How to “group by” and sum in Excel

In the following example we used the Subtotal feature to create a spreadsheet that shows the partial sum based on another column.


  1. Click the Data tab in Excel’s ribbon toolbar
  2. Click the Sort button to sort our data by the user column
  3. Click the Subtotal button and fill in the dialog as appropriate, then click OK

In our example, we had only two columns (User and Lot), we wanted to produce the total sum of lots per user and so filled the dialog as follows:


What the above options do is the following:

  • Use the User column to group on by checking when its value changes
  • Use the Sum function on the columns that will be selected later on
  • Apply the function on the Lot column

This post is also available in: Greek

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