The Problem and Correction when using the 2024 version of Excel
-
- Inserting a Row from the Total Row:
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- When you insert a new row while on the total row, Excel automatically splits the total row, creating a new blank row.
-
- The
=SUM(...)
formula adjusts to include the new row, which is helpful for the totals column, only when you add a new value in the new row.
- The
-
- Inserting a Row from the Total Row:
-
- Formulas in Other Columns Not Adjusting:
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- If there are formulas in other columns (e.g.,
=A1*B1
), copying these formulas down into the new row does not trigger the=SUM(...)
formula in that column to expand its range to include the new row. This results in incorrect totals for that column.
- If there are formulas in other columns (e.g.,
-
- Formulas in Other Columns Not Adjusting:
Why This Happens:
Excel treats the =SUM(...)
formula in each column independently. While the formula in one column may auto-adjust for a new row, formulas in other columns copied manually (or using fill) do not prompt Excel to expand the total range in those columns.
Solutions:
1. Convert Your Range to a Table
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- Tables handle new rows seamlessly, regardless of where they’re inserted.
-
- When you insert a row on the total row in a Table, all columns (including the totals) update dynamically.
-
- Steps:
-
- Select your range → Press
Ctrl + T
to create a Table.
- Select your range → Press
-
- Add a Total Row via
Table Design
→ Total Row.
- Add a Total Row via
-
- Insert rows directly on the Total Row—Excel will handle everything automatically.
-
- Steps:
2. Use Structured References in Formulas
-
- If you use structured references (available in Tables), the
SUM
formulas automatically include any new rows, even when formulas in other columns are copied or modified.
- If you use structured references (available in Tables), the
-
- Example: Instead of
=SUM(A1:A10)
, the Table will use=SUM(TableName[ColumnName])
.
- Example: Instead of
3. Manually Adjust All Total Rows
-
- After inserting a row from the total row:
-
- Update the
=SUM(...)
formulas in all relevant columns to include the new row.
- Update the
-
- Shortcut: Double-click the formula in the Total row, or press
Ctrl + Shift + Enter
for recalculation.
- Shortcut: Double-click the formula in the Total row, or press
-
- After inserting a row from the total row:
4. Use VBA for Automation
-
- You can create a VBA macro to automatically adjust all
=SUM(...)
formulas in the Total row whenever a new row is added.
- You can create a VBA macro to automatically adjust all
-
- Example VBA Code:vbaCopy code
Sub AdjustTotalRows() Dim ws As Worksheet Dim lastRow As Long Dim lastCol As Long Dim col As Long ' Set the active worksheet Set ws = ActiveSheet ' Get the last row and column of the data range lastRow = ws.Cells(ws.Rows.Count, 1).End(xlUp).Row lastCol = ws.Cells(1, ws.Columns.Count).End(xlToLeft).Column ' Loop through each column in the Total row and adjust the SUM formula For col = 1 To lastCol If IsNumeric(ws.Cells(lastRow, col).Value) Then ws.Cells(lastRow, col).Formula = "=SUM(" & ws.Cells(1, col).Address & ":" & ws.Cells(lastRow - 1, col).Address & ")" End If Next col End Sub
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- This macro adjusts all Total row formulas to include the new range.
-
- Example VBA Code:vbaCopy code
5. Add Rows Above the Total Row
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- Instead of inserting rows on the total row, always insert rows above the total row. This avoids splitting the total row and ensures proper adjustment of all formulas.
Summary:
The best long-term solution is to convert your range to a Table, as it eliminates these manual adjustments. If that’s not feasible, using structured references or VBA can streamline the process. Let me know if you’d like help implementing one of these solutions!
https://www.youtube.com/watch?v=fEpwKMFRx_I
Call Ivor (08) 9275-9188 or email ivor@perthsoftware.com