{"id":984,"date":"2021-09-03T14:07:30","date_gmt":"2021-09-03T06:07:30","guid":{"rendered":"https:\/\/www.excelchamp.net\/?p=984"},"modified":"2023-12-03T21:30:18","modified_gmt":"2023-12-03T13:30:18","slug":"how-to-summarize-data-in-excel","status":"publish","type":"post","link":"https:\/\/www.excelchamp.net\/how-to-summarize-data-in-excel\/","title":{"rendered":"How To Summarize Data in Excel: Top 10 Ways"},"content":{"rendered":"<p>You&#8217;ve got some data in Excel, and you want to summarize it quickly. There&#8217;s not much time, and your client or boss needs information right away.<\/p>\n<p>Apply any of these <strong><a href=\"https:\/\/youtu.be\/uDmRW0MIrSA\" target=\"_blank\" rel=\"noopener\"><em>Top 10 Techniques to Summarize Data Quickly with in-built Excel Functions and Features<\/em><\/a>.\u00a0<\/strong><strong>You&#8217;ll get instant results to satisfy most requirements fast.<\/strong><\/p>\n<p><strong>Microsoft Excel has become the easiest way to analyze data quickly. Several Summary functions, Pivot Tables, What-If Analysis, and other powerful features &amp; methods are available for your use within Microsoft Excel right out of the box. Learn them, and your data analysis will become a breeze.<\/strong><\/p>\n<h2><strong>Here are the Top 10 Ways to Summarize Data in Excel Quickly<\/strong><\/h2>\n<p><center><iframe title=\"YouTube video player\" src=\"https:\/\/www.youtube.com\/embed\/uDmRW0MIrSA\" width=\"560\" height=\"315\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/center><strong>These data analysis &amp; summarization tips will work in Microsoft Excel 365, Excel 2019, Excel 2016, Excel 2013, Excel 2010, Excel 2007 &amp; even Excel 2003.<\/strong> Further, they work on <strong>Excel for Windows<\/strong> as well as <strong>Microsoft Excel running on a Mac.<\/strong><\/p>\n<p>These Data Summarization Tips are listed in the order of the easiest to implement to the ones that need a bit more time. Some of the more complex data summarization methods will actually add more value to your data analysis.<\/p>\n<ol>\n<li><strong><em>Get The Data Ready<\/em> For Summarization<\/strong><\/li>\n<li><strong>Quick Summary With <em>Auto Functions<\/em><\/strong><\/li>\n<li><strong>Fast Analysis With <em>Sort &amp; Filter<\/em><\/strong><\/li>\n<li><strong>Summarize Data With <em>SubTotal Feature<\/em><\/strong><\/li>\n<li><strong>Summarize Data With an <em>Excel Table<\/em><\/strong><\/li>\n<li><strong><em>Using Slicers<\/em> to Summarize by different dimensions<\/strong><\/li>\n<li><strong>Summarize With <em>Excel Pivot Tables<\/em><\/strong><\/li>\n<li><strong>Summarize Data With <em>Excel Functions<\/em><\/strong><\/li>\n<li><strong><em>Advanced Excel Functions<\/em> for Summarizing Data<\/strong><\/li>\n<li><strong>Summarize With <em>Descriptive Statistics From Analysis Toolpak<\/em><\/strong><\/li>\n<\/ol>\n<p>You can apply the different ways to summarize data based on your familiarity with Excel.<\/p>\n<p><strong>The easiest methods of summarization are listed in the beginning. <\/strong><\/p>\n<blockquote><p>And the Pivot Table technique is one of my favorite for a quick and dirty data summarization within Microsoft Excel. It always begins to give me numerous insights into the data.<\/p>\n<p>We cover how to use the Pivot Table to Summarize Data in depth later in this article.<\/p><\/blockquote>\n<p>Let&#8217;s get started by exploring the different methods of summarizing data.<\/p>\n<h2>1. Get The Data Ready For Summarization<\/h2>\n<p>Before you begin your summarization, it is important to make sure that your original data is in a good shape.<\/p>\n<blockquote><p>Duplicate, a blank cell or missing values can often spoil your data summarization.<\/p><\/blockquote>\n<p>You need to make sure that the data range is correctly set up before you begin to analyze the data. Also, ensure there is no blank columns in between adjacent cells.<\/p>\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"wp-image-1000 size-large aligncenter\" src=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/1-clean-data.jpg?resize=1024%2C576&#038;ssl=1\" alt=\"Clean Excel Data Before You Summarize it\" width=\"1024\" height=\"576\" srcset=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/1-clean-data.jpg?resize=1024%2C576&amp;ssl=1 1024w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/1-clean-data.jpg?resize=300%2C169&amp;ssl=1 300w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/1-clean-data.jpg?resize=768%2C432&amp;ssl=1 768w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/1-clean-data.jpg?w=1280&amp;ssl=1 1280w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" data-recalc-dims=\"1\" \/><\/p>\n<h3>Ensure Proper Column Headings.