Show or hide subtotals in a pivot table, for all fields, or individual pivot fields. Show multiple subtotals, with data summarized with different functions
If your pivot table has only one field in the Row Labels area, you won't see any Row subtotals.
In the pivot table shown below, Service is in the Row Labels area, Lead Tech is in the Column Labels area, and Labor Cost is in the Values area.
Because Service is the only field in the Row Labels area, it has no subtotal.
Multiple Row Fields
When you add another field to the Row Labels area, a subtotal is automatically created for the first field.
In the next screen shot, the District field has been added to the Row Labels area, below the Service field.
If you add another field to the Row Labels area, below the District field, the new field becomes the Inner Field, and District changes to an Outer Field.
In the pivot table below, the Technician Count field was added below District, and the District field now has a subtotal after each District name.
In a new pivot table, when you add multiple fields to the Row Labels or column Labels areas, subtotals are automatically shown for the outer fields.
In the screen shot below, there are two fields in the Row Labels area, and subtotals are shown at the top.
If you don't want to see the subtotals in a pivot table, you can follow these steps to remove subtotals from the entire report.
All the subtotals in the pivot table -- for both rows and columns -- will be hidden.
Instead of hiding all the subtotals, you can turn subtotals on or off for a specific pivot field.
To hide the subtotal for a specific field, follow these steps.
The subtotal for that field will be hidden, and other subtotals will not be affected.
Video: Show and Move Subtotals
Watch this video to see how to move the subtotals to the top or bottom of a group, and see how the report layout affects the subtotal position. There are written steps below the video.
In a new pivot table, when you add fields to the Row Labels area, subtotals are automatically shown, at the top of each group of items, for the outer fields.
In the screenshot below, Region is the outer field, and City is the inner field. The subtotal for each region is shown at the top of its group of cities.
Column Field Subtotals
If you add two or more fields to the Columns area, subtotals are automatically added for the outer fields.
In the screenshot below, Category is the outer field in the Column area, and Product is the inner field. The subtotal for each Category is shown at the bottom (right side) of its group of products.
Move Subtotals to Bottom
Although you can't change the position of the Column field subtotals, you can move the Row field subtotals to the bottom of the group, if you prefer.
To move the subtotals to the bottom, follow these steps.
Move Subtotals to Top
Later, if you want to move the subtotals back to the top, follow these steps.
Note: This will not work for pivot tables in Tabular Layout. See Report Layout notes below.
Report Layout Effect
The position of the subtotals is also affected by the Report Layout applied to the pivot table.
Subtotal Summary Function - Automatic
When a subtotal is added to a pivot table, its Summary Function is set to Automatic. With that setting, the subtotal automatically uses the same Summary Function as the Value fields in each column.
In the pivot table shown above, the Value fields are using the SUM function, so the subtotals also show the SUM of the values.
In the pivot table shown below, the Value fields have been changed to the MAX function, so the subtotals also show the MAX of the values. A few of the MAX values are highlighted in green, to show that the values and both subtotals are the same.
Even though the Summary Function has been changed to MAX, each subtotal still shows the name of the item, and "Total", such as Central Total.
Instead of using the Automatic setting for subtotals, you can create a custom subtotal in a pivot table -- either a single custom subtotal, or multiple custom subtotals. Watch this short video to see the steps, and the written instructions are below the video.
Note: The subtotals will be calculated on the source data, not on the values showing in the pivot table. For example, if a field uses the MAX summary function, and the subtotal shows the AVERAGE, it will be an average from the values in the source data, not an average of the MAX values. (To calculate the Average of the Max values, you could use formulas outside of the pivot table, or create a new pivot table, based on the original one.)
In the Field Settings dialog box shown above, there are two functions, Count and Max, selected in the list of Summary Functions for the Service field.
After selecting these functions, the pivot table shows two subtotals for each Service type. When you use Custom functions, the subtotal row shows the item name, and the name of the Function, such as Install Count.
The subtotals for District are not changed, nor are the other values in the pivot table.
View the steps in the short Pivot Table Subtotals video, in the previous section.
Automatic subtotals will appear for normal fields and calculated fields in a pivot table. However, custom subtotals will not appear for calculated fields. The custom subtotals will be blank for any calculated fields in the pivot table layout.
Video: Subtotals for Calculated Fields
In this short Excel video, you can see how to create custom subtotals, and see the missing custom subtotals for the calculated fields.
If you'd like to read the video transcript, click on the green check box below. When you're finished, you can click the check box again, to hide the transcript
Video Transcript: Pivot Table Custom Subtotals and Calculated Fields
Here is the full transcript for the Pivot Table Custom Subtotals and Calculated Fields video.
In this pivot table, we're showing the sum of quantity sold in each region and within the cities in that region.
If we wanted to see a count of the orders, we could add the quantity field again, and instead of sum, show account, and that would create another column here.
Another way of showing the count though, is to use a subtotal.
We can change that, so instead of just one subtotal, there are two or more subtotals.
To do that, I'm going to right-click on one of the region names and click Field Settings.
In the Field Settings dialogue box, on the subtotals and filters tab,
I'll select Custom, and then I can click on one or more of these built-in summary functions.
So if I want to continue to see the sum, I'll click Sum.
And I'd like the count as well so I'll use Count and then click OK.
Now, instead of that default subtotal that we had, we now have the sum and the count for each region.
You'll notice though, that only applies to the quantity column.
We also have a calculated field here, which is taking the total amount of dollars of that sale, and multiplying it by 0.05.
So for that calculated field, we don't get these custom subtotals.
So if you're using calculated fields, you might want to continue using automatic subtotals., instead of these custom ones.
The inner fields, here we have region is the outer field and city is the inner field and they don't automatically get any kind of subtotal.
So if I want to see subtotals for those, I can right-click one of the city names, go to Field Settings, and again, in this Field Settings dialogue box (it's set for automatic), I'll click Custom, and then I could click Sum or Count.
Now I can already see the total sum for each city, so I'll just select Count here and click OK.
All of the subtotals for those cities appear after the last region.
So you can't rearrange these, they're just in the order that they appear In the pivot table and they come before the grand total.
So you can't change that, but at least you can see the count for each city without adding another column to your pivot table.
If you show subtotals for a date field, the dates might be in a format that is different from the other dates in that field.
Watch this short video to see why this happens, and how to avoid the problem of different formats.
You can get the sample file for this video in the Download section, below.
Different Date Format in Subtotals
There's an example of different date formats for subtotals, in the screen shot below,
Fix Different Date Format
This problem occurs if you select the date cells and format them, and then add subtotals.
To prevent the problem, change the Number Format of the date field, by following these steps.
The subtotal number format will now match the other dates in the field.
View the steps in a short Subtotal Date Format video.
Last updated: July 18, 2023 4:01 PM