Fortunately, Excel can organize data into groups, allowing you to easily show and hide different sections of your worksheet.

You can also summarize different groups using the Subtotal command and create an outline for your worksheet.

Select the Data tab on the Ribbon, then click the Group command.

To show a hidden group, click the plus sign, also known as the Show Detail button.

For example, the Subtotal command could help to calculate the cost of office supplies by type from a large inventory order.

It will create a hierarchy of groups, known as an outline, to help organize your worksheet.

This will create an outline for our worksheet with a group for each T-shirt size and then count the total number of shirts in each group.

In this example, well create a subtotal for each T-shirt size, so our worksheet has been sorted by T-shirt size from smallest to largest.

Click the drop-down arrow for the At each change in: field to select the column you want to subtotal.

Click the drop-down arrow for the Use function: field to select the function you want to use.

In our example, well select COUNT to count the number of shirts ordered in each size.

In the Add subtotal to: field, select the column where you want the calculated subtotal to appear.

The worksheet will be outlined into groups, and the subtotal will be listed below each group.

In our example, the data is now grouped by T-shirt size, and the number of shirts ordered in that size appears below each group.

You can switch between these levels to quickly control how much information is displayed in the worksheet by clicking the Level buttons to the left of the worksheet.

In our example, well switch between all three levels in our outline.

While this example contains only three levels, Excel can accommodate up to eight.

In our example, well select level 1, which contains only the grand count, or total number of T-shirts ordered.

In our example, well select level 2, which contains each subtotal row but hides all other data from the worksheet.

If you no longer want to use subtotaling, youll need remove it from your worksheet.

Click Remove All.

Click on the Challenge tab in the bottom-left of the workbook.

Select Level 2 so that you only see the subtotals and grand total.

Subtotal In Excel For Mac