Excel 2010 allows you to automatically add subtotal rows when you want to break your numbers into categories defined by a particular column. For example, if your rows contain individual basketball players' scores for each game, Excel can create separate subtotals for each player showing their season totals, as long as the player names are in the same column. Before you can create the subtotals, you must sort your data by the column you plan to use for your categories.

Sort Data By Column

Step 1

Click anywhere in the Excel data containing the numbers you want to subtotal.

Step 2

Click "Sort & Filter" on the Home tab, and then select "Custom Sort" to open the Sort dialog box.

Step 3

Change the "Sort By" setting to the column containing your subtotal categories. For the example, when finding season totals for individual basketball players, select the column that contains the players' names.

Step 4

Click "OK" to sort the data.

Create Subtotal Rows

Step 1

Click anywhere in the data again.

Step 2

Select the "Data" tab, and then click "Subtotals" to bring up the Subtotal dialog box.

Step 3

Change the "At Each Change In" setting to the name of the column that contains your subtotal categories. Select the same column you chose earlier to sort the data.

Step 4

Check the box in the "Add Subtotal To" field that corresponds to the column containing the numbers you want to subtotal. For the previous example with the basketball players, select the column that contains the number of points per game.

Step 5

Click "OK" to create the subtotals. Excel displays the subtotals in new rows after each category.