Subtotals Option Grayed Out

by Allen Wyatt
(last updated September 14, 2017)

1

Katherine, using Office 2003, reports that when she is working with a table of data in Excel, she can't choose the Subtotals option from the Data menu. When she displays the Data menu, the option is grayed out, and she cannot select it.

When things are disabled in a workbook there is usually some setup which prevents it in some way. If it happens with all the workbooks (even a new one) there is probably a problem with Excel, and you should look at fixing it or reinstalling it. (How to do this has been covered in other issues of ExcelTips.)

If the problem occurs only in a single workbook, then the problem is probably with the data itself. For instance, Excel 2003 allows you to create formal data lists, which are generally used for generating XML data. If there is a blue border that appears around your data, then you have probably created a data list, and the Subtotals option will no longer be available for that data. To get rid of the data list, select one of the cells within the list, and then choose Data | List | Convert to Range. The Subtotals option should be available as soon as the conversion is complete.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (3074) applies to Microsoft Excel 2003.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Setting the AutoRecover Directory

Excel, by default, periodically writes information to AutoRecover files that can help protect your data in case Excel is ...

Discover More

Formatting an ASCII Table with Tabs

If you get a document from a coworker that has tabs used to line up tabular information, you might want to change that type ...

Discover More

Automating the Importing of Macros

Macros are great when it comes to automating how you work with your workbooks. What if you want to fundamentally change the ...

Discover More

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!

More ExcelTips (menu)

Counting with Subtotals

There are a variety of ways you can count information in different groupings. One convenient way is to use the subtotaling ...

Discover More

Moving Subtotals

When you add subtotals to a worksheet, Excel typically places them in the same column that you are subtotaling. If you want ...

Discover More

Problems with Nested Subtotals

If you have a worksheet that has nested subtotals, you may have run across a problem where the subtotals and grand total ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 9 - 2?

2016-12-28 14:48:27

darrell

Information to convert to range did it. Excellent advice and thank you very much. Nothing like getting the results sought.
thank you very much
Darrell


This Site

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.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.