Insert subtotals, using the Sum function, for each category in the State field, sorted A to Z in range A4:D19. The subtotals should add the values in the Workshops Attended field for each State category, and then include a grand total.
The Correct Answer and Explanation is :
Answer:
To insert subtotals for the scenario described, follow these steps in Excel:
- Sort the Data:
- Select the range A4:D19.
- Go to the Data tab.
- Click Sort.
- Choose the column State in the “Sort by” dropdown and set it to A to Z.
- Click OK.
- Insert Subtotals:
- Select the sorted range A4:D19.
- Go to the Data tab.
- Click Subtotal in the “Outline” group.
- In the Subtotal dialog box:
- At each change in: Select State.
- Use function: Select Sum.
- Add subtotal to: Check the box for the column Workshops Attended.
- Click OK.
- Include a Grand Total:
- Excel will automatically include a grand total when subtotals are inserted.
Explanation:
Sorting the Data
Sorting the data by the “State” column ensures that all rows belonging to the same category (state) are grouped together. Subtotals work by identifying changes in the specified column and applying calculations when a new value appears.
Inserting Subtotals
The Subtotal feature in Excel automates the task of calculating sums for grouped data. When you select “State” as the grouping column and “Workshops Attended” as the column to sum, Excel calculates a subtotal whenever the state changes. The sum is placed in a new row directly below each group.
Grand Total
The grand total is automatically generated below all the data and shows the sum of all subtotals. This provides an overview of the total workshops attended across all states.
Benefits
Using subtotals enhances data analysis by breaking down totals into manageable groups. This allows you to focus on individual categories (e.g., states) while maintaining visibility of the overall total.