Use Group & Outline Buttons to Collapse Subtotaled Data


September 20, 2022 - by Bill Jelen

Use Group & Outline Buttons to Collapse Subtotaled Data

Problem: I just used the Subtotal command in “Add Subtotals to a Data Set,” and now I want to print the total rows in order to create a summary report for my manager.

Strategy: If you look above and to the left of cell A1, you’ll see a series of three small numbers. These are the Group & Outline buttons. You can use them to collapse subtotaled data. If you click the small 2 button, you will see just the customer totals.


When you click the Number 2 Group and Outline button, you get only the Customer total rows: AIG Total in 6, AT&T Total in 47, Bank of America Total in 76, and Boeing Total in 81.
Figure 703. One row per customer.

Click the small 1 button to see only the grand totals.

Click the 3 button to go back to all detail rows.

Additional Details: In the 2 button view, you can collapse or expand a single customer’s detail records by clicking the - or + symbols next to the customer total.


This article is an excerpt from Power Excel With MrExcel

Title photo by Julian Myles on Unsplash



Bill Jelen is the author / co-author of:
MrExcel 2022 Boosting Excel

The 6th Edition of MrExcel XL, updated with new functions released for Microsoft 365.