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Copying Subtotaled Data


December 03, 2001 - by Bill Jelen

Geri wrote with today's question:

How can I copy a sheet that has been subtotaled and then condensed to totals, to another sheet without all of the underlying detail?

Great question. When you use the Group and Outline buttons (or even the AutoFilter) to hide certain rows and then try to copy them, you find that Excel copies all of the hidden rows as well. Luckily, there is an easy, if not intuitive, solution to the problem.

First, highlight all of the totals like you normally would.

Then, from the menu, choose Edit > GoTo. Click the Special button to open up the GoTo Special dialog box. In this dialog box, select Visible Cells Only from the right column.

You can now use Ctrl + C or Edit - Copy to copy the subtotals, then use Edit > PasteSpecial > Values to paste them in a new location.

Tip

This was one of the original tips of the week - you can check out an image of the dialog box at http://www.mrexcel.com/tip003.shtml