SUBTOTAL in Excel

Excel Shortcut That Saves Hours — Article

Excel Subtotal Shortcut — Quick Guide

A short, practical write-up with the demonstration embedded. Perfect for finance and data users who want instant subtotals without typing formulas.

What this tip does

Instead of inserting SUM formulas row by row, you can use Excel's built-in Subtotal feature to produce grouped totals instantly. This speeds up repetitive expense and product reports and helps you drill down into grouped rows with a single click.

How to use (quick steps)

  1. Select your data (top to bottom). Tip: Ctrl + Shift then arrow keys to expand the selection quickly.
  2. Open the Subtotal dialog: press Alt then A then B.
  3. Choose the column to group by, pick the function (SUM by default), and confirm. Excel adds subtotal rows and a summary at the bottom.
  4. Use the outline buttons (1, 2, 3) on the left to collapse/expand or drill down into grouped details.

This is a built-in feature (a fast workflow), not a macro-based automation. It’s excellent for repetitive reporting.

Watch the short demo

Why this helps

Finance and data teams often waste time writing and copying SUM formulas. The Subtotal workflow reduces clicks and gives immediate grouped insights. Use it when your sheet is already sorted by the grouping column (product, category, date, etc.).

Final notes

Want full automation (no manual selection)? Consider recording a simple macro or using Power Query — both can run without repeated manual steps. For a short, quick fix in a hurry, the Subtotal approach is ideal.

Tags: Excel, Excel Tips, Subtotal, Shortcut, Finance
Copyrights. All rights reserved. Written by Vinod Walwante
Location: India

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