<\/h3>\n<p>For each column, make sure that you have a short and unique column heading. Don\u2019t leave any column without a heading, even though it may be obvious. Column Heading will make it easy to analyze data with any tool in Excel. This way the top row becomes the Header row.<\/p>\n<h3>Remove any Duplicates.<\/h3>\n<p>Duplicate rows can often sneak in from the data capture sources. So whether you capture data from the Web, or SalesForce, SAP or load from Text or CSV files, the first thing is to clean up the duplicates. To remove duplicates, click within the data range, and go to the Data Menu.<\/p>\n<blockquote>\n<h3>Data &gt; Remove Duplicates.<\/h3>\n<\/blockquote>\n<p>That\u2019s it, your data will now be cleaner.<\/p>\n<h3>Get Rid of Blank Rows:<\/h3>\n<p>While blank rows make the data look more readable and easier, it is a bane for data analysis. We do not want blanks to sneak in and skew our averages and other statistical calculations. By sorting the data with the different column headings, the blanks will get separated either to the top or to the bottom. Then you can simply delete these rows if they do not contain any other data points.<\/p>\n<blockquote>\n<h3>Don\u2019t leave blank cells as blanks, specially if there is no value.<\/h3>\n<\/blockquote>\n<p>It is better to have a 0 than a blank value in any cell. For the text column, if the value is not known, it is better to have a NA (Not Available) showing up.<\/p>\n<p>Having the data cleaned up is the first step in any data analysis. Now you can begin to apply the various data summarization methods.<\/p>\n<p>&nbsp;<\/p>\n<h2>2. Quick Summary With Auto Functions<\/h2>\n<p><strong>The fastest way to summarize data is to calculate the Totals, count the number of entries, find out the average value, and figure out the highest and lowest values. <\/strong><\/p>\n<p>These 5 functions provide the vital stats of the data. These are the most basic and essential functions\u2026 just like a visit to a doctor starts with the nurse checking your vitals \u2013 height, weight and blood pressure.<\/p>\n<p><img decoding=\"async\" class=\"wp-image-1001 size-large aligncenter\" src=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/2-quick-summary-auto-functions.jpg?resize=1024%2C576&#038;ssl=1\" alt=\"Quick Summary of Excel Data With Auto Functions\" width=\"1024\" height=\"576\" srcset=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/2-quick-summary-auto-functions.jpg?resize=1024%2C576&amp;ssl=1 1024w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/2-quick-summary-auto-functions.jpg?resize=300%2C169&amp;ssl=1 300w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/2-quick-summary-auto-functions.jpg?resize=768%2C432&amp;ssl=1 768w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/2-quick-summary-auto-functions.jpg?w=1280&amp;ssl=1 1280w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" data-recalc-dims=\"1\" \/><\/p>\n<p>These 5 numbers will provide a quick summary of your data. Here\u2019s how to do this.<\/p>\n<h3><strong>Here&#8217;s How To Create a Summary Section on Top of Your Data<\/strong><\/h3>\n<p><strong>Calculate SUM:<\/strong> Click on the Autosum icon on the <strong>Home<\/strong> tab of Microsoft Office to activate the Sum function of Excel. Then select the data range of the column you want to summarize. Here\u2019s an example:<\/p>\n<p><strong>Calculate COUNT:<\/strong> Click on the <strong>drop-down icon on the Autosum button on the Home tab of Microsoft Excel<\/strong>. <em>Choose <strong>Count<\/strong> from the list.<\/em> Then select the data range of the column you want to count. You can use the count function only for numeric columns like Salary, Sales, Quantity etc. using this function. So don\u2019t try this on a text column like Country or Department.<\/p>\n<p><strong>Calculate AVERAGE:<\/strong> Click on the drop-down icon on the Autosum button on the Home tab of Microsoft Excel. <strong>Choose Average from the list.<\/strong> Then select the data range of the column you want to Average. <strong>You can only average the numeric columns like Quantity, Profit, ROI etc. using this function.<\/strong> Here\u2019s an example:<\/p>\n<p><strong>Calculate Highest Values:<\/strong> Click on the drop-down icon on the<strong> Autosum<\/strong> button on the Home tab of Microsoft Excel. <strong>Choose Maximum from the list.