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Collapse Outline to Show Just Subtotals in Excel & Google Sheets

In this article, you will learn how to collapse outline to show just subtotals in Excel and Google Sheets.

collapse subtotals initial data

Collapse Outline to Show Just Subtotals

Let’s say that we have the following data set with subtotals for every product in column D.

collapse subtotals initial data

When we have data group by a column and subtotals displayed, we can collapse details level, and display only subtotals. In order to achieve this, we need to click on the outline bar number that we want to collapse (in our case, outline level 2).

collapse subtotals excel

As a result, only subtotals for products are displayed, will detail lines are collapsed.

collapse subtotals excel final

In the outline bar, number 1 is always referring to the Grand Total, while subtotals get numbers starting from 2, as they are added. Let’s suppose that we have two levels of subtotals, and add a subtotal for months (column C).

collapse-subtotals multiple outlines

As you can see, now we have one more outline level (3) for month subtotals. To collapse these subtotals, we need to click on number 3 in the outline bar.

collapse subtotals multiple outlines 1

As a result, detail rows are collapsed, and only subtotals are displayed. This time, both month and product subtotals are displayed.

collapse subtotals multiple outlines final

Collapse Outline to Show Just Subtotals in Google Sheets

Let’s see how rows grouped by product look like in Google Sheets.

google sheets collapse subtotals

In order to collapse detail rows and display only subtotals per product, click on the minus sign in the outline bar.

google sheets collapse subtotals 1

Now we have to repeat this step for every product group. In the end, only subtotal rows are displayed.

google sheets collapse subtotals final

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