Your 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.
   
   
   
2. Click the little number 2 shown below to collapse all of the details in between all of the companies.
   
   
3. Click Edit, Go To.
   
   
4. Click Special.
   
   
   
   
5. Click Visible cells only and click OK.
   
   
   
6. Click Edit, Copy or CTRL+C to copy.
   
7. Open a new workbook and then click Edit, Paste or CTRL+V.
   
   
   

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!


Post from: Administrative Assistant