WEBVTT Kind: captions Language: en 00:00:09.850 --> 00:00:12.230 Outlining is one of the best ways of making your 00:00:12.230 --> 00:00:14.310 data more manageable. 00:00:14.310 --> 00:00:17.461 You can use it to automatically add subtotals, to 00:00:17.461 --> 00:00:20.420 group certain rows or columns together, 00:00:20.420 --> 00:00:24.689 and also to hide details that you don't need to see. 00:00:24.689 --> 00:00:27.741 In this example, I have a T-Shirt order form, and 00:00:27.741 --> 00:00:28.741 I'd like to know how many 00:00:28.741 --> 00:00:33.940 of each size have been ordered, so I'll use the Subtotal command. 00:00:33.940 --> 00:00:36.540 Before you create subtotals, you'll need to Sort 00:00:36.540 --> 00:00:37.720 your data. 00:00:37.720 --> 00:00:42.030 I've already sorted it by T-Shirt Size. 00:00:42.030 --> 00:00:46.310 The Subtotal command is found on the Data tab. 00:00:46.310 --> 00:00:52.269 It will open up a dialog box. 00:00:52.269 --> 00:00:57.250 Here, we'll select the column that's going to be 00:00:57.250 --> 00:00:59.769 the basis for the outline. 00:00:59.769 --> 00:01:04.710 In this case, I'll pick T-Shirt Size because that's how my spreadsheet is sorted. 00:01:04.710 --> 00:01:07.590 Then, you'll need to pick the function that you'll 00:01:07.590 --> 00:01:09.110 be using. 00:01:09.110 --> 00:01:11.890 There are some common functions like Sum, Average, 00:01:11.890 --> 00:01:14.210 and Product, but we're going to use Count, 00:01:14.210 --> 00:01:18.410 which will just count the number of cells that contain each size. 00:01:18.410 --> 00:01:21.090 If you had numerical data, you could select Sum, 00:01:21.090 --> 00:01:22.090 and it would actually add up 00:01:22.090 --> 00:01:25.890 the values of the cells to create the subtotal. 00:01:25.890 --> 00:01:28.619 Here, we'll select the column where we want the 00:01:28.619 --> 00:01:30.939 subtotal to appear. 00:01:30.939 --> 00:01:36.369 And then click OK. 00:01:36.369 --> 00:01:38.490 Now a couple of things have happened here. 00:01:38.490 --> 00:01:41.810 Each T-Shirt size is now in its own group, which 00:01:41.810 --> 00:01:44.280 is shown by this bracket, 00:01:44.280 --> 00:01:48.000 and all of those groups are inside a larger group. 00:01:48.000 --> 00:01:50.979 This is called an Outline. 00:01:50.979 --> 00:01:53.140 The other thing that's happened is that each group 00:01:53.140 --> 00:01:55.460 now has a subtotal under it. 00:01:55.460 --> 00:01:57.249 So we can see the number of shirts that there are 00:01:57.249 --> 00:01:59.070 in each size, 00:01:59.070 --> 00:02:00.650 and at the very bottom we can see the total. 00:02:00.650 --> 00:02:06.590 To make the spreadsheet easier to read, you can 00:02:06.590 --> 00:02:08.950 hide the details of each group, 00:02:08.950 --> 00:02:12.870 so that you only see the subtotals and the grand total. 00:02:12.870 --> 00:02:16.860 You can hide a group by clicking the minus sign, 00:02:16.860 --> 00:02:22.680 and to show it again, click the plus sign. 00:02:22.680 --> 00:02:25.650 You can also hide or show groups by level, by 00:02:25.650 --> 00:02:29.730 clicking on these numbers. 00:02:29.730 --> 00:02:32.220 The highest level, which in this case is 3, will 00:02:32.220 --> 00:02:35.670 show all of your data, and level 2 hides the 00:02:35.670 --> 00:02:38.230 details of each size, so we can we can still see 00:02:38.230 --> 00:02:40.990 the individual subtotals. 00:02:40.990 --> 00:02:43.720 And then level 1 will hide those, so we only see 00:02:43.720 --> 00:02:45.110 the total. 00:02:45.110 --> 00:02:52.690 I'll click on 3 again so I can see everything. 00:02:52.690 --> 00:02:57.260 If you decide you don't want part of your spreadsheet to collapse, you can ungroup it. 00:02:57.260 --> 00:03:00.550 I'd like to ungroup the Small T-Shirts, so I'll 00:03:00.550 --> 00:03:03.540 select the cells, 00:03:03.540 --> 00:03:05.570 and then click the Ungroup command. 00:03:05.570 --> 00:03:13.900 And in this case we're ungrouping the Rows. 00:03:13.900 --> 00:03:16.150 Now remember that all of the groups are inside a 00:03:16.150 --> 00:03:17.560 larger group. 00:03:17.560 --> 00:03:24.400 So we'll need to click Ungroup again to completely ungroup it. 00:03:24.400 --> 00:03:29.510 Now, you can see that the brackets are gone from 00:03:29.510 --> 00:03:31.190 these rows, 00:03:31.190 --> 00:03:35.250 and they won't collapse when you change the level. 00:03:35.250 --> 00:03:38.000 You can also ungroup everything and remove all of 00:03:38.000 --> 00:03:43.980 the subtotals by going to the Subtotal command, 00:03:43.980 --> 00:03:50.440 and clicking Remove All. 00:03:50.440 --> 00:03:52.670 If you want, you can create your own groups of 00:03:52.670 --> 00:03:55.290 either rows or columns. 00:03:55.290 --> 00:03:59.460 In this example, I don't really need to see people's names or the Payment dates, 00:03:59.460 --> 00:04:04.560 so I'll select those columns, 00:04:04.560 --> 00:04:09.390 and then click the Group command. 00:04:09.390 --> 00:04:13.160 And now I can just hide this group. 00:04:13.160 --> 00:04:15.520 So grouping data can make your spreadsheets less 00:04:15.520 --> 00:04:40.430 cluttered, more organized, and easier to view.