Subtotals in Excel - Cell-by-Cell Formula Trace

Sample Data

This data shows categories of items and their amounts. We want to calculate subtotals for each category.

Cell	Value
A1	Category
B1	Amount
A2	Fruits
B2	10
A3	Fruits
B3	15
A4	Vegetables
B4	20
A5	Vegetables
B5	25
A6	Grains
B6	30

Formula Trace

=SUBTOTAL(9, B2:B6)

Step 1: SUBTOTAL(9, B2:B6)

Cell Reference Map

    A         B
1 Category  Amount
2 Fruits    10  
3 Fruits    15  
4 Vegetables 20  
5 Vegetables 25  
6 Grains    30  

Formula references cells B2 to B6 for amounts.

The formula uses the range B2:B6 which contains the amounts to sum.

Result

    A         B
1 Category  Amount
2 Fruits    10  
3 Fruits    15  
4 Vegetables 20  
5 Vegetables 25  
6 Grains    30  
7           100 

Cell B7 shows the subtotal sum of amounts 100.

The subtotal formula result 100 is shown in cell B7, summing all amounts in B2:B6.

Sheet Trace Quiz - 3 Questions

What does the number 9 mean in the SUBTOTAL formula?

A It tells SUBTOTAL to find average

B It tells SUBTOTAL to sum the numbers

C It tells SUBTOTAL to count numbers

D It tells SUBTOTAL to find maximum

Key Result

SUBTOTAL(function_num, range) calculates a summary like SUM or AVERAGE on the range, ignoring hidden rows if any.

Practice

1. What does the SUBTOTAL function do in Excel?

easy

A. Calculates sums, averages, counts, and other operations on filtered or grouped data

B. Sorts data alphabetically or numerically

C. Removes duplicates from a list

D. Creates charts from selected data

Solution

1. Step 1: Understand the purpose of SUBTOTAL

   The SUBTOTAL function is designed to perform calculations like sum, average, or count on a range of data, especially useful when data is filtered or grouped.

2. Step 2: Compare with other options

   Sorting, removing duplicates, and creating charts are different Excel features unrelated to SUBTOTAL.

3. Final Answer:

   Calculates sums, averages, counts, and other operations on filtered or grouped data -> Option A

4. Quick Check:

   SUBTOTAL = Group calculations [OK]

Hint: SUBTOTAL works on filtered data for accurate group totals [OK]

Common Mistakes:

• Confusing SUBTOTAL with sorting or filtering
• Thinking SUBTOTAL removes duplicates
• Assuming SUBTOTAL creates charts

2. Which of the following is the correct syntax for the SUBTOTAL function to sum values in range A2:A10?

easy

A. =SUBTOTAL(1, A2:A10)

B. =SUBTOTAL(109, A2:A10)

C. =SUBTOTAL(9, A2:A10)

D. =SUBTOTAL(10, A2:A10)

Solution

1. Step 1: Identify function number for SUM

   In SUBTOTAL, function number 9 means SUM including hidden rows, while 109 means SUM ignoring hidden rows.

2. Step 2: Choose correct syntax for basic sum

   Since the question does not specify ignoring hidden rows, 9 is the standard function number for SUM.

3. Final Answer:

   =SUBTOTAL(9, A2:A10) -> Option C

4. Quick Check:

   SUM function number = 9 [OK]

Hint: Use 9 for SUM in SUBTOTAL unless ignoring hidden rows [OK]

Common Mistakes:

• Using 1 which is for AVERAGE
• Using 10 which is for COUNT
• Confusing 9 and 109 without context

3. Given the data in cells A2:A6 as {10, 20, 30, 40, 50} and rows 4 and 5 are manually hidden, what is the result of =SUBTOTAL(9, A2:A6)?

medium

A. 90

B. 60

C. 100

D. 150

Solution

1. Step 1: Understand SUBTOTAL with function number 9

   Function 9 sums visible and hidden rows, so it includes all values including manually hidden rows.

2. Step 2: Calculate sum of all values

   Sum of 10+20+30+40+50 = 150, but since rows 4 and 5 (values 40 and 50) are manually hidden, SUBTOTAL(9, ...) still includes them.

3. Step 3: Reconsider filtering effect

   Actually, SUBTOTAL with 9 includes manually hidden rows, so sum is 150. But question says rows 4 and 5 are manually hidden. SUBTOTAL(9, ...) includes hidden rows, so sum is 150.

4. Step 4: Check options

   150 is the total sum. 60 is sum of visible rows only (10+20+30=60).

5. Final Answer:

   150 -> Option D

6. Quick Check:

   SUBTOTAL(9) sums all rows including hidden [OK]

Hint: Function 9 sums all rows, even hidden ones [OK]

Common Mistakes:

• Assuming manually hidden rows are excluded with function 9
• Confusing function 9 with 109
• Adding only visible rows mistakenly

4. You want to sum only visible rows in range B2:B10, but your formula =SUBTOTAL(9, B2:B10) includes hidden rows. How do you fix it?

medium

A. Add a filter to the data

B. Change function number to 109: =SUBTOTAL(109, B2:B10)

C. Use =SUM(B2:B10) instead

D. Use =SUBTOTAL(1, B2:B10)

Solution

1. Step 1: Understand difference between function numbers 9 and 109

   Function 9 sums all rows including hidden, while 109 sums only visible rows, ignoring manually hidden rows.

2. Step 2: Fix formula to sum visible rows only

   Change function number from 9 to 109 to exclude hidden rows in the sum.

3. Final Answer:

   Change function number to 109: =SUBTOTAL(109, B2:B10) -> Option B

4. Quick Check:

   Use 109 to sum visible rows only [OK]

Hint: Use 109 to exclude hidden rows in SUBTOTAL sum [OK]

Common Mistakes:

• Using SUM which ignores filtering
• Using function number 1 which is AVERAGE
• Thinking adding a filter fixes formula automatically

5. You have sales data in column C with some rows filtered out and some manually hidden. You want to calculate the average sales of only visible rows and also count how many visible sales entries there are. Which formulas should you use?

hard

A. =SUBTOTAL(101, C2:C100) for average and =SUBTOTAL(103, C2:C100) for count

B. =SUBTOTAL(1, C2:C100) for average and =SUBTOTAL(2, C2:C100) for count

C. =AVERAGE(C2:C100) and =COUNT(C2:C100)

D. =SUBTOTAL(109, C2:C100) for average and =SUBTOTAL(110, C2:C100) for count

Solution

1. Step 1: Identify function numbers for average and count excluding hidden rows

   Function numbers 101 and 103 calculate average and count respectively, ignoring hidden rows.

2. Step 2: Confirm formulas for visible rows only

   Using =SUBTOTAL(101, C2:C100) gives average of visible rows; =SUBTOTAL(103, C2:C100) counts visible numeric entries.

3. Final Answer:

   =SUBTOTAL(101, C2:C100) for average and =SUBTOTAL(103, C2:C100) for count -> Option A

4. Quick Check:

   101 = average visible, 103 = count visible [OK]

Hint: Use 101 for average and 103 for count on visible rows [OK]

Common Mistakes:

• Using 1 and 2 which include hidden rows
• Using AVERAGE and COUNT ignoring filters
• Confusing function numbers 109 and 110 which are for SUM and COUNT ignoring hidden rows