<\/strong> Then select the data range of the column you want to choose for picking up the highest value. You can only pick numeric columns like Quantity, Profit, ROI etc. using this function. Here\u2019s an example:<\/p>\n<p><strong>Calculate Lowest Values:<\/strong> Click on the drop-down icon on the Autosum button on the Home tab of Microsoft Excel. <strong>Choose Minimum from the list.<\/strong> Then select the data range of the column you want to choose for picking up the lowest value. You can only pick numeric columns like Quantity, Profit, ROI etc. using this function.<\/p>\n<blockquote><p><a href=\"https:\/\/www.excelchamp.net\/top-12-most-important-excel-functions\/\" target=\"_blank\" rel=\"noopener\">Calculating the Sum, Count, Average<\/a>, Min &amp; Max are the fastest ways to get started in your journey to view summary data quickly.<\/p><\/blockquote>\n<p>&nbsp;<\/p>\n<h2>3. Fast Analysis With Sort &amp; Filter<\/h2>\n<blockquote><p>If you sort the data by any key column like Country, Department, Category, Product, Zone, Area etc., then it becomes super easy to analyze data.<\/p><\/blockquote>\n<p>To sort the data on any column, follow these steps. Go to<\/p>\n<h3>Home &gt; Sort &amp; Filter &gt; Sort A to Z or Sort Z to A.<\/h3>\n<p>This will sort the data in your chosen way (<em>ascending or descending<\/em>) for the column you are in.<\/p>\n<p>Then click on the <strong>Filter<\/strong> icon. This will set up auto filters on top of all column headings. Now when you filter on any column, only values for that column will be visible. Unfiltered values are hidden, and visible data corresponds to the Filter selections.<\/p>\n<p>After you have filtered for any particular selection, you can also highlight any numeric column, and see the summary being displayed at the bottom Excel bar.<\/p>\n<blockquote><p>At one time, you can see the Sum, Count, Average, Maximum &amp; Minimum values from the selected range.<\/p><\/blockquote>\n<p><img decoding=\"async\" class=\"size-large wp-image-1002 aligncenter\" src=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/3-analyze-sort-filter-excel-1024x576.jpg?resize=1024%2C576&#038;ssl=1\" alt=\"Use Sorting &amp; Filtering With Excel Data\" width=\"1024\" height=\"576\" srcset=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/3-analyze-sort-filter-excel.jpg?resize=1024%2C576&amp;ssl=1 1024w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/3-analyze-sort-filter-excel.jpg?resize=300%2C169&amp;ssl=1 300w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/3-analyze-sort-filter-excel.jpg?resize=768%2C432&amp;ssl=1 768w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/3-analyze-sort-filter-excel.jpg?w=1280&amp;ssl=1 1280w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" data-recalc-dims=\"1\" \/><\/p>\n<p>Now you can begin to summarize data for any selection, the way you want it.<\/p>\n<p>&nbsp;<\/p>\n<h2>4. Summarize Data With Subtotal Command:<\/h2>\n<p>If the data is already sorted, you are now ready to explore the Subtotal feature of Excel. This hidden gem has been languishing in Excel since the early 1990s, and very few people use it.<\/p>\n<p>To add subtotals to your summary, first, clear all filters. And then Sort on the column that you want to add subtotal for.<\/p>\n<p><strong>The Subtotal feature is available on the Data tab of Excel.<\/strong><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-large wp-image-1003 aligncenter\" src=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/4-subtotal-excel-1024x576.jpg?resize=1024%2C576&#038;ssl=1\" alt=\"Using SubTotal in Excel To Summarize Data Fast\" width=\"1024\" height=\"576\" srcset=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/4-subtotal-excel.jpg?resize=1024%2C576&amp;ssl=1 1024w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/4-subtotal-excel.jpg?resize=300%2C169&amp;ssl=1 300w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/4-subtotal-excel.jpg?resize=768%2C432&amp;ssl=1 768w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/4-subtotal-excel.jpg?w=1280&amp;ssl=1 1280w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" data-recalc-dims=\"1\" \/><\/p>\n<h3>Go to Data &gt; Subtotal.<\/h3>\n<p><strong>Choose the function to perform (Sum, Count, average etc), for the numeric column, and group by the desired column.<\/strong><\/p>\n<p>As an example, to get the subtotals of the number of employees by each department, it should say: <strong>At each change in Department, Count, number of Employees.