SUBTOTAL

 

Rows Hidden by a Filter  |  Manually Hidden Rows  |  Automatic Subtotals

Use the SUBTOTAL function in Excel (instead of SUM, COUNT, MAX, etc.) to ignore rows hidden by a filter or to ignore manually hidden rows.

Rows Hidden by a Filter

1. For example, the SUM function below calculates the total sales.

Sum Function in Excel

2. Apply a filter.

3. The SUM function includes rows hidden by a filter.

Rows Hidden by a Filter Included

4. The SUBTOTAL function ignores rows hidden by a filter and calculates the correct result.

Subtotal Function Ignores Rows Hidden by a Filter

Note: 109 is the argument for Sum if you use the SUBTOTAL function.

5. It's not easy to remember which argument belongs to which function. Fortunately, the AutoComplete feature in Excel helps you with this.

First Argument of the Subtotal Function in Excel

Note: instead of using 101 (AVERAGE) for the first argument, you could also use 1 (AVERAGE), instead of using 102 (COUNT), you could also use 2 (COUNT), etc. When filtering data, there's no difference between the numbers 101-111 and the numbers 1-11.

Manually Hidden Rows

1. For example, the SUM function below sums a range of cells.

Basic Function in Excel

2. Hide row 2.

3. The SUM function includes manually hidden rows.

Manually Hidden Rows Included

4. The SUBTOTAL function ignores manually hidden rows and calculates the correct result.

Subtotal Function Ignores Manually Hidden Rows

Caution: the numbers 101-111 ignore manually hidden rows. However, the numbers 1-11 include manually hidden rows!

Automatic Subtotals

We saved the best for last. Excel can automatically add SUBTOTAL functions for you.

1. The first option. Create a table and add a total row to the bottom of the table. Next, click any cell in the last row to automatically add a SUBTOTAL function.

Table, Total Row, Subtotal

Explanation: in this example, we also filtered by Country. Excel uses the SUBTOTAL function to correctly calculate the total sales in the USA.

2. The second option. On the Data tab, in the Outline group, click Subtotal to outline your data.

Data tab, Outline Group, Subtotal

Explanation: in this example, Excel automatically added 5 SUBTOTAL functions (B6, B9, B13, B19 and B20). Follow the link for more information.