How to copy and paste grouped subtotal summary in Excel

In this article, we will learn How to copy and paste grouped subtotal in Excel.

Grouped Subtotals

How to group totals? Given a list of values and sub values in Excel. Sometimes we need to group some values along the rows or columns. For example finding the items purchased by each customer from a store. For these kinds of problems we group values and apply subtotal function. But this is not the problem


Whenever we need to copy and paste only the subtotal values. We get the whole data paste in new cells. This is not expected. So Excel helps you choose the data based on subtotal levels.

Level 1 : Data

Level 2 : Subtotal summary

Excel doesn't understand to copy only visible rows until and unless specified

Select only visible Rows in Excel

There are some steps to be followed to paste only the visible subtotal summary.

  1. Select the level with a subtotal summary.
  2. Go to Find & Select > Go to Special > Visible cells only.
  3. Now you see the cells have darkened
  4. Now use Ctrl + C to copy and you will see neon cells blazing.
  5. Now you can paste the subtotal summary anywhere.

Example :

All of these might be confusing to understand. Let's understand how to use the function using an example. Here we have records of students with respective product quantities.

Here we created subtotal groups of students based on sum of quantities. Now when we copy and paste only Subtotal summary and paste the values. The whole data gets pasted in return.

Follow the steps as explained below.

Select the level with a subtotal summary.

Go to Find & Select > Go to Special > select Visible cells only.

Now you see the cells have darkened as shown below

Now use Ctrl + C to copy and you will see neon cells blazing.

Now you can paste the subtotal summary anywhere.

And you won't get the whole data.

Here are all the observational notes using the Go to special method in Excel
Notes :

  1. Make sure to select the subtotal summary data before proceeding to Find & Select.
  2. You can use Paste Special but you will still get the whole data, not just the summary. This method is used only to paste subtotal summary

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