<\/strong><\/p>\n<figure id=\"attachment_1018\" aria-describedby=\"caption-attachment-1018\" style=\"width: 243px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-1018\" src=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/data-subtotal-excel.png?resize=253%2C330&#038;ssl=1\" alt=\"Using Subtotal to Summarize Data in Excel\" width=\"253\" height=\"330\" srcset=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/data-subtotal-excel.png?w=253&amp;ssl=1 253w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/data-subtotal-excel.png?resize=230%2C300&amp;ssl=1 230w\" sizes=\"(max-width: 253px) 100vw, 253px\" data-recalc-dims=\"1\" \/><figcaption id=\"caption-attachment-1018\" class=\"wp-caption-text\">Using Subtotal to Summarize Data in Excel<\/figcaption><\/figure>\n<p>Click OK, and you should see the subtotal rows from the data in Excel. In the end, you will also see the Grand Totals calculated.<\/p>\n<figure id=\"attachment_1019\" aria-describedby=\"caption-attachment-1019\" style=\"width: 1014px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"size-large wp-image-1019\" src=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/data-subtotal-excel-result.png?resize=1024%2C489&#038;ssl=1\" alt=\"Result of Subtotal Command in Excel\" width=\"1024\" height=\"489\" srcset=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/data-subtotal-excel-result.png?resize=1024%2C489&amp;ssl=1 1024w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/data-subtotal-excel-result.png?resize=300%2C143&amp;ssl=1 300w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/data-subtotal-excel-result.png?resize=768%2C367&amp;ssl=1 768w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/data-subtotal-excel-result.png?w=1037&amp;ssl=1 1037w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" data-recalc-dims=\"1\" \/><figcaption id=\"caption-attachment-1019\" class=\"wp-caption-text\">Results of Performing a Subtotal in Excel<\/figcaption><\/figure>\n<p>You can clear the subtotals, and perform the subtotals again at any time. <strong>To clear the subtotals, go to Data &gt; Subtotal &gt; Remove All.<\/strong> The subtotals and the Grand total row are all removed completely.<\/p>\n<div class=\"ml-form-embed\" data-account=\"3112195:l6l5i4i1x0\" data-form=\"5497493:o9q9a8\"><\/div>\n<h2>5. Summarize Data With an Excel Table<\/h2>\n<p>Microsoft Excel 2007 brought a new feature called Tables, which are amazing at doing simple summarization from a table of data.<\/p>\n<p>To begin, stay within the data range on the Excel sheet. Then click<\/p>\n<h3>Home &gt; Format as Table.<\/h3>\n<p>Select any colour you prefer, and click OK. Excel automatically recognizes whether the data selection has headers or not.<\/p>\n<p>Now you have a new tab added to the Excel menu, at the end. It is called <strong>Table Design<\/strong>.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-large wp-image-1004 aligncenter\" src=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/5-summarize-with-excel-tables.jpg?resize=1024%2C576&#038;ssl=1\" alt=\"Convert To Excel Tables For a Quick Analysis\" width=\"1024\" height=\"576\" srcset=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/5-summarize-with-excel-tables.jpg?resize=1024%2C576&amp;ssl=1 1024w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/5-summarize-with-excel-tables.jpg?resize=300%2C169&amp;ssl=1 300w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/5-summarize-with-excel-tables.jpg?resize=768%2C432&amp;ssl=1 768w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/5-summarize-with-excel-tables.jpg?w=1280&amp;ssl=1 1280w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" data-recalc-dims=\"1\" \/><\/p>\n<p>Select it, and <strong>check the Total Row checkbox.<\/strong> Now you have an additional total row added at the bottom of the data. Every column on the total row is a total calculator. Simply click on the dropdown showing in the total row cells, and choose an appropriate summarization \u2013 <em>sum, count or average<\/em>. Now that column will show a total sum or total count or total average of that column.<\/p>\n<blockquote><p>The great thing is that now if you filter the list, the totals will change dynamically. No need to call the Subtotal function every time. This technique of data summarization is better than the manual methods of subtotal.