For our example, we will reexamine our Employee List database and organize it so that
it is grouped by Department and then, within each department, by Gender.
This will allow us to summarize the total salary cost of each department and then display
the average salary of females compared to males within each department.
1) Click File.
3) Click cell B3. (Any cell in the data area will be fine.)
4) For this feature to work correctly, the data must be sorted into the correct grouping.
Click Data | Sort.
6) Click OK.
7) Click Data | Subtotals.
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Hepful Handout: Creating a Subtotal Report
9) Click Department.
10) Click the drop-down for Use function.
14) Excel will calculate the total salary for each department.
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Hepful Handout: Creating a Subtotal Report
20) Ensure that the checkmark for Add Subtotal to is still showing in the Annual Salary
box.
Once the data has been organized by sorting into the required order and there are
suitable subtotals and grand totals, Excel can detect this structure and provide a
grouping of similar data. This allows the user to display various levels of detail for each
group or the data as a whole.
1) Click the button labeled 1 in the upper left corner of your window.
2) Excel collapses the details of the report to its lowest level of detail—the Grand
Average and Grand Total.
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Hepful Handout: Creating a Subtotal Report
6) Excel will expand only the details in that region of the data.
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