Copying Subtotals

Summary: If you have added subtotals to your worksheet data, you might want to copy those subtotals somewhere else. This is easy to do using a special feature of the Go To command. (This tip works with Microsoft Excel 97, Excel 2000, Excel 2002, Excel 2003, and Excel 2007.)

Excel has a handy feature that allows you to automatically add subtotals to a data list. (How to create subtotals was 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:

Add your worksheet subtotals as you normally would.
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.)
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.)
Press F5. Excel displays the Go To dialog box.
Click on Special. Excel displays the Go To Special dialog box. (Click here to see a related figure.)
Make sure the Visible Cells Only option is selected.
Click on OK. Excel selects just the visible information from the range you specified in step 3.
Press Ctrl+C to copy the rows to the Clipboard.
Select the cell where you want to paste the subtotals.
Press Ctrl+V to paste the information.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2647) applies to Microsoft Excel versions: 97 | 2000 | 2002 | 2003 | 2007

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Copying Subtotals