Please Note: This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Copying Subtotals.

Copying Subtotals

by Allen Wyatt
(last updated November 3, 2018)

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 (2647) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) 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

Changing Colors of Spelling and Grammar Underlines

The red and green wavy underlines used in Word can be a boon for proofing a document, but they are of little use if you ...

Discover More

Counting Asterisks

For some operations and functions, Excel allows you to use wild card characters. One such character is an asterisk. What ...

Discover More

Setting the Width for Row Labels

Excel displays, by default, a row label or heading at the left side of each row on the screen. As you scroll down the ...

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 (menu)

Formatting Subtotal Rows

Excel automatically formats subtotals for you. But what if you want to change the default to something more suitable for ...

Discover More

Moving Subtotals

When you add subtotals to a worksheet, Excel typically places them in the same column that you are subtotaling. If you ...

Discover More

Subtotals Option Grayed Out

The Subtotals option on the Data menu is normally available for adding or removing subtotals to data tables. If the ...

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 four minus 2?

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 menu interface (Excel 97, Excel 2000, Excel 2002, or Excel 2003)? This site is for you! If you use a later version of Excel, visit our ExcelTips site focusing on the ribbon 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.