Use the PERCENTOF Function to Simplify Percentage Calculations in Excel

Excel's PERCENTOF function: Easily calculate the proportion of data subsets

Excel's PERCENTOF function can quickly calculate the proportion of data subsets in the entire data set, avoiding the hassle of creating complex formulas.

PERCENTOF function syntax

The PERCENTOF function has two parameters:

 <code>=PERCENTOF(a,b)</code>

in:

• a (required) is a subset of data that forms part of the entire data set;
• b (required) is the entire dataset.

In other words, the PERCENTOF function calculates the percentage of the subset a to the total dataset b .

Calculate the proportion of individual values ​​using PERCENTOF

The easiest way to use the PERCENTOF function is to calculate the proportion of a single value in the sum.

For example, analyze the performance of 14 stores in England in June and calculate the contribution of each store to total sales for the month.

This example uses formatted Excel tables and structured references to make the formula easier to understand. If more data is added on line 16 and below, the new value will be automatically included in the calculation. If you do not use tables and structured references, you may need to adjust the formula to include absolute references and update the formula when adding more data rows.

Enter in cell E2:

 <code>=PERCENTOF(</code>

Then click on cell D2 (the subset of data to calculate its contribution to the sum). If formatted tables are used, this forces Excel to add column names to the formula, while the @ symbol indicates that each row will be considered separately in the result. Then add a comma:

 <code>=PERCENTOF([@[June sales]],</code>

Finally, select all the data in column D (including the data subset selected in the previous step, but not the column header), telling Excel which cells make up the entire dataset. This will be displayed in the formula as the column name in square brackets. Then close the original parentheses.

 <code>=PERCENTOF([@[June sales]],[June sales])</code>

After pressing Enter, the result will be displayed as a series of zeros. Don't worry, this is because the data in the percentage column is currently expressed as a decimal, not a percentage.

To change these values ​​from a decimal to a percentage, select all affected cells and click the % icon in the Numbers group of the Ribbon Start tab. Meanwhile, click the "Increase Decimals" button to add decimals, which will help distinguish similar values.

This gives a formatted Excel table with a column showing how each store contributes to total sales.

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Adjust the number format of the cell to match its data type.

Articles using PERCENTOF with GROUPBY

While PERCENTOF can be used alone to display individual percentage contributions, it is mainly added to Excel for use with other functions. Specifically, PERCENTOF works very well with GROUPBY, and you can further subdivide the data into specified categories and display the output as a percentage.

Keep using the store sales data example above, assuming the goal is to find out which counties attract the largest percentage of sales.

Because GROUPBY creates dynamic arrays, this function cannot be used in formatted Excel tables. This is why you need to create a data retrieval form in a spreadsheet area that is not formatted as a table.

To do this, enter:

 <code>=GROUPBY(Sales[County],Sales[June sales],PERCENTOF)</code>

in:

• Sales[County] is the field in the original Sales table that will determine the grouping;
• Sales[June sales] is a field containing the value that will generate the percentage;
• PERCENTOF is a function that converts raw data into comparison values.

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The article GROUPBY function also allows input of five additional optional fields such as field title, sort order, and filter array, but in this case these fields are omitted to show how to use them with PERCENTOF in the simplest form.

After pressing Enter, Excel will group sales by county (alphabetical by default), displaying data in decimals.

To convert these decimals into percentages, select these numbers and click the % icon in the Numbers group of the Start tab of the ribbon. You can also adjust the decimal places of a percentage number by clicking the "Increase Decimal places" or "Decimal places" buttons in the same tab group.

Now, even if the data changes dramatically, the GROUPBY function picks up these changes and adjusts the classification table accordingly.

The application of PERCENTOF is much more than that! For example, you can embed this function in PIVOTBY, further segment the data using multiple variables, and then display the output as a percentage.

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