Home Archives for Subtotal Function
October 24, 2011 1 Comment

How to Use Structured Formula References for Tables in Excel 2007 and Excel 2010

Structured Formula Reference - Excel 2007

Structured Formula Reference - Excel 2007

Beginning with Excel 2007, you can – and should – convert a Standard Data Range to an Excel Table. Doing so offers several advantages:

  • You get a selection of Table Styles – including Alternate Row Shading – that make it easier to read your tables.
  • You can automatically extend the Scope of your Table – by adding additional Fields (Columns) or Records (Rows).
  • You can give your Table a “Name” to reflect the purpose of the Table.
  • You can add a Total Row to Subtotal each Field (Column) and you can change the Function used to Subtotal from a drop-down menu.
  • You can apply Structured Formula References in the Table – Enter the Formula in a Single Cell and it is Automatically copied down for each record in the Table.

“In This Row” Formula Styles

Structured Formula References use a new style of formulas. Rather than referring to a specific Cell, in an Excel Table, you refer to a Field “in this row.” This type of formula is easy to create “inside the table.” It is also fairly easy to create “outside the Table” using the new Formula AutoComplete tool. You will be using [ ] (Left & Right Brackets) for these formulas. I go over these details, in-depth, in this video tutorial.

There are also distinct differences in how Structured Formula References are created between Excel 2007 and Excel 2010. These Structured Formula References are greatly streamlined in Excel 2010 – in my opinion.

The SUBTOTAL() Function and Excel Tables

I strongly recommend that you become familiar with how to use the valuable SUBTOTAL() Function in Excel when referring to the data in a Table. With the SUBTOTAL Function, you can produce a wide range of summaries anywhere on your Excel Workbook. And… the Subtotal Results reflect the totals for any “Filters” that you apply to your Table.

Play this Video in High Definition

Watch this Video in High Definition

Follow this link to watch this Excel Tutorial in High Definition on my YouTube Channel – DannyRocksExcels

Go to Part 2 in this Series of Tutorials

Follow this link to go to Part 2 in this series of tutorials about using Structured Formula References in Excel Tables.

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I invite you to visit my new online shopping site. I have added 6 new products – Extended Length Video tutorials that you can either “download now” or purchase as a DVD-ROM. Each product contains over 90 minutes of in-depth video instruction for Pivot Tables. You can choose the product to fit your version of Excel – Separate products for Excel 2003, Excel 2007 and Excel 2010.

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Filed Under: Excel Data Tables and Lists, Excel Training, YouTube Videos by Danny Rocks Tagged: , , , , , , ,
June 3, 2011 1 Comment

How to Maintain Accurate Subtotals When Your Data Set Expands in Size

Subtotal in Excel 2010 Table

Subtotal in Excel 2010 Table

This is Part 2 of my series of video tutorials demonstrating how to use the SUBTOTAL Function in Excel.

  • In Part 1, I showed you the value of using the Subtotal Function to summarize the results of applying a Data Filter to a range of cells.
  • In this part, I show you how to use an Excel 2007 or Excel 2010 Table to ensure that your Subtotal Formulas are automatically updated when you append records or add additional fields to your original data set.

I strongly recommend basing Filtered Lists and Pivot Tables on an Excel Table (in Excel 2007 or 2010) or an Excel List in Excel 2003. This way, any formulas, filters and references that you make will be automatically updated when you append additional records or otherwise change the structure of your data set.

Function Numbers 101 through 111

Notice that when you “toggle on” the Total Row for a Table or List that Excel uses this formula = SUBTOTAL(109, Table1, [Sales]). Function 109 will use the SUM Function(109) to total the values in the “Sales” field ([Sales]) of a Table named “Table1.” These Function Numbers + 100 were introduced in Excel 2003 and the are automatically applied whenever you are using a Total Row in an Excel Table.

I think that you will learn some cool tricks in this lesson. Let me know what you think!

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Click on this link to watch this video tutorial in High Definition, Full Screen Mode on my YouTube Channel – DannyRocksExcels.

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Maintain Accurate Subtotals When Your Data Set Expands [ 10:24 ] Play Now | Play in Popup | Download (1367)
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Filed Under: Data Filters and Queries, Excel Data Tables and Lists, Excel Functions, Excel Training, Podcast Tips & Timesavers Tagged: , , , , , , , ,
June 2, 2011 1 Comment

Don’t Subtotal Excel Data, Use Subtotal Function Instead

Subtotal Function

Subtotal Function Numbers

I used to love creating Subtotaled Reports. They are useful. They are easy to create. But they are also “clunky.” In my opinion, there are too many steps to take when you wish to see a Subtotal for a different field or to use a different function in your Subtotals.

Let me introduce you to the Subtotal Function in Excel. Here are several ways to take advantage of this function:

  • You can place the Subtotal Function in any cell on your worksheet – it does not have to reside directly below your data field.
  • You can use the Subtotal Function in connection with Data Filters – to get the subtotal for the visible cells in a filter.
  • You can use any of the 11 functions available to the Subtotal Function (Sum, Average, Count, etc.)

Watch This Video in High Definition on YouTube

This file size for this video is a little bigger than usual. So, to watch it, click on this link to view it in High Definition Mode on YouTube.

Subtotal Function Part Two

I have decided to film a second video lesson on the topic of the Subtotal Function – Using Subtotal Function in Excel Tables and Lists. Click on this link to watch my second video on this topic.

Watch or Download My 24 minute Introduction to Pivot Tables Video Recording

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Filed Under: Excel Data Tables and Lists, Excel Functions, Excel Training, Subtotals and Outlines in Excel, YouTube Videos by Danny Rocks Tagged: , , , ,
August 23, 2010 6 Comments

Summarize Multiple Excel Worksheets – Consolidate Data By Position

There are many ways to Summarize the data that is stored in multiple Excel Worksheets or Workbooks. Pivot Tables are great for producing summaries. However, many people do not use – or do not know how to use – Pivot Tables, so let me demonstrate how to use Excel’s Consolidate Data Tool to get the job done.

Consolidate Data By Position

In this scenario, I will take the data from four identical worksheets and consolidate the sales numbers in a new worksheet. First, without using a “Link” to keep the data in the consolidated worksheet current and then I show you how to create a link to the Source Data.

But… there is a “Got’cha Step” when you link sources. It is possible to “double your sales numbers” without realizing it! This might make you feel good when you first see this. However, this is not good – when you are found out. And, trust me on this, someone will definitely find this error!

SUM Across Group of Excel Worksheets

As a bonus, I include another technique to SUM cells from multiple worksheets. Watch as I show you this “trick” – how to use the SUM() Function to total data across a contiguous group of Excel worksheets. It really is a great tip to learn!

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Related Video Tutorials

I continue this lesson on Data Consolidation in Part Two. Click on this link to see how to Consolidate Data By Category.

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Consolidate Data from Multiple Excel Worksheets By Position [ 6:53 ] Play Now | Play in Popup | Download (1591)
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