<\/p><\/blockquote>\n<figure id=\"attachment_1021\" aria-describedby=\"caption-attachment-1021\" style=\"width: 763px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-1021\" src=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/table-summary.png?resize=773%2C221&#038;ssl=1\" alt=\"Result of Table Counts in Excel\" width=\"773\" height=\"221\" srcset=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/table-summary.png?w=773&amp;ssl=1 773w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/table-summary.png?resize=300%2C86&amp;ssl=1 300w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/table-summary.png?resize=768%2C220&amp;ssl=1 768w\" sizes=\"(max-width: 773px) 100vw, 773px\" data-recalc-dims=\"1\" \/><figcaption id=\"caption-attachment-1021\" class=\"wp-caption-text\">Results of Total Row in an Excel Table<\/figcaption><\/figure>\n<p><strong>Begin using the Table features if you haven\u2019t done so already.<\/strong><\/p>\n<p>&nbsp;<\/p>\n<h2>6. Using Slicers to Summarize by different dimensions<\/h2>\n<p>Beginning Excel 2010, Microsoft added the Slicers functionality which takes the Tables to greater heights.<\/p>\n<p>Instead of filtering each column one by one, you can now create a slice of the data from the Excel spreadsheet at any time.<\/p>\n<h3>Go to Table Design &gt; Insert Slicer &gt; Pick the column of your choice that you want to filter on.<\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-large wp-image-1005 aligncenter\" src=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/6-slice-with-excel-slicers.jpg?resize=1024%2C576&#038;ssl=1\" alt=\"Use Slicers to Dice the Data Anyway in Excel\" width=\"1024\" height=\"576\" srcset=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/6-slice-with-excel-slicers.jpg?resize=1024%2C576&amp;ssl=1 1024w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/6-slice-with-excel-slicers.jpg?resize=300%2C169&amp;ssl=1 300w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/6-slice-with-excel-slicers.jpg?resize=768%2C432&amp;ssl=1 768w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/6-slice-with-excel-slicers.jpg?w=1280&amp;ssl=1 1280w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" data-recalc-dims=\"1\" \/><\/p>\n<p>Now you can click on any value in the slicer, and the data is instantly filtered. You can make multiple selections, by holding the control key.<\/p>\n<p>And more than 1 slicer can be added, giving you multiple combinations of slices. The total row updates automatically as each selection is made. This is truly slice and dice of data, allowing you to summarize data in Excel spreadsheets just by using a mouse. No formulas or lengthy steps are involved.<\/p>\n<p>&nbsp;<\/p>\n<h2>7. Summarize With Excel Pivot Tables<\/h2>\n<p>Pivot tables have been in Excel for over 30 years. They are the most used feature of Excel, as it allows for business analysts &amp; managers to manipulate and analyze data in countless better ways.<\/p>\n<p>A pivot table is actually a summary table, which allows you to slice and dice the data by different dimensions.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-large wp-image-1006 aligncenter\" src=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/7-summarize-excel-pivot-tables.jpg?resize=1024%2C576&#038;ssl=1\" alt=\"Using Pivot Tables for Excel Data Analysis\" width=\"1024\" height=\"576\" srcset=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/7-summarize-excel-pivot-tables.jpg?resize=1024%2C576&amp;ssl=1 1024w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/7-summarize-excel-pivot-tables.jpg?resize=300%2C169&amp;ssl=1 300w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/7-summarize-excel-pivot-tables.jpg?resize=768%2C432&amp;ssl=1 768w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/7-summarize-excel-pivot-tables.jpg?w=1280&amp;ssl=1 1280w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" data-recalc-dims=\"1\" \/><\/p>\n<p>Pivot tables are easy to get started with.<\/p>\n<p>To create a pivot table, Stay within your dataset. Then go to Insert &gt; Pivot Table. The entire dataset is selected. Click OK and a new pivot table is created in a new worksheet by default.<\/p>\n<p>Click on the column that you want to summarize on, from the pivot table field list on the right side of the screen. In our example, we check the Department and Sales amount from the field list. Instantly, the total sales per department are calculated and populated in the pivot table on the left. Notice that Excel generates a unique list of departments, without any duplicates.<\/p>\n<p>To visualize both the Sum &amp; Count of the data points, you can drag one more copy of the Sales into the Values Area section. Then right-click on the value, and choose<\/p>\n<h3>Summarize Values by &gt; Count.