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How to quickly insert subtotals in Excel?

Author: Xiaoyang Last Modified: 2024-07-23

If you're working with extensive data sets, you might find it useful to insert subtotal formulas and grand totals for one or more columns to extract valuable insights. Excel's Subtotal function allows for easy additions of calculations like SUM, AVERAGE, COUNT, MIN, and MAX. However, it primarily caters to categorizing data and does not automatically place subtotals at the bottom of each printed page. This guide will cover how to efficiently apply both types of subtotaling to enhance your data analysis, regardless of the layout.

Insert category subtotals with the Subtotal function

Insert subtotals at the end of each page with Kutools for Excel

arrow blue right bubble Insert category subtotals with the Subtotal function

Supposing you have the following data as the screenshot shows, let’s look at how to use the Subtotal function of Excel.


1. Select the range that you want to insert the category subtotal.

2. Click Data > Subtotal, see screenshot:


3. In the Subtotal dialog box, please specify the following option:

  • (1.) From the At each change in drop-down list, select the column you want your subtotals based on, in this example, I select Name.
  • (2.) Select what type of subtotal formula you want to insert from the Use function option, I choose the Sum function.
  • (3.) Select which column you want the subtotal inserted from the Add subtotal to list boxes, I select sales volume($) to sum the values.
  • (4.) If you’ve already inserted subtotals but you want to change them, you can check Replace current subtotals option;
  • Page break between groups option can help you to insert page breaks for the category subtotals automatically.
  • Summary below data: This inserts the subtotals at the bottom of each change in data. If you don’t check this option, the subtotals will be inserted at the top.


4. After specifying the settings, click OK. You will get the following result:


arrow blue right bubble Insert subtotals at the end of each page with Kutools for Excel

Supposing you have hundreds of rows of data, and you want to automatically insert subtotals of each column at the bottom of each printed page. Of course, you can insert the subtotal formulas as you need manually at the correct position. But this will be tedious and time-consuming. With Kutools for Excel’s Paging Subtotals, you can easily insert the subtotals at the bottom of each page at once.

Note: To apply this Paging Subtotals feature, firstly, you should download and install Kutools for Excel.

After installing Kutools for Excel, please do as follows:

1. Click Kutools Plus > Printing > Paging Subtotals, see screenshot:

2. In the Paging Subtotals dialog box, check the heading of the column that you want to insert a subtotal for it, if you don’t want to insert a subtotal for some specific columns, please uncheck them. And then click on the function list to select the subtotal functions, such as sum, count, average, max, min, product, and count numbers as you need. See screenshot:


3. Then click OK, two new rows of subtotals have been inserted for each page at the end of the data. See screenshots:

doc-insert-subtotals7 doc-insert-subtotals8
doc-insert-subtotals9 doc-insert-subtotals10

Click Paging Subtotals to learn more about this feature.

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Comments (2)
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This comment was minimized by the moderator on the site
Sir, 17th July,2020.I appreciate your efforts by clearly and deeply showing the article "SUB TOTAL".I know that it is not so easy to drill the topic. But you have done this.Thanking you very much and eagerly await such notes in near future too.Kanhaiyalal Newaskar.
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This content was really helpful. Thanks for sharing!
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