Totals and subtotals

On tables and pivot tables, you can configure the display of totals or subtotals. Tables can display totals at the top or the bottom of the visual. Pivot tables can display totals and subtotals on rows and columns.

Add totals and subtotals to tables and pivot tables in Insights

You can add total columns to your table and pivot table visuals. You can also add subtotal columns to your pivot table visuals.

To display or hide totals and subtotals for a pivot table

  1. To display totals, open the Format visual, choose Total, and choose one of the options below.

    • In the Rows section, choose Show totals to show totals on the bottom row of the visual. Choose Pin totals to keep the totals visible as you scroll through the table.

    • In the Columns section, choose Show totals to show totals on the last column of the visual.

  2. To display subtotals, choose Subtotal and choose one of the options below.

    • In the Rows section, choose Show subtotals to show subtotals on rows.

    • In the Columns section, choose Show subtotals to show subtotals on columns.

    • In the Level section, choose one of the following:

      • Choose Last to only show the subtotal of the last field in the chart's hierarchy. This is the default option.

      • Choose All to show subtotals for every field.

      • Choose Custom to customize which fields show subtotals.

After you add row totals to your table or pivot table visual, you can also choose to position the totals at the top or bottom of the visual. You can also change the position of column totals in pivot tables.

To position row or column totals in a table or pivot table

  1. In the Format visual pane, choose Total.

  2. (Optional) For Rows, choose Show totals.

  3. (Optional) For Columns, choose Show totals.

  4. (Optional) In the Rows menu, open the Position dropdown and choose the position that you want the totals to be displayed. Choose Top to position totals at the top of the table, or Bottom to position totals at the bottom of the table.

  5. (Optional) In the Columns menu, open the Position dropdown and choose the position that you want the totals to be displayed. Choose Left to position totals at the left of the table, or Right to position totals at the right of the table.

You can't change the position of the subtotals of a pivot table visual. If your pivot table uses a hierarchy layout, the subtotal rows are positioned at the top of the table. Tabular pivot table subtotals are displayed at the bottom of the table.

Customize labels for totals and subtotals

You can rename the totals in table and pivot table visuals to provide better context for account readers. By default, the totals and subtotals appear without a label.

To rename totals in a table or pivot table visual

  1. In the Format visual pane, choose Total or Subtotal.

  2. For Label, enter a word or short phrase that you want displayed for the total.

    In pivot tables, you can also add labels to column totals and subtotals. To do so, enter a word or short phrase for Label in the Columns section.

  3. (Optional) For tabular pivot tables, you can also add group names to subtotals. To add a group name to row subtotals, choose the Plus (+) icon next to the Label field to add the group name parameter that you want. You can also enter a word or short phrase to this field.

You can also make changes to the text size and font color of the total and subtotal labels of your table and pivot table visuals.

To format totals and subtotals text

  1. In the Format visual pane, choose Total or Subtotal.

  2. For Text, do one or more of the following.

    • To customize the size of the text, choose a text size. You can choose between extra small and extra large text.

    • To change the font color, choose the Abc color icon, and then choose a color. You can choose one of the provided colors, reset the cell text color to the default color, or create a custom color.

    In pivot tables, you can also add format text for column totals and subtotals. To do so, repeat the above steps in the Columns section.

Totals and subtotals background color

To customize the background color for totals and subtotals

  1. In the Format visual pane, choose Total or Subtotal.

  2. For Background, choose the background color icon, and then choose a color. You can choose one of the provided colors, reset the background color to the default color, or create a custom color.

    In pivot tables, you can also add background colors for column totals and subtotals. To do so, choose a the background color icon for Background in the Columns section.

Totals and subtotals borders

To customize the borders for totals and subtotals

  1. In the Format visual pane, choose Total or Subtotal.

  2. For Borders, do one or more of the following:

    • To customize the type of border that you want, choose a border type icon. You can choose no borders, horizontal borders only, vertical borders only, or all borders.

    • To customize the border thickness, choose a border thickness.

    • To customize the border color, choose the border color icon, and then choose a color. You can choose one of the provided colors, reset the border color to the default color, or create a custom color.

    In pivot tables, you can also add borders for column totals and subtotals. To do so, repeat the above steps in the Columns section.

Applying totals and subtotals styling to cells

In pivot tables, you can apply any text, background color, and border styling you apply to totals to cells in that same column or row. Row subtotals appear differently depending on the layout that your pivot table uses. For tabular pivot tables, explicit subtotal headers appear on the visual. For hierarchy pivot tables, explicit subtotal headers do not appear. Instead, authors apply subtotal styling to individual fields from the Format visual menu. Collapsed headers cannot be styled as subtotals.

To apply totals and subtotals styling to cells

  1. In the Format visual pane, choose Total or Subtotal.

  2. For Apply styling to, choose the visual that you want to apply subtotal styling to. You can choose from the following options.

    • None– Removes styling options from all cells.

    • Headers only– Applies styling options to all headers in the pivot table.

    • Cells only– Applies styling options to all cells that aren't headers in the pivot table.

    • Headers and cells– Applies styling options to all cells in the pivot table.