Subtotals in a list


G

Guest

On my worksheet I have used the 'Create List' command for the data. However,
in this mode, the Subtotals function on the Data menu is greyed out. In order
to add subtotals, I have to convert the list to a range. Surely it's possible
to add subtotals within a list? What am I missing?

Thanks.
 
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D

Dave Peterson

If you have a cell in the list selected, you should be able to just click on the
Subtotal icon on the List Toolbar (show that toolbar if you need to).

But using ranges (not lists), data|subtotals and autofilters don't work well
with each other.

That could be why data|subtotal is disabled for Lists.
 
G

Guest

Thanks. Unfortunately, there is no Subtotal icon on my List Toolbar and the
command is still greyed out on the Data menu, whichever cell is selected
within the list.

I can understand that filters and subtotals might conflict, but if no filter
is actually applied to the data, I'm really surprised that I can't add
subtotals without removing the list feature.
 
D

Dave Peterson

You're right. I mispoke.

It's not called subtotal. The icon is called "toggle total row".

And as long as I'm not in the list, I can use data|subtotals.

Is your workbook shared? I couldn't apply data|subtotals to a range (not the
list) when the workbook was shared.

Is the worksheet protected? That would cause a problem, too.

And to me, Data|List is very similar to List. And I understand why
data|subtotals can't be used with that list. The data doesn't consist of a list
anymore--it's got the subtotals in it.
 
G

Guest

No, it's neither shared, nor protected. It looks as if lists and subtotals
don't work together. I really like the list functionality that's in Excel
2003, but this is the first time I've found a snag. I imagined it would
facilitate all the sorts of things one wants to do with data, but clearly
it's not that sophisticated yet. I await the next upgrade!
 
D

Dave Peterson

A list to me means a set of data that is consistently laid out. Each of the
columns represents that same field. Adding subtotals to a list breaks this
definition for me--and it looks like it breaks the rule for MS, too.
No, it's neither shared, nor protected. It looks as if lists and subtotals
don't work together. I really like the list functionality that's in Excel
2003, but this is the first time I've found a snag. I imagined it would
facilitate all the sorts of things one wants to do with data, but clearly
it's not that sophisticated yet. I await the next upgrade!
 
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G

Guest

A 'List' to me uses the functionality from the Data | List command which
automatically adds the filter arrows, puts a blue box around the data, adds a
'new record' row at the bottom etc etc (as well as all the things you say).
 
D

Dave Peterson

And nothing in between each of the rows in the list--including subtotals.
A 'List' to me uses the functionality from the Data | List command which
automatically adds the filter arrows, puts a blue box around the data, adds a
'new record' row at the bottom etc etc (as well as all the things you say).
 
G

Guest

No, nothing in between. I guess my point is that I'm surprised you have to
turn off the 'List' in order to add subtotals. I would expect to be able to
add them to an existing list as per usual, albeit losing some of the list
functionality by so doing. As no-one else has joined our happy conversation,
I assume that this is just the way things are.
 
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D

Dave Peterson

I agree that that's the way MS sees a list--nothing in between--including
subtotals.

In my mind, if you add subtotals, then the data is no longer a list. It seems
to be consistent thinking to me. I can't use data|pivottables on a range that
has data|subtotals applied. The data is no longer in nice consistent fields.
No, nothing in between. I guess my point is that I'm surprised you have to
turn off the 'List' in order to add subtotals. I would expect to be able to
add them to an existing list as per usual, albeit losing some of the list
functionality by so doing. As no-one else has joined our happy conversation,
I assume that this is just the way things are.
 

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