<\/h3>\n<p>Similarly, you can change the calculation type, and pick up Average, Max, Min. This way, you can have all the vital statistics about your data summarized by each department.<\/p>\n<p><strong>Additionally, to see the percentage of sales done by each department,<\/strong><\/p>\n<p>Right Click on any numeric value in the pivot table, and choose <em><strong>Show Value As &gt; % of Grand Total.<\/strong><\/em><\/p>\n<p><strong>This will instantly calculate the % of contribution done by each department.<\/strong> The grand total will show 100% of the sales.<\/p>\n<blockquote><p>It is a good idea to sort the % of Grand Total value from highest to lowest by value, showing the highest values on the top.<\/p><\/blockquote>\n<p>You can then add a further selection in the rows or columns, to get a 3D view of your data. As you can see, <strong>Pivot Table is a powerful tool that can get the analysis done the fastest!<\/strong><\/p>\n<p>As you learn more about the Pivot Tables, you\u2019ll realize that they can be used to summarize data from a single worksheet or multiple worksheets.<\/p>\n<p>A pivot can even summarize data from multiple workbooks too. This is a must-learn feature of Microsoft Excel. You can attend an <a href=\"https:\/\/www.excelchamp.net\/advanced-excel-training.html\" target=\"_blank\" rel=\"noopener\">Advanced Excel Training in Singapore<\/a> at Intellisoft, where I teach this class.<\/p>\n<ul>\n<li><a href=\"https:\/\/www.youtube.com\/watch?v=5a4mGWk8oew&amp;list=PLs7XSC71C-MUZ9uV9zUlVCgNVGc7RiLQR&amp;utm_source=ExcelChamp_Website&amp;utm_medium=blog&amp;utm_campaign=self-promotion&amp;utm_content=page-starthere\" target=\"_blank\" rel=\"noopener\"><strong>FREE COURSE ON PIVOT TABLES TO ANALYZE DATA<\/strong><\/a> &#8211; <strong>No Signup is required. Click &amp; Start watching Videos For Free and improve your Pivot Table Skills.<\/strong><\/li>\n<\/ul>\n<h2>8. Summarize Data With Excel Functions<\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-large wp-image-1007 aligncenter\" src=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/8-summarize-excel-functions.jpg?resize=1024%2C576&#038;ssl=1\" alt=\"Use Excel Functions to Summarize Information\" width=\"1024\" height=\"576\" srcset=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/8-summarize-excel-functions.jpg?resize=1024%2C576&amp;ssl=1 1024w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/8-summarize-excel-functions.jpg?resize=300%2C169&amp;ssl=1 300w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/8-summarize-excel-functions.jpg?resize=768%2C432&amp;ssl=1 768w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/8-summarize-excel-functions.jpg?w=1280&amp;ssl=1 1280w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" data-recalc-dims=\"1\" \/><\/p>\n<p>To get the most flexibility, you can actually write your own summary functions within Excel, by using the following formulas.<\/p>\n<p>We have already covered the Autosum features of Excel which generate the Sum, Count &amp; Average. Now we will look at how to write these functions manually.<\/p>\n<p>To Sum a range of data, use <strong>=SUM(range)<\/strong> in the formula bar.<\/p>\n<p>To Count a range of numeric data cells, use <strong>=COUNT(range)<\/strong>. This generates a numeric count.<\/p>\n<blockquote><p><strong>To count a range of alpha-numeric data cells, use =COUNTA(range). COUNTA can be used to count both numeric and non-numeric data.<\/strong><\/p><\/blockquote>\n<p>To find the average of any data, use <strong>=AVERAGE(range).<\/strong><\/p>\n<p>&nbsp;<\/p>\n<h2>9. Advanced Excel Functions for Summarizing Data<\/h2>\n<p>The real power of Excel functions is when you go beyond the basic summary functions and do some advanced data analysis.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-large wp-image-1008 aligncenter\" src=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/9-summarize-advanced-excel-functions.jpg?resize=1024%2C576&#038;ssl=1\" alt=\"Advanced SUMIF Functions to Summarize Data\" width=\"1024\" height=\"576\" srcset=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/9-summarize-advanced-excel-functions.jpg?resize=1024%2C576&amp;ssl=1 1024w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/9-summarize-advanced-excel-functions.jpg?resize=300%2C169&amp;ssl=1 300w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/9-summarize-advanced-excel-functions.jpg?resize=768%2C432&amp;ssl=1 768w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/9-summarize-advanced-excel-functions.jpg?w=1280&amp;ssl=1 