Microsoft Office Tutorials and References
In Depth Information
Displaying Automatic Subtotals in a Table
4
Click the OK button
to sort the table by
quota within gender
within sales area
(Figure 5–42).
How are the records
sorted?
As shown in
Figure 5–42, Excel
sorts the records in
ascending sequence
by sales area in
column F. Within
each sales area, the
records are in ascend-
ing sequence by
gender in column B.
Finally, within gen-
der, the records are
sorted in descend-
ing sequence by the
quotas in column G.
Remember, if you
make a mistake in
a sort operation,
you can return the
records to their origi-
nal order by clicking
the Undo button
on the Quick Access
Toolbar or by
sorting the table by
hire date.
records are
in ascending
sequence by
sales area
within each gender
type, records are
in descending
sequence by quota
within each sales
area, records are in
ascending sequence
by gender
Figure 5–42
5
After viewing the sorted table, click the Hire Date arrow and then click Sort Oldest to Newest in the Hire Date AutoFilter
menu to sort the table into its original sequence.
Other Ways
1. Click minor fi eld column
heading arrow, click
Sort Z to A button on
Data tab on Ribbon,
click intermediate fi eld
column heading arrow,
click Sort A to Z button
on Data tab on Ribbon,
click major fi eld column
heading arrow, click
Sort A to Z button on
Data tab on Ribbon
2. Press ALT + A , S
Displaying Automatic Subtotals in a Table
Displaying automatic subtotals is a powerful tool for summarizing data in a table. To
display automatic subtotals, Excel requires that you sort the table on the fi eld on which
the subtotals will be based, convert the table to a range, and then use the Subtotal button
on the Data tab on the Ribbon. When Excel displays the Subtotal dialog box, you select
the subtotal function you want to use.
The fi eld on which you sort prior to clicking the Subtotal button is called the
control fi eld . When the control fi eld changes, Excel displays a subtotal for the numeric
fi elds selected in the Subtotal dialog box. For example, if you sort on the State fi eld and
request subtotals for the Quota and YTD Sales fi elds, then Excel recalculates the subtotal
 
 
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