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 April 30, 2014)


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. ...


Redoing an Object Browse

The Object Browser is a great way to search for and navigate through all sorts of objects in your document. Once you use ...

Discover More

Entering Data as Thousands

There are many different ways you may need to enter data in a worksheet. For instance, you might want to enter data in ...

Discover More

Determining the Length of a String

Macros are great for working with strings, and one of the most commonly used string functions is Len. This tip explains ...

Discover More

Program Successfully in Excel! John Walkenbach's name is synonymous with excellence in deciphering complex technical topics. With this comprehensive guide, "Mr. Spreadsheet" shows how to maximize your Excel experience using professional spreadsheet application development tips from his own personal bookshelf. Check out Excel 2013 Power Programming with VBA today!

More ExcelTips (menu)

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

Counting with Subtotals

There are a variety of ways you can count information in different groupings. One convenient way is to use the ...

Discover More

Problems with Nested Subtotals

If you have a worksheet that has nested subtotals, you may have run across a problem where the subtotals and grand total ...

Discover More

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.


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 seven more than 2?

2018-04-08 01:00:03


Thank it s useful for me

2017-10-27 07:38:49


You saved from hours of silly work!You are awesome!

2017-01-12 06:52:53


Thanks for yor time, very useful.

2016-10-26 11:09:15

Muhammad Umer

Thanks a lot ........
I was fighting with my sheet from an hour and your instructions solved my problem...
again thanks

2016-06-08 13:54:46


Outstanding, thank you

2016-05-02 09:42:58


thank's you helped a lot

2016-04-05 11:52:31


I can not use the visible cells only function as I need to keep the subtotals on a new work sheet. When I copy the subtotal over to a new sheet it always expands. Can you assist?

2016-02-11 01:06:45

Dipen Desai

Thanks a lot Sir....
Really Great Help in making our Work Faster/Smoother...

2015-10-28 07:30:30

Praveen K

It is an awesome tip.

2015-10-05 07:24:56


Really good tip...:)

2015-09-30 03:12:31


Very good tip. Thanks..

2015-09-29 06:16:23

Manar Zamrik

I am really greatful

2015-09-02 05:04:09


excellent Tips, Thank you very much

2015-08-27 20:06:07

suzanne Watt

What if I wanted to paste these cells into an already subtotalled spreadsheet. Can that be done?

2015-07-30 01:55:01



2015-07-23 05:59:57

Buddhi Raj

Excellent tip

2015-06-19 17:08:01

Anabel Balderas

Micky Avidan - Thank you!

2015-05-19 09:45:19

Demetris R.


If you don't want the date to add you must change your subtotal function to average.

2015-05-07 02:45:23


thanks mickey very easy to do ur steps

2015-04-17 11:48:29

Michael (Micky) Avidan

Here is a much shorter way that replaces steps: 4,5,6,7
1. Select the range of cells containing the subtotals you want to copy.
2. Press a "2 key shortcut": ALT+;
(I Mean: hold the ALT key and press the 'semi-colon'.
3. Select Copy (Ctrl+C) and Paste it wherever needed (Ctrl+V).
Michael (Micky) Avidan
“Microsoft® Answers" - Wiki author & Forums Moderator
“Microsoft®” MVP – Excel (2009-2015)

2015-04-16 06:52:15


I did the above steps but the months that was copied to turn out only odd months meaning Jan, Mar, May, July n ...... The even months was not copied.

Can I know why? I followed the exact steps.

2015-03-23 08:44:25


Really helpful one. Thanks a lot

2015-03-14 21:50:10


Thanks--exactly what I needed!

2015-01-23 01:57:14

laxman bhardwaj

i like that
many many thanks

2015-01-21 16:18:00

Debra Castro

Extremely grateful, I had forgotten how to do it.

2015-01-05 10:29:18


Thanks - succinct and helpful

2014-11-20 07:59:04


Thanks! very useful information!

2014-10-13 10:57:41

Trees W


2014-01-15 05:15:44

Naveed Ahmad

What to do if we want to paste the data at the same place while the data is in filtered form.

2014-01-14 12:57:04

Nansi Martin

Yes, the F5 shortcut key and subsequent instructions did the job! Thanks much!

2013-08-13 18:27:08

Lora S

Excellent instructions, thank you! The other instructions online would not work with my version of excel, but since you knew the shortcut key (F5) problem solved! Thanks again!

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

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.