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How to copy subtotals only in Excel?

Author: Kelly Last Modified: 2024-08-09

In general, we can copy a range and paste values or formats only. But, sometimes you may want to copy a range and paste subtotals only, how could you get it done in Excel? Below methods will ease your work greatly.

Copy subtotals only with the Subtotal feature

Copy subtotals only with Kutools for Excel


Copy subtotals only with the Subtotal feature

For example you have a fruit purchase table as below screenshot shown. Now you want to copy subtotal of each fruit from the table. This section will introduce the Subtotal feature to get it done in Excel.

a sreenshot of the original data

1. Select the Fruit column in the table, and click Data > Sort A to Z or Sort Z to A as you need.  See screenshot:

a screenshot of selecting a sorting type

2. In the popping out Sort Warning dialog box, please check the Expand the selection option, and click the Sort button. See screenshot:

a screenshot of expanding the selection

3. Select any cell in the table, and click Data > Subtotal. See screenshot:

a screenshot of enabling the Subtotal feature

4. In the opening Subtotal dialog box, please do as follows:

(1) Select the column you will add subtotal based on from the At each change in drop down list. In our case, we select the Fruit column.

(2) Select the calculation type you will do from the Use function drop down list. In our case, we select the Sum.

(3) In the Add subtotal to box, please check the columns you will add subtotals for. In our case, we check the Amount column.

(4) Click the OK button.

a screenshot showing how to configure the Subtotal dialog box

5. Now the data is grouped by fruit, and subtotal has been added for each fruit. Click the 2 in the up-left corner of working area to collapse the groups. See screenshot below:

a screenshot of grouping data by a certian category

6. And now only subtotal rows are visible. Please copy these visible subtotal rows with selecting these subtotal rows, press the Alt + ; keys simultaneously, and then press the Ctrl + C keys simultaneously. See screenshot above:

a screenshot showing only the visible cells are selected

7. Select the destination range, and then press the Ctrl + V keys simultaneously to paste these subtotal rows.

And now only the subtotal rows are copied and pasted into the destination range. See screenshot:

a screenshot showing the final results


Copy subtotals only with Kutools for Excel

It might be a little complex to copy subtotals only with the Subtotal feature in Excel. This method will introduce Kutools for Excel’s Advanced Combine Rows utility to quickly copy the subtotals only at ease.

Kutools for Excel - Packed with over 300 essential tools for Excel. Enjoy permanently free AI features! Download now!

1. Copy the fruit purchase table, and paste into the destination range. Keep selecting the pasted table, and click Kutools > Merge & Split > Advanced Combine Rows.

2. In the opening Advanced Combine Rows dialog box, please do as follows:

(1) Select the column you will add subtotals based on (the Fruit column in our case), and click the Primary Key;

(2) Select the column you will add subtotals for (the Amount column in our case), and then click Calculate > Sum or other calculation type as you need. See screenshot:

a screenshot showing the options in the Calculate menu

(3) Click the Ok button.

a screenshot showing how to configure the Advanced Combine Rows dialog box

3. Now each fruit’s subtotal has been calculated and placed in the destination range. See screenshot:

a screenshot of the results

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