1280w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" data-recalc-dims=\"1\" \/>You can use the following Excel formulas<\/p>\n<p>Sum the data conditionally. For example, if we want to summarize the monthly sales only for a particular country, we can use the Excel Sumif function:<\/p>\n<p><em><strong>=SUMIF(country data range, select_country, monthly sales data range)<\/strong><\/em><\/p>\n<p>Similarly, to count the number of products sold by a country, we can count by using the COUNTIF function of Excel<\/p>\n<p><strong><em>=COUNTIF(country data range, select_country, monthly sales data range)<\/em><\/strong><\/p>\n<p>And average sales per country can be analyzed by using the following formula of AVERAGEIF.<\/p>\n<p><em><strong>=AVERAGEIF(country data range, select_country, monthly sales data range)<\/strong><\/em><\/p>\n<p>For multiple, if conditions, you can use the <strong>sumifs<\/strong> function to summarize data by your chosen selection. These functions can really cut down your data analysis time when you have large amounts of data to summarize.<\/p>\n<p>&nbsp;<\/p>\n<h2>10. Summarize With Descriptive Statistics From Analysis Toolpack<\/h2>\n<p>Finally, Microsoft Excel has the Data Analysis Toolpak, a hidden Statistical Analysis tool, that can calculate the Median, Standard Deviation, Variance, Analysis of variance (ANOVA), and much more in a single click.<\/p>\n<p>To enable the Data Analysis feature in Excel, you must go to<\/p>\n<h3>File &gt; Options &gt; Add Ins.<\/h3>\n<p>Then select the Data Analysis ToolPak if it is inactive. You might have to click on the Go button at the bottom. Choose the Toolpak, and click OK. This will add a Data Analysis button on the Data tab of Excel, at the end. Check it out. Once this button is enabled, it stays active, and you can use it subsequently anytime.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-large wp-image-1010 aligncenter\" src=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/10-summarize-analysis-toolpack.jpg?resize=1024%2C576&#038;ssl=1\" alt=\"Using Descriptive Statistics\" width=\"1024\" height=\"576\" srcset=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/10-summarize-analysis-toolpack.jpg?resize=1024%2C576&amp;ssl=1 1024w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/10-summarize-analysis-toolpack.jpg?resize=300%2C169&amp;ssl=1 300w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/10-summarize-analysis-toolpack.jpg?resize=768%2C432&amp;ssl=1 768w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/10-summarize-analysis-toolpack.jpg?w=1280&amp;ssl=1 1280w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" data-recalc-dims=\"1\" \/><\/p>\n<p>To use this Data Analysis ToolPak, go to<\/p>\n<h3>Data Analysis &gt; Descriptive Statistics.<\/h3>\n<p>Select the Entire numeric column that you want to analyze in the Input Range. Check the Labels in First Row checkbox if your data has a header.<\/p>\n<p>Then check the output box radio button, and key in a cell address where you want the summary statistics to be generated. Check Summary Statistics, and click OK.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-large wp-image-1009 aligncenter\" src=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/10-descriptive-statistics-excel-1024x576.jpg?resize=1024%2C576&#038;ssl=1\" alt=\"Analysis Toolpack To Summarize Data With Excel\" width=\"1024\" height=\"576\" srcset=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/10-descriptive-statistics-excel.jpg?resize=1024%2C576&amp;ssl=1 1024w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/10-descriptive-statistics-excel.jpg?resize=300%2C169&amp;ssl=1 300w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/10-descriptive-statistics-excel.jpg?resize=768%2C432&amp;ssl=1 768w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/10-descriptive-statistics-excel.jpg?w=1280&amp;ssl=1 1280w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" data-recalc-dims=\"1\" \/><\/p>\n<p>The full descriptive statistics are displayed instantly. This final result is a detailed Statistical Analysis of your data.