’s just a different function.Ī. There are several reasons to use SUBTOTAL instead of SUM when inserting subtotals in your spreadsheet. I have been manually doing this using the SUM function. I receive regular spreadsheets with all of our company’s accounts, departments, employees, and balances, and I have to subtotal the amounts by accounts, departments, etc.
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