Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, 2021, 2024, and Excel in Microsoft 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

Written by Allen Wyatt (last updated September 13, 2025)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, 2021, 2024, and Excel in Microsoft 365

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.

  6. Make sure the Visible Cells Only option is selected.
  7. Click on OK. Excel selects just the visible information from the range you specified in step 3.
  8. Press Ctrl+C to copy the rows to the Clipboard.
  9. Select the cell where you want to paste the subtotals.
  10. 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, 2021, 2024, and Excel in Microsoft 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

Storing Sorting Criteria

Need to do the same sorting operation over and over again? Excel doesn't provide a way to save your sorting criteria, but ...

Discover More

Determining the Month of the Year

Your macro code may need to determine the month of the year represented by a particular date. You can find the desired ...

Discover More

Disk Full Error

If you try to save your documents and you get an error indicating that the disk is full, it can be frustrating when you ...

Discover More

Excel Smarts for Beginners! Featuring the friendly and trusted For Dummies style, this popular guide shows beginners how to get up and running with Excel while also helping more experienced users get comfortable with the newest features. Check out Excel 2019 For Dummies today!

More ExcelTips (ribbon)

Picking a Group of Cells

Excel makes it easy to select a group of contiguous cells. However, it also makes it easy to select non-contiguous groups ...

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

Searching for All

When you are working on a worksheet (particularly a large one), you may want to search for and possibly copy information ...

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.

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

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}] (all 7 characters, in the sequence shown) 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 7 - 7?

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.

Links and Sharing
OUR COMPANY
OUR PRODUCTS
OUR SITES
 

Copyright © 2025 Sharon Parq Associates, Inc.