Totalling Excel cells quickly without using a formula

You may frequently need to sum the contents of cells, columns, or rows. This tip achieves this quickly without creating a new formula.

Maybe, your boss asks for the total sales figures for the last three years, or you get a phone call asking for the average annual sales of store one. These ad-hoc requests do not warrant adapting your worksheet, but they need to be handled quickly.

Select the cells whose data you wish to total (or average). These cells need not be next to each other on your worksheet. If they are not hold down the Ctrl key whilst clicking on your required cells.

In this example you have been asked for the total turnover of Stores 1 and 2 over the years 2002-2005.

To do this, select cells D3 to G4, by dragging over them with the mouse.

Look at the Status bar at the bottom of the screen, where you will see the average, count and sum of the range you have selected.



You can customise the information shown, and view other useful statistics, by right-clicking the status bar. For example, if you are going to see the maximum and minimum on a regular basis you can change the status bar by checking Minimum and Maximum on the pop-up list using the left mouse button. They will then appear on your Status bar.

In summary, selecting a set of cells and looking at the Status bar is a quick and effective way to see their sum, average, count, maximum or minimum.

Find out more about our Microsoft Excel training in UK or our Microsoft Excel training courses in Australia.



About jdonbavand

I am a trainer of Microsoft Office, Microsoft Project and Crystal Reports. I have called my blog "If Only I'd Known That...." because I hear it so many times in training sessions. In fact, if only I had a £100 (or 150 Aussie dollars)for every time someone says "If only I'd known that." ....
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