Sum Only Visible Cells in Excel

Excel SUBTOTAL Function for Visible Cells

Use the SUBTOTAL function in Excel to sum values in visible rows only. It is designed specifically for columns of data and will ignore rows hidden by a filter. Additionally, SUBTOTAL can be set to exclude manually hidden rows. This function is ideal for filtered lists and ensures accurate summation without including hidden cells.

Advanced Options with Excel AGGREGATE Function

For more advanced functionality, the AGGREGATE function serves as an upgraded alternative to SUBTOTAL. It not only sums visible cells but also offers 19 different calculations and the ability to ignore error values and hidden rows. AGGREGATE is a robust choice for users needing additional control over their calculations in Excel.

Counting and Criteria with SUBTOTAL and COUNTIFS

The SUBTOTAL function is also useful for counting visible rows. When paired with COUNTIFS, it can count visible rows that meet specific criteria, allowing for more complex data analysis within visible cell ranges.

Ease of Use

For ease of use, when creating lists with subtotals, utilizing the Subtotal command located in the Outline group on the Data tab in Excel's desktop application is recommended over manually writing the SUBTOTAL function.

Common Errors with SUBTOTAL

Be aware that using the SUBTOTAL function with 3-D references will result in a #VALUE! error. This function is not suited for row-based data and will only perform correctly with data arranged in columns.

Common Use Cases

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  Creating a report that only includes summaries of filtered data
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  Updating a financial summary by summing up non-hidden rows after applying filters
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  Compiling a subtotal of sales from selected regions while excluding others
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  Generating a dynamic budget overview that adjusts as certain line items are hidden or shown
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  Analyzing survey data by summing responses from specific demographics without altering the original dataset

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