Inserting subtotals can be done manually, where we insert a subtotal for each group of items in our list. We can also use the Excel SUBTOTAL function, which offers several functions to be used to insert subtotals.

*Figure 1. **Excel SUBTOTAL function*

However, this task could become tedious when handling large data sets. Fortunately, Excel has a tool for subtotals that makes inserting subtotals in Excel so much easier.

*Figure 2. Final result: ** How to insert subtotals in Excel*

The image above shows that we are able to summarize data in a range of data by inserting subtotals. This article shows how to insert subtotals in Excel for versions 2016, 2013 or lower.

**How to insert subtotals in excel?**

Suppose we want to insert a subtotal for the sum of sales for each group of items in column B: Pen, Pencil and Marker. We follow these steps:

Step 1. Select the whole list/database **B2:D11**

*Figure 3. Sample data to **insert subtotals in Excel*

Remember to include the headings in the selection. Otherwise, we might come up with erroneous results for subtotals.

Step 2. Click **Data **tab, then **Subtotal **button in Outline Tools

*Figure 4. Subtotal button in Data > Outline tools*

Step 3. The **Subtotal **dialog box will appear. The Subtotal tool offers several functions like Sum, Count, Average, Max, Min, Product and even standard deviation functions.

*Figure 5. Subtotal functions in Excel*

For this example, enter the following values in the textboxes:

At each change in: **Item**

Use function: **Sum**

Add subtotal to: **Sales**

We choose **Sum **because it is the function that we want for the calculation of our subtotals. We choose **Sales **because it contains the values we want to subtotal. In summary, we want to insert subtotals that show the sum of sales for every item in our list.

*Figure 6. **Insert subtotals using the SUM function*

The resulting table below shows that we have successfully inserted subtotals in Excel, for Pen, Pencil and Marker.

*Figure 7. Output: ** Insert subtotals in Excel*