Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, and 2013. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Merging Cells to a Single Sum.

Merging Cells to a Single Sum

by Allen Wyatt
(last updated March 1, 2014)

As you analyze your data in a worksheet, one common task is to look for ways to simplify the amount of data need to work with. One way to do this is to "merge" several consecutive cells together in an Excel worksheet, leaving only the sum of the original cells as a value. For instance, if you have values in the range B3:F3, how would you collapse the range into a single cell that contains just the sum of that range?

The easiest way I have found to accomplish this task is as follows:

  1. Select the cell just to the right of the range you want to collapse. (In the above example, you would select cell G3.)
  2. In this cell, enter a SUM formula that adds up the range. For instance, the cell could contain the formula =SUM(B3:F3).
  3. Copy this formula down to other cells, if necessary.
  4. Select all the cells that contain the SUM formula.
  5. Press Ctrl+C to copy the cells to the Clipboard. The cells should all still be selected.
  6. Make sure the Home tab of the ribbon is displayed.
  7. Click the down-arrow under the Paste tool (at the left side of the ribbon) and choose Paste Special from the resulting drop-down list. Excel displays the Paste Special dialog box. (See Figure 1.)
  8. Figure 1. The Paste Special dialog box.

  9. Make sure the Values option is chosen.
  10. Click on OK.
  11. Delete the original range of cells. (For example, B3:F3.)

When you clicked the down-arrow under the Paste tool (in step 7), you may have noticed a number of different choices you could make. If you don't want to display the Paste Special dialog box, you could instead click the Values option in the Paste Values section of the drop-down list. The Values option is the left-most option in the Paste Values section; it looks like a clipboard with the number 123 on it.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (9146) applies to Microsoft Excel 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Excel here: Merging Cells to a Single Sum.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Selective Undo

Ever wonder why you can't undo just a single edit you made a few minutes earlier? The short answer is that it could make your ...

Discover More

File Formats that Include Field Formats

If you import data into Excel that is created by other programs, you know that it can be bothersome to get your data ...

Discover More

Getting Rid of Markup

Word includes editing tools that allow you to track what changes you've made in a document. Making the tracked changes go ...

Discover More

Solve Real Business Problems Master business modeling and analysis techniques with Excel and transform data into bottom-line results. This hands-on, scenario-focused guide shows you how to use the latest Excel tools to integrate data from multiple tables. Check out Microsoft Excel 2013 Data Analysis and Business Modeling today!

More ExcelTips (ribbon)

Pasting Excel Data within Word's Page Margins

The programs in the Microsoft Office suite are designed to work with each other easily. Sometimes there can be hiccups along ...

Discover More

Getting Help when Entering Functions

Need a quick memory jog when entering a worksheet function? Here's a shortcut that will be invaluable.

Discover More

Can't Copy Data between Workbooks

Edit a group of workbooks at the same time and you probably will find yourself trying to copy information from one of those ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 3 + 8?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.