Subtotals in Excel

Posted on 2013-05-22
Last Modified: 2013-05-23
See attached spreadsheet.

We want totals of the cost by the task.

Note that I manually did the first one (br01).

Is there a way to do this automatically without manually entering the formula? Note that in many cases, there is only ONE part so obviously the total is just the one part.
Question by:Richard Korts
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LVL 92

Expert Comment

by:Patrick Matthews
ID: 39188694

You can use either the Data / Outline / Subtotal feature, or Insert / Tables / PivotTable feature.

That said, I have a question about the methodology.  Consider br100.  Simply adding the values in B13 and B14 does not seem appropriate, as the quantities for both are not equal to one.

Do you actually need the sum of the products of the cost and quantity columns?

LVL 92

Expert Comment

by:Patrick Matthews
ID: 39188738
Assuming my last sentence above is accurate...

Add a new column to your data, labeled "Amount", with formula:


Copy down as needed.

Now, create a PivotTable, with Task as the row field, and (sum of) Amount as the data field.

Author Comment

by:Richard Korts
ID: 39188799

Yes, you are right, it is b2*d2 (per part).

I can;t understand how I do a pivot table. I tried, it makes no sense (does not give me row field / data field.

Can you explain?
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LVL 92

Accepted Solution

Patrick Matthews earned 500 total points
ID: 39188947
I just made a quick video of how to do this:

Author Closing Comment

by:Richard Korts
ID: 39191125
Thanks for the video; it still took some doing.

I had the Amount column one more column to the right; doesn't work
LVL 92

Expert Comment

by:Patrick Matthews
ID: 39192331
When you use a range as the source for the PivotTable, you need to make sure that that range does not have blank columns or rows :)

Author Comment

by:Richard Korts
ID: 39192455
OK, I didn't know that.

Just for your future reference, the video was great but the images were SO small, I had a hard time seeing the details. I zoomed 3 or 4 times.

LVL 92

Expert Comment

by:Patrick Matthews
ID: 39192659
Thanks for that feedback.  First time using Camtasia :)

Author Comment

by:Richard Korts
ID: 39192760
Regarding Camtasia; is it simple to record technical instructions like you did? I have that need a lot myself.


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