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And the Total Is…

Tuesday, December 30th, 2008 by | Filed Under: MS Excel, MS Office Help

And the Total Is…

Have a table in MS Excel 2007? Do you need to calculate information, such as an average or sum for each column in the table?

If so, what did you do?

Did you set up the row by hand and then create the needed formula? Then did you have to fill the formula in across your whole row?

What if you could get Excel to add the row for you automatically and then you could just select the type of information you want calculated in each column?

Sounds like a good plan to me too, so here’s what you can do!

Start by selecting a cell in the table. (It would have to be a table you’ve formatted as one using the Format As Table button found under the Home tab on the ribbon).

Next, you need the Table Tools Design tab that opens when the table is selected.

Under the Design tab, you’re looking for the Table Style Options section.

Select the Total Row checkbox.

That will turn your table from this:

To this:

Now, some of you may be wondering about the fact that only the last column seems to have any data in the total row. So, how does that really save you any time?

Well, fear not, because there’s more to come!

If you select a cell in the total row, you’ll find there’s a down arrow on the right side that leads you to a drop down list.

From that list, you can choose what type of information you want calculated. As you can see, there are quite a few choices right there along with a quick link to other functions.

Excel automatically uses all the data in the column above the total row. It sets up the formula and you just tell it which one to use.

With it, you can choose whatever data calculation you need. In addition, you might want to note that you can choose different data calculations for different columns. So, if it makes sense to have an average of one column, but a sum of another, you’re free to set it that way.

You can also leave a cell in the total row blank for situations when it’s not needed at all.

Voila. Quick, versatile and convenient functions for your table totals!

~ April

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