Display the details for just the Office Expenses group. Excel Chapter 4-4 post test
The Correct Answer and Explanation is:
✅ Correct Steps:
- Make sure your data is sorted by the “Category” or “Group” column (e.g., by “Office Expenses”).
- Use the Subtotal feature:
- Go to the Data tab → Click Subtotal.
- At each change in: Select “Category” or appropriate field.
- Use function: e.g., Sum
- Add subtotal to: e.g., Amount
- Once subtotals are applied, Excel adds outline symbols (1, 2, 3 and +/- signs) to the left of the worksheet.
- Click the plus (+) sign next to the “Office Expenses” group to display the details.
- Alternatively, click the number 3 at the top-left of the outline panel to view all details including subgroups.
🧠 Explanation
When working with large sets of financial data in Excel, such as expense reports, it’s often useful to organize the information into groups, such as “Office Expenses”, “Utilities”, or “Travel”. Excel’s Subtotal feature and Outline tools allow users to create collapsible groups that summarize data efficiently.
By first sorting the data by category (e.g., “Office Expenses”), you ensure that all related entries are adjacent. Applying the Subtotal function inserts summary rows at each change in category. Excel automatically groups the rows and places outline symbols (plus and minus signs, and numbers like 1, 2, 3) on the left side of the worksheet.
These outline symbols are key to navigating grouped data. Clicking on the plus (+) next to “Office Expenses” expands the group to show all individual transactions within that category. Conversely, clicking the minus (–) hides the details, showing only the subtotal.
If you only want to see details for the “Office Expenses” group, you would:
- Collapse all groups (using outline level 2).
- Then click the plus (+) next to “Office Expenses” to expand just that group.
This method is efficient and keeps the worksheet organized, especially when dealing with dozens of rows. It reduces visual clutter and helps you focus on a specific subset of data. The subtotal tool not only summarizes but enhances navigation and reporting for business and academic uses alike.
