Excel Subtotal Function – Include Hidden Values

What does it do?

It returns a Subtotal in a list or database

Formula breakdown:

=SUBTOTAL(function_num, ref1)

What it means:

=SUBTOTAL(function number 1-11 includes manually-hidden rows & 101-111 excludes them, your list or range of data)

***Go to the bottom of this post to see what each value stands for

The SUBTOTAL function in Excel has many great features, like the ability to:

* Return a SUM, AVERAGE, COUNT, COUNTA, MAX or MIN from your data;

* Find the SUBTOTAL of filtered values;

* Ignore other SUBTOTALS that are included in your range, avoiding any double counting!

* Include hidden values within your data by entering the first argument function_num, as values between 1-11;

* Ignore hidden values within your data by entering the first argument function_num, as values between 101-111;

 INCLUDE HIDDEN VALUES IN YOUR SUBTOTAL…

Sometimes you are faced with lots of data and just want to show the Totals row and hide all the individual rows that make up the Totals, just for presentation purposes.

Using the SUBTOTAL function you can Sum your list of values and then hide them from the worksheet without affecting the function.

STEP 1: function_num:  For the 1st argument, select a number from 1-11, which will include any manually hidden rows in the SUBTOTAL calculation!

STEP 2: ref1:  For the 2nd argument, select the range of values that you want to use in your SUBTOTAL calculation.

STEP 3: Highlight the values that you do not want to show on your worksheet and then Right Click and select Hide.

See how this is done by following this simple tutorial, plus you can download the Excel workbook to keep.

Download workbookSubtotal-Hidden-Visible-Values.xlsx

***Values for the SUBTOTAL function_num:

John Michaloudis

Founder & Chief Inspirational Officer

at

MyExcelOnline.com

John Michaloudis is a former accountant and finance analyst at General Electric, a Microsoft MVP since 2020, an Amazon #1 bestselling author of 4 Microsoft Excel books and teacher of Microsoft Excel & Office over at his flagship Academy Online Course.