Microsoft Office Tutorials and References
In Depth Information
Creating a Subtotal Report
Aside from putting your list in some
logical, useful order, what good does sorting
do you? Well, it sets your list up to become a
Subtotal Report, a handy, informative tool that
turns those sorted groups into calculated sections
of a report like the one shown in Figure 7-11,
based on the sort completed in Figure 7-10,
grouping the cities by state and their healthcare
Creating multiple-field sort with the Sort
dialog box is the more effective way to
prepare for a Subtotal Report, but it’s not
the only way. You can also make your own
groups, as discussed in the last sections
of this chapter, beginning with “Creating
Manual Groups from Sorted Rows.”
The term “Subtotal” is key to understanding what
a Subtotal Report is. As shown in Figure 7-11, there
are calculations performed on the sort-generated
groups, such as counting (for non-numeric fields),
or creating a sum or average for numeric fields.
The numeric field need not be one you sorted
on, however, as shown in Figure 7-12, where the
Local Population is averaged by state.
Your sorted groups become useful sections
of an informative Subtotal Report.
To make this report, you need to have gone
through the multiple-field sort steps in the
previous section of this chapter, using the Sort
command and dialog box. A subtotal report can
be made by a single-field sort, but only if the sort
creates groups—sorting the cities list by state, for
example, or by one of the ratings. Sorting by city,
local population, or median housing will not
create groups to be subtotaled.
Perform a calculation on the fields
in your Subtotal Report.