Adding up a list of numbers is the first thing most people want Excel to do, and it’s also where a lot of people still reach for a calculator. You don’t need to. AutoSum totals a column in one click, and the SUM function it creates is simple enough to type yourself.
Quick reference
| What you want | How |
|---|---|
| Total the column above | Click the cell below, press Alt + =, then Enter |
| Type the formula | =SUM(B2:B20) |
| See a total without a formula | Select the cells and look at the status bar |
| Mac shortcut | Command + Shift + T |
1. Use AutoSum
- Click the empty cell directly below your column of numbers (or to the right of a row).
- Press Alt + =, or go to Home and click AutoSum (the Σ symbol) on the right.
- Excel draws a moving dotted box around the numbers it thinks you want. Check it’s right.
- Press Enter.
If Excel picks the wrong range, just drag over the correct cells before you press Enter.
2. Type a SUM formula yourself
AutoSum just writes a SUM formula for you. To write one by hand, click a cell and type:
=SUM(B2:B20)
The colon means “everything from B2 to B20”. You can also add separate cells or ranges with commas:
=SUM(B2, B5, B9)adds three specific cells.=SUM(B2:B20, D2:D20)adds two columns together.
Because it’s a formula, the total updates automatically when you change any of the numbers.
3. Get more than just a total
Click the small arrow next to the AutoSum button and you’ll find:
- Average: the mean of the numbers
- Count Numbers: how many cells contain a number
- Max and Min: the largest and smallest values
They work exactly the same way: click the cell below your data, choose the option, press Enter.
4. Total rows and columns in one go
Got a grid of numbers, like sales by month and by region? Select the whole block plus one empty row underneath and one empty column to the right, then press Alt + =. Excel fills in every row total and every column total at once.
5. See a total without a formula
Sometimes you just want a quick answer. Select the cells, then look at the status bar at the bottom-right of the Excel window. You’ll see the Average, Count and Sum of the selection. Nothing is added to your sheet.
Right-click the status bar to add Min, Max and Numerical Count as well.
Troubleshooting
The total is lower than it should be. Some of your numbers are probably stored as text. They usually sit on the left of the cell instead of the right, and may have a small green triangle in the corner. Select them, click the yellow warning icon and choose Convert to Number.
AutoSum picked up the heading or a date. Drag to select the correct range before pressing Enter, or edit the formula afterwards.
The formula shows instead of the answer. The cell is formatted as text. Change it to General on the Home tab, click in the cell, press F2, then Enter.
The total doesn’t change when I edit numbers. Calculation has been set to manual. Go to Formulas > Calculation Options and choose Automatic.
Wrapping up
Remember Alt + =. Click under your numbers, press it, press Enter, and you’ve got a total that updates itself. For a quick check without adding anything to the sheet, just glance at the status bar.
