Exclude Hidden Rows from Totals [How to?]
Denice, an Excel School student emailed me an interesting problem.
I have a bunch of data from which I want to find the sum of values that meet a criteria. But I also want to exclude any rows that are hidden.
We also know how to find the sum of values while excluding hidden rows – we use SUBTOTAL Formula
But sum of values meeting a criteria and not in a hidden rows?!?
Of course, we can get such a total in excel, we just need to mash up SUBTOTAL Formula with SUMIFS (or SUMPRODUCT) and add a dash of coffee to it.
Step 1:Add an extra column to your data
Our first step is to find which rows are hidden and which are not. We can do this using SUBTOTAL Formula.
Assuming your data is in the range A2:B15
Add an extra column next to your data and write the formula =SUBTOTAL(102,B2). This formula will return “1” if cell B2 is visible and “0” if hidden.
Now drag the formula to fill rest of the cells in the extra column. At this point our data table should look like this:
Step 2 [Excel 2007+]: Write the SUMIFS Formula
Now, our summing criteria is very simple. We want to find the sum of all values where product=”Pod Gun” and Visible?=”1″
The formula is
If you do not get this formula, take a sip of that coffee and look long and hard it. If you need some clues, check out the Introduction to SUMIFS Excel Formula page.
Step 2 [All versions of Excel]: Write the SUMPRODUCT Formula
Just in case you do not have Excel 2007 or above, you have to write SUMPRODUCT formula instead of SUMIFS. Here is the formula:
Again, take a sip, widen your eyes and try to gaze seriously at the pixels. Here is the Introduction to SUMPRODUCT Excel Formula page if you need help.
Step 3: Finish the coffee before it gets cold.
or if you are drinking cold coffee, finish it before it tastes funny.
Download Example Workbook:
Here is the example workbook. Download and play with it to learn.
Share your tips & experiences:
I use “hide rows” option almost regularly to remove un-necessary info. from view. But I never had the need to exclude the values in hidden rows from my formulas.
What about you? How have you handled similar problems before?
Bonus Tips on Hiding:
- Use hide / un-hide rows (a la filters) to create dynamic charts
- Hide un-necessary rows to create clean looking workbooks (and 9 more tips)
- Hide worksheets
- and one more hidden link to hide workbooks
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