Please Note: This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Counting with Subtotals.
Suppose that you have two adjacent columns of data. In the first column you have a list of names and in the second column a list of states. If you want to find out how many people live in each state, you can use the subtotaling features of Excel. To use this feature to answer your query, follow these steps:
Figure 1. The Subtotal dialog box.
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2750) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Counting with Subtotals.
Professional Development Guidance! Four world-class developers offer start-to-finish guidance for building powerful, robust, and secure applications with Excel. The authors show how to consistently make the right design decisions and make the most of Excel's powerful features. Check out Professional Excel Development today!
Excel automatically formats subtotals for you. But what if you want to change the default to something more suitable for ...
Discover MoreThe Subtotals option on the Data menu is normally available for adding or removing subtotals to data tables. If the ...
Discover MoreYou can insert subtotals and totals in your worksheets by using either a formula or specialized tools. This tip explains ...
Discover MoreFREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."
2014-06-16 11:59:05
Hank Jager
Would it not be easier to use the =Countif(Range,"Selection") method/
2014-06-16 11:54:24
Scott Renz
This helped me in that my company sends out monthly per cent of training complete reports. I could never find myself in them as the report was broken down by employees under a manager under a manager. I had not realized that the reason there were numbers and plus signs in the left margain to the left of the row numbers was because a range had been "subtotalled." When I tried your subtotal tip on some other data, I then saw the same phenomenom in the left margain and realized I could now see my name on the other sheet by removing subtotals. Now I know what all those numbers and pluses on the margain are all about and how to put them there or remove them. Thanks.
2014-06-15 15:23:14
Bill
I performed this function (to the letter, I thought). My counts all show as zero? Why?
It is a list of cities and states and the states are in order. Excel 2000.
Got a version of Excel that uses the menu interface (Excel 97, Excel 2000, Excel 2002, or Excel 2003)? This site is for you! If you use a later version of Excel, visit our ExcelTips site focusing on the ribbon interface.
FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2021 Sharon Parq Associates, Inc.
Please Note:
This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: 
Comments