<\/p>\n<figure id=\"attachment_1020\" aria-describedby=\"caption-attachment-1020\" style=\"width: 463px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-1020 size-full\" src=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/descriptive-statistics-results.png?resize=473%2C491&#038;ssl=1\" alt=\"Descriptive Statistics Result from Analysis Toolpak\" width=\"473\" height=\"491\" srcset=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/descriptive-statistics-results.png?w=473&amp;ssl=1 473w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/descriptive-statistics-results.png?resize=289%2C300&amp;ssl=1 289w\" sizes=\"(max-width: 473px) 100vw, 473px\" data-recalc-dims=\"1\" \/><figcaption id=\"caption-attachment-1020\" class=\"wp-caption-text\">Descriptive Statistics Result from Analysis Toolpak<\/figcaption><\/figure>\n<h2>Multiple Ways to Summarize Data in Excel &#8211; Conclusion<\/h2>\n<p>There are so many different ways to summarize data in Excel. Mastering them will improve your data analysis skills, and you will be on your way to huge success, by taking action on the insights gleaned from your data analysis.<\/p>\n<p style=\"text-align: center;\"><iframe title=\"YouTube video player\" src=\"https:\/\/www.youtube.com\/embed\/uDmRW0MIrSA\" width=\"560\" height=\"315\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-large wp-image-1011 aligncenter\" src=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/11-summarize-data-conclusion.jpg?resize=1024%2C576&#038;ssl=1\" alt=\"Recap of Top 10 Ways to Summarize Data with Excel\" width=\"1024\" height=\"576\" srcset=\"https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/11-summarize-data-conclusion.jpg?resize=1024%2C576&amp;ssl=1 1024w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/11-summarize-data-conclusion.jpg?resize=300%2C169&amp;ssl=1 300w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/11-summarize-data-conclusion.jpg?resize=768%2C432&amp;ssl=1 768w, https:\/\/i0.wp.com\/www.excelchamp.net\/wp-content\/uploads\/2021\/09\/11-summarize-data-conclusion.jpg?w=1280&amp;ssl=1 1280w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" data-recalc-dims=\"1\" \/><\/p>\n<p>Go ahead and try them out.<\/p>\n<blockquote><p><strong>Each technique is a gem, and adds to your skills in Excel data analysis.<\/strong><\/p><\/blockquote>\n<p>Cheers,<br \/>\nVinai Prakash<\/p>\n<p>About Vinai Prakash: Vinai is a prolific speaker, author, entrepreneur and coach on the topics of <a href=\"https:\/\/www.excelchamp.net\/excel-data-analysis-waitinglist\" target=\"_blank\" rel=\"noopener\">Data Analytics<\/a>, Project Management, Advanced Excel Techniques, SQL, Python, <a href=\"https:\/\/www.trainingint.com\/icdl-data-analytics-excel-powerbi-training-wsq-skillsfuture\" target=\"_blank\" rel=\"noopener\">Data Visualization with Power BI &amp; Creating of Excel Dashboard<\/a> and several other soft skills. He is one of the <a href=\"https:\/\/www.vinaiprakash.com\" target=\"_blank\" rel=\"noopener\">Best Trainers for Data Analytics Training<\/a>\u00a0and is highly sought after for his advice. Contact Vinai for your next Data Analysis Training.<\/p>\n<ul>\n<li>Join Vinai&#8217;s <a href=\"https:\/\/www.excelchamp.net\/excel-data-analysis-waitinglist\">Data Analysis With Excel MasterClass<\/a>, and learn how to analyze data firsthand.<\/li>\n<\/ul>\n<div class=\"ml-form-embed\" data-account=\"3112195:l6l5i4i1x0\" data-form=\"5497493:o9q9a8\"><\/div>\n","protected":false},"excerpt":{"rendered":"<p>You&#8217;ve got some data in Excel, and you want to summarize it quickly. There&#8217;s not much time, and your client or boss needs information right away. Apply any of these Top 10 Techniques to Summarize Data Quickly with in-built Excel Functions and Features.\u00a0You&#8217;ll get instant results to satisfy most requirements fast. Microsoft Excel has become &#8230; <a title=\"How To Summarize Data in Excel: Top 10 Ways\" class=\"read-more\" href=\"https:\/\/www.excelchamp.net\/how-to-summarize-data-in-excel\/\" aria-label=\"More on How To Summarize Data in Excel: Top 10 Ways\">Read more<\/a><\/p>\n","protected":false},"author":1,"featured_media":1012,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"generate_page_header":"","footnotes":"","_jetpack_memberships_contains_paid_content":false},"categories":[5,6,10],"tags":[113,112],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v21.6 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How To Summarize Data in Excel: Top 10 Ways - ExcelChamp<\/title>\n<meta name=\"description\" content=\"Top 10 Ways to Summarize Data in Excel With Tables, Slicers, Pivot Tables, Formulas, Subtotal, SUMIF, Analysis Toolpak: ExcelChamp Excel Tips\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.excelchamp.net\/how-to-summarize-data-in-excel\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How To Summarize Data in Excel: Top 10 Ways - 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