Microsoft Office Tutorials and References
In Depth Information
Creating a Subtotal Report
Now, this needn’t be the end of your subtotaling
fun. As stated, this is just the first level, and you
can add more subtotaled levels to the report.
Follow these steps to count the number of cities
per state.
1. With any cell in the list/report active, call up
the Subtotal dialog box again by clicking the
Subtotal button on the Data tab (Outline
2. Pick, as needed, a new field that represents a
group created by your sort. If, for example,
you sorted by both state and healthcare, you
could choose healthcare for this second level
of sorting.
Figure 7-19
Now you have subtotals on two fields—an
average of housing prices, and a count of cities
with particular healthcare ratings.
3. Choose the function to apply. Let’s pick
Count this time.
Depending on the complexity and depth of your
list—the number of fields by which you can group
your data, basically—you may want to create
Subtotal reports with more than two levels of
subtotaling going on. You can continue to add
levels, choosing fields and selecting functions,
until you achieve the level of detail you’re
looking for.
Be sure to remove any checks next to
other fields chosen in the Add Subtotals
To list when you add your second level of
subtotals. In this example, be sure only
Healthcare is checked, so that only that
field is counted.
To remove your subtotal report—taking
your list back to its sorted, pre-report
state, simply open the Subtotal dialog
box and click the Remove All button. The
numbered columns on the left are gone,
as are the calculations.
4. Pick the field to count. Let’s pick city this
time, to count the cities in within each state.
5. Remove the checkmark next to Replace
Current Subtotals. This will allow your first
level subtotaling to remain in the report.
6. Click OK. The second level of the report is
added to the first, as shown in Figure 7-19.
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