Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, and Excel in Office 365. 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: Copying Subtotals.

Copying Subtotals

by Allen Wyatt
(last updated July 13, 2019)

Excel has a handy feature that allows you to automatically add subtotals to a data list. (How to create subtotals is covered in other issues of ExcelTips.) You may be wondering, once the subtotals are in place, how you can copy the subtotals to a different worksheet. This is actually rather easy to do, if you follow these steps:

  1. Add your worksheet subtotals as you normally would.
  2. Collapse the information in the list so that only the subtotals are showing. (Click on the small 2 in the outline levels shown at the top of the gray area at the left of the worksheet.)
  3. Select the range of cells containing the subtotals you want to copy. (Do not select complete rows or columns; just select the range of cells.)
  4. Press F5. Excel displays the Go To dialog box.
  5. Click on Special. Excel displays the Go To Special dialog box. (See Figure 1.)
  6. Figure 1. The Go To Special dialog box.

  7. Make sure the Visible Cells Only option is selected.
  8. Click on OK. Excel selects just the visible information from the range you specified in step 3.
  9. Press Ctrl+C to copy the rows to the Clipboard.
  10. Select the cell where you want to paste the subtotals.
  11. Press Ctrl+V to paste the information.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (10677) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, and Excel in Office 365. You can find a version of this tip for the older menu interface of Excel here: Copying Subtotals.

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

Context Menus, Spell Checking, and Common Tasks

Automatic Spell Checking can change your menu options.

Discover More

Playing with a Full Deck

Ever need to populate some cells in your worksheet with a range of data, but in random order? Here's a handy macro to get ...

Discover More

Endnotes in a Separate Document

When you add endnotes to a document they are normally positioned (as one would expect) at the end of the document. You ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More ExcelTips (ribbon)

Entering Dates in Excel

When you type information into a cell, Excel tries to figure out what type of information you are entering. If Excel can ...

Discover More

Conditionally Deleting Rows

Want to delete a bunch of rows in a worksheet based on the value in a certain cell of each row? There are a couple of ...

Discover More

Setting a Length Limit on Cells

Limiting what can be entered in a cell can be an important part of developing a worksheet that other people use. Here are ...

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 6 + 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.