For example, under (or above) the rows of sales data for March and April, use the SUM function to subtotal the sales for those months. Insert your own summary rows, with formulas, immediately below or above each group of detail rows. For more information about using the Subtotal function, see SUBTOTAL function. Use the Subtotal command, which inserts the SUBTOTAL function immediately below or above each group of detail rows and automatically creates the outline for you. Insert summary rows by using the Subtotal command To create these, do one of the following:
If you want, your grouped detail rows can have a corresponding summary row-a subtotal. It has been hidden to be revealed at a later time when necessary.Make sure that each column of the data that you want to outline has a label in the first row (e.g., Region), contains similar facts in each column, and that the range you want to outline has no blank rows or columns. If you want to see just the final grand totals select both no 1 boxes in the outer edge of the sheet.
To expand just one part of this sheet select one of the Plus signs above the column names. You can just make out the hidden columns. These are the Outlining groups.Īt the moment you can see all the data and the result cells.įrom the vertical selection of numbers to the left of column AĮxcel has collapsed the data columns that make up the results in columns E,I,M,Q and R. Notice that there are long lines to the extremities of the sheet on the left and at the top. From the Data Tab in the Outline section at the end.Click in one cell inside the data area.Notice too that the data is in one block with no column or row that is totally empty, thus keeping the whole piece together. It is created automatically for you.Īs you can see there are formulae every fourth column across the sheet as well as in a few rows. Outlining is a lovely feature that looks for blocks of data with a formula at the end, be it vertically in a column or horizontally in a row. I feel for those who do not know that rather than just hiding blocks of columns so that they just see the subtotals, they can use something called ‘Outlining’ to do that for them and then use the feature to manage that data more effectively. I watch them laboriously hide columns they don’t want to see for a while then unhide them later on. They have columns of formulas referring to several columns of data then another column of formulas referring to the next block of data and so on. When I do a walk about day on clients sites, I come across many people who work with enormous spreadsheets.
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