Sum numbers by text category in Numbers?

Question

Sum numbers by text category in Numbers?

I have two columns in Numbers, the first is numeric the second is text. I want to create a formula that will add the numbers in the first column that correspond to a particular value in the second column. The sumifs function does not seem to like vector (column) arguments, so I would have to enter each entry in column 2, one after another. I could use categories to rearrange numbers, and the sum a range of rows, but I would still need to manually select each range to calculate the sum. Is there not a function to compute subtotals of categories?

iMac 24″, macOS 26.4

Posted on Jul 4, 2026 12:13 PM

Reply

Answer 1

Top-ranking reply

6x6

Level 7

23,061 points

Jul 4, 2026 12:51 PM in response to Mikelis Bickis

The SUMIF function (not the SUMIFS - plural - function) would seem appropriate for your data. Here is an example:

(Cell C3 is similar to Cell C2 but sums up for “B”.)

Reply

Answer 2

Yellowbox

Level 7

22,147 points

Jul 4, 2026 11:08 PM in response to Mikelis Bickis

Hi Mikelis,

Create sums of categories like this.

Select the table, then Menu > Organise > Show Category Options

Add a Category. Choose Text

The Categories appear. Click in a label row under Numeric to see the cog wheel

Choose Sum

Done!

Regards,

Ian.

Reply

Answer 3

6x6

Level 7

23,061 points

Jul 7, 2026 4:35 PM in response to Mikelis Bickis

Another way to get the individual sums and the grand total would be to create a pivot table (Create a pivot table in Numbers on Mac - Apple Support).

Using the same table as my earlier example, here is what the pivot table would look like (the pivot table is added to a new sheet):

As opposed to using the SUMIF and SUM functions, which are automatic, if you update the source data in the original table, you need to refresh the pivot table to see the changes.

Reply

Answer 4

Jul 6, 2026 11:25 AM in response to Yellowbox

Thanks. That helps, and it works. But it still leaves another quandary. Now I can't get a grand total.

The Insert->Sum feature is disabled, and if I just do a Sum on the entire column it includes the subtotals, and thus doubles the grand total. (I know, I could just divide by two, but I shouldn't have to do that for such a convenient feature.)

Reply

Answer 5

Yellowbox

Level 7

22,147 points

Jul 6, 2026 9:55 PM in response to Mikelis Bickis

Hi again Mikelis,

Try this before you create Categories (or use Undo to go back to your original table).

Insert a Footer Row with this formula to create a grand total:

SUM(A)

Now repeat my previous post to create categories with Sums:

The grand total remains unchanged.

Regards,

Ian.

Reply

Answer 6

Jul 7, 2026 4:23 PM in response to Yellowbox

Thanks. That works. I guess the trick is to put the grand total in a "footer row". Still seems strange that there isn't a more automatic way to create subtotals and a grand total. It's not as if my intent is to do something unusual. Indeed, if I have two categories, Numbers gives me the subtotal for a single category, and then breaks it down by subcategory. It would be easy to have a default null category that would give a grand total.

Reply