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

Canceling an Edit

When editing a cell, you may want to cancel the edit at some point. There are two ways to do this, both described in this ...

Discover More

Removing Hyperlinks without a Macro, Take Two

Need to get rid of hyperlinks in a worksheet? Here's an easy way to do it without using a macro.

Discover More

Displaying the Control Panel

The Control Panel is (or has been) the heart and soul of controlling Windows. How you display the control panel, however, ...

Discover More

Professional Development Guidance! Four world-class developers offer start-to-finish guidance for building powerful, robust, and secure applications with Excel. The authors show how to consistently make the right design decisions and make the most of Excel's powerful features. Check out Professional Excel Development today!

More ExcelTips (ribbon)

Alt+Enter Stopped Working Correctly

What do you do if a keypress you know worked correctly before all of a sudden stops working as you expect? This tip ...

Discover More

Quickly Entering Data

Excel includes a handy shortcut for entering data that is similar to whatever you entered in the cell above your entry ...

Discover More

Counting Words

Do you need to know how many words are in a range of cells? Excel provides no intrinsic way to count the words, but you ...

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 8 + 4?

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.