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Excel - How Do I Sort Subtotals In Excel - Episode 619

550 views · Published 31 March 2009 · 1:53 · Indexed 20 September 2026

Channel: MrExcel.com · 2009 · Education

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Microsoft Excel Tutorial: Sorting Subtotals in Excel.

Welcome back to the MrExcel netcast! In today's episode, I have a great tip that I learned during a seminar in Columbus. Last year, while I was in Columbus, I discovered an incredibly cool way to copy and paste values only by right-clicking, dragging right, and dragging left. This tip has saved me so much time and I can't wait to share it with you.

This tip comes from a viewer named Katherine, who asked about subtotals. I've talked about subtotals a lot in the past, but I haven't covered them on the podcast recently. So, let's dive into it! We can use the data subtotals feature to quickly insert new rows with subtitles for each change in customer. Then, we can use the SUM function to calculate the cost of goods sold, revenue, profit, and quantity for each customer. It's a great way to organize and analyze large sets of data.

But what if we want to see the largest customers at the top of our list? Well, here's where the real magic happens. When we collapse the data to the number 2 view, we can simply click on the revenue heading and press the Z to A button to sort the subtotals in descending order. Not only does this sort the subtotals, but it also sorts all the data within the subtotals. This means we can easily see the largest customers at the top, making it easier to analyze and make decisions based on the data.

I want to give a special thanks to Katherine from Columbus, Indiana for sharing this tip with me. And thank you for tuning in to another netcast from MrExcel. Don't forget to like, comment, and subscribe for more helpful Excel tips and tricks. See you next time!

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Table of Contents:
(00:00) Introduction to today's tip
(00:18) Learning a cool right-click trick in Columbus
(00:29) Tip from Katherine on using subtotals
(00:45) Using the number 2 button to view customer totals
(00:59) Sorting subtotals and data within them
(01:23) Sorting a large data set to see largest customers at the top
(01:33) Clicking Like really helps the algorithm

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Join the MrExcel Message Board discussion about this video at https://www.mrexcel.com/board/threads/1152325/

Say that you add automatic subtotals and collapse the data down to the #2 view. Is there any way to sort the largest customer to the top? Episode 619 shows you how.

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