Insert Automatic Totals with Microsoft Excel’s Quick Analysis Tool

by Avantix Learning Team | Updated April 7, 2021

Applies to: Microsoft® Excel® 2013, 2016, 2019 and 365 (Windows)

You can sum or calculate other totals automatically in Excel using the Quick Analysis Tool. This awesome tool calculates totals for Sum, Average, Count, % Total and Running Total. All you need to do is decide if you want totals generated below or to the right of the selected range. You can even see a live preview of the totals before inserting them. In addition to calculating totals, you can also use the Quick Analysis tool to apply conditional formatting or to create charts and tables.

Recommended article: How to Delete Blank Rows in Excel (5 Easy Ways with Shortcuts)

Do you want to learn more about Excel? Check out our virtual classroom or live classroom Excel courses >

Selecting data to use with Quick Analysis

In order to use the Quick Analysis tool to insert totals, you’ll need to select the cells containing the data you want to summarize and ensure that there is an empty column to the right or empty row below the selection so Excel can insert the totals. After you select the data, a Smart Tag will appear on the bottom right. Click on the Smart Tag to view the Quick Analysis Tools.

Select the Smart Tag in Excel to display the Quick Analysis tool to sum data.

Using the Quick Analysis tool to insert totals below a selection

To use the Quick Analysis tool to calculate totals below a selection:

  1. Select the range of cells you want to summarize. A Quick Analysis Smart Tag icon appears in the lower right corner of the selection.
  2. Click the Quick Analysis Smart Tag icon or press Ctrl + Q. A gallery appears with tabs across the top with buttons below each tab.
  3. Click the Totals tab.
  4. Point to the button with the type of total calculation you would like to use such as Sum (if you simply point to the button, you will see a live preview). Click the left or right arrow to display more buttons if necessary.
  5. Click the button with the type of total calculation you would like to use. Select a button with blue highlighted cells at the bottom to insert the total below the range.

Excel Quick Analysis totals option below range.

Using the Quick Analysis tool to insert totals to the right of a selection

To use the Quick Analysis tool to calculate totals to the right of a selection:

  1. Select the range of cells you want to summarize. A Quick Analysis Smart Tag icon appears in the lower right corner of the selection.
  2. Click the Quick Analysis Smart Tag icon or press Ctrl + Q. A gallery appears with tabs across the top and buttons below each tab.
  3. Click the Totals tab.
  4. Point to the button with the type of total calculation you would like to use such as Sum (if you simply point to the button, you will see a live preview). Click the left or right arrow to display more buttons if necessary.
  5. Click the button with the type of total calculation you would like to use. Select a button with yellow highlighted cells on the right to insert the total to the right of the range.

Excel Quick Analysis tool to total to the right of a range.

Turning Quick Analysis off and on

Quick Analysis is enabled by default. However, you can turn it off and on:

    1. Click the File tab in the Ribbon.
    2. Select Options. A dialog box appears.
    3. Choose General in the left pane (the default).
    4. In the User Interface Options area, check or uncheck the Show Quick Analysis Options On Selection.
    5. Click OK.

Check out the other options in Quick Analysis like conditional formatting and charts.

Subscribe to get more articles like this one

Did you find this article helpful? If you would like to receive new articles, join our email list.

More resources

How to Use Flash Fill in Excel (4 Ways with Shortcuts)

How to Replace Blank Cells in Excel with a Value from the Cell Above

10 Great Excel Navigation Shortcuts

Related courses

Microsoft Excel: Intermediate / Advanced

Microsoft Excel: Data Analysis with Functions, Dashboards and What-If Analysis Tools

Microsoft Excel: Introduction to Visual Basic for Applications (VBA)

VIEW MORE COURSES >

Our instructor-led courses are delivered in virtual classroom format or at our downtown Toronto location at 1 Yonge Street, Suite 1801 (Toronto Star Building), Toronto, Ontario, Canada (some in-person classroom courses may also be delivered at an alternate downtown Toronto location). Contact us at info@avantixlearning.ca if you'd like to arrange custom onsite training or an online course on a date that's convenient for you.

Copyright 2021 Avantix® Learning

You may also like

How to Use Conditional Formatting in Excel to Highlight Dates Before Today (3 Ways)

How to Use Conditional Formatting in Excel to Highlight Dates Before Today (3 Ways)

You can use conditional formatting in Excel to highlight cells containing dates before today or within a date range before the current date. In a worksheet, you can use conditional formatting to highlight selected cells by filling them with a color based on rules or conditions. This type of formatting is helpful if you want to highlight past due dates such as invoices that are 30, 60 or 90 days overdue.

Microsoft, the Microsoft logo, Microsoft Office and related Microsoft applications and logos are registered trademarks of Microsoft Corporation in Canada, US and other countries. All other trademarks are the property of the registered owners.

Avantix Learning | 1 Yonge Street, Suite 1801 (Toronto Star Building), Toronto, Ontario, Canada M5E 1W7 | info@avantixlearning.ca

Summary
Automatically Sum Rows and Columns in Excel Using the Awesome Quick Analysis Tool
Article Name
Automatically Sum Rows and Columns in Excel Using the Awesome Quick Analysis Tool
Description
You can sum or calculate other totals automatically in Excel using the Quick Analysis Tool. This awesome tool calculates totals for Sum, Average, Count, % Total and Running Total. All you need to do is decide if you want totals generated below or to the right of the selected range. You can even see a live preview of the totals before inserting them. In addition to calculating totals, you can also use the Quick Analysis tool to apply conditional formatting or to create charts and tables.
Author
Publisher Name
Avantix Learning

Pin It on Pinterest

Share This