Microsoft Office Tutorials and References
In Depth Information
Creating a Subtotal Report
Expanding and Collapsing Your Subtotal Report
The first thing you’ll notice about your Subtotal report is the appearance of numbers and columns on
the left side of your worksheet, to the left of Column A (which might not be a field in your list). These
columns allow you to expand and collapse your report, showing more or less detail for some or all
of the groups within the report. As shown in Figure 7-17, you can collapse everything down to show
just the grand total (click the 1 button), or as shown in Figure 7-18, you can expand only the major
subtotals (click the 2 button). Figure 7-18 shows the average housing value for each state, without
showing you individual cities within each state. Click the 3 button to bring back all the detail.
Average Housing
Price for Entire List
5. Pick the field to apply the calculation to. For
example, if you’re going to average the
housing values in the cities in each state, choose
Average from the function list, and click to
place a checkmark next to Local Population
from the Add Subtotal to list.
6. As this is the first subtotal you’re creating,
there’s no need to adjust the remaining
options in the dialog box (these are discussed
in the next section, where you add levels to
the initial report). Click OK to create the
report, shown in Figure 7-16.
Figure 7-17
Only care about the bottom line? Collapse your
report to show just—and only—that.
Figure 7-16
Subtotal reports are best built one level at a time.
Here’s the first subtotal for the Cities list,
averaging housing values by state.
Figure 7-18
Remove the detail, but show more than just
the grand total by clicking the 2 button,
to show all the groups’ subtotals.
 
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