Subtotal

 

Rows Hidden by a Filter | Manually Hidden Rows

Use the SUBTOTAL function in Excel instead of SUM, COUNT, MAX, etc. to ignore rows hidden by a filter or 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. We recommend using the numbers 101-111 because Excel uses these numbers in total rows at the end of tables.

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

Note: when hiding rows, the numbers 101-111 ignore manually hidden rows (step 4). The numbers 1-11 include manually hidden rows but remember, SUM, COUNT, MAX, etc. give the exact same result (step 3).