# REPOST: Count certain records in filtered data

S

#### Steve Simons

Hi

I have seen how to use subtotal to count or sum filtered data, which
is great, but I can't find the answer to what I need to do:-

I have filtered data. Let's say in column A I have departments listed,
with 20 occurences of the department "Accounts". When I filter the
data on another field (say column B, the "Gender" column, looking for
only Females who work at the company), only 15 occurrences of
"Accounts" are visible.

I need to be able to count only the VISIBLE occurences of "Accounts"
(i.e. 15 of them) within the filtered data. If I use subtotal for this
I get 20 returned, when the answer should be 15.

How can I get it to show me the 15 visible records "Accounts" for this
data, filtered on Gender of "Female" ??

TIA

Steve

D

#### Dave Peterson

Are you actually filtering to hide the rows with male in that column?

Or are you just hiding those rows?

I've never seen =subtotal() make a mistake in counting visible data.

I put my =subtotal() formulas in Row 1
and my data in Rows 3:xxxx
(No other stuff below my data)

And my subtotal formulas look like:

=subtotal(3,a3:a65536)
to count the number of visible (Non-empty) entries in that column.

====
If you're using xl2003 and have hidden the rows manually, you can use:
=subtotal(103,a3:a65536)

S

#### Steve Simons

Hi Dave

Thanks for the advice. I've obviously not explained this clearly
enough. The subtotal you descibe is working fine, but isn't what I
want. I want the number of visible (non-empty) cells that contain the
word "Accounts"

In the example below =subtotal(3,a3:a65536) would return 10

DEPARTMENT GENDER
Accounts F
Accounts F
Accounts M
Accounts M
Computer M
Credit Control M
Maintenance F
Management M

If I then filter the data on the Gender column, for F only, I want the
subtotal to return 2 - the number of visible entries in column A that
contain the word Accounts.

DEPARTMENT GENDER
Accounts F
Accounts F
Maintenance F

Thanks again

Steve

D

#### Dave Peterson

Why not just filter to show Accounts in that Department column.

But if you want...

Saved from a previous post:

If you're trying to count the occurrences of a certain text in V which
is part of an AutoFiltered range....

=SUMPRODUCT(SUBTOTAL(3,OFFSET(Vrange,ROW(Vrange)-MIN(ROW(Vrange)),,1)),
--(Vrange="Rome"))

would calculate the frequency of occurrence of "Rome" in Vrange, the
range in column V in the area subjected to AutoFilter.

===
that formula sits in one cell. And if you wanted to count the number of Rome's
that appear in B2:B99 after you filter on some other column (mixture of Rome,
Paris, London still appear in B2:B99, you'd used Aladin's formula--just replace
Vrange with B2:B99 in that formula.

===
So your formula may look more like:

=SUMPRODUCT(SUBTOTAL(3,OFFSET(A2:A99,ROW(A2:A99)-MIN(ROW(A2:A99)),,1)),
--(A2:A99="Accounts"))

(Yep. I keep Aladin's formula handy in case I need it.)

S

#### Steve Simons

Hi Dave

Fantastic! Thanks a lot. I was thrown for a while by the double
minuses, as they happened to fall where there was a line break, and I
thought they were a continuation sign, rather than part of the
formula.

I can see why you keep Aladins formula handy. I shall never leave home
without it ;o)

Steve