"Excel"ing to Create Subtotal Row Totals

By The Professional Assistant on Wednesday, September 03, 2008

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Sales Report ChartYour manager sends you an e-mail with a spreadsheet attached. They ask you to create subtotals for the latest sales report, but want you to only send them the revised spreadsheet showing the subtotal rows.

I recently ran into this problem as well. One of my managers wanted me to use our sales tracking software to create the sales report for a particular product. Then he mentioned that he didn’t want all of the details of each product listed. He only wanted the total amounts shown as a bundled figure.

This made my life a little difficult since I thought that I would have to copy and paste all of the subtotal amounts into this spreadsheet, as the report shows all of the details. On a side note, if you need help creating subtotals, check my post on using subtotal functions in Microsoft Excel.

I poked around the internet a bit and came to realize that there is a faster way of doing this. I was able to put the entire report together within a matter of minutes.

Once you’ve created your subtotals, follow these steps on creating only subtotal rows:

  1. Highlight everything from the headings to the grand total.

    Microsoft Excel - Subtotal Row Totals Only - 1 of 6
  2. Click the little number 2 shown below to collapse all of the details in between all of the companies.

    Microsoft Excel - Subtotal Row Totals Only - 2 of 6
  3. Click Edit, Go To.

    Microsoft Excel - Subtotal Row Totals Only - 3 of 6
  4. Click Special.

    Microsoft Excel - Subtotal Row Totals Only - 4 of 6

  5. Click Visible cells only and click OK.


    Microsoft Excel - Subtotal Row Totals Only - 5 of 6
  6. Click Edit, Copy or CTRL+C to copy.
  7. Open a new workbook and then click Edit, Paste or CTRL+V.

    Microsoft Excel - Subtotal Row Totals Only - 6 of 6

Now only the subtotal rows will show up, instead of all of the details in between.

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Until next time,

Take care - of your clutter!


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2 comments for this post

I just wanted to say that this was super useful to me, and saved me a ton of time. Thanks for the walkthrough!

Posted on 4 June, 2009 1:00 PM  

Hi Mike,

Glad I could help out. I sometimes go onto my blog to look up stuff that I've added, since I tend to forget things at times.

Thanks,

Richard

Posted on 5 June, 2009 2:08 PM  

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