How to Count Filtered Rows in Excel: A Step-by-Step Guide

How to Count Filtered Rows in Excel

Counting filtered rows in Excel is a handy skill that can save you loads of time. You simply need to use the SUBTOTAL function to get exact counts without manually tallying rows. This method ensures you only count the rows visible after applying filters. Here’s how you can do it quickly and efficiently.

Step-by-Step Tutorial: How to Count Filtered Rows in Excel

Let’s dive into the step-by-step process to count filtered rows in Excel. Follow these steps, and you’ll be a pro at this in no time.

Step 1: Open Your Excel Worksheet

Open the Excel worksheet where you want to count the filtered rows.

Make sure your data is well-organized in a table, with headers clearly defined. This makes the process smoother.

Step 2: Apply Filters to Your Data

Click on any cell within your data range and go to the "Data" tab. Select "Filter" to apply filters to your columns.

You’ll see small dropdown arrows appear next to each header. Use these to filter your data as needed.

Step 3: Select a Cell for the Count

Decide where you want the count to appear and click on that cell.

Choosing a cell outside your data range avoids clutter and confusion.

Step 4: Enter the SUBTOTAL Function

Type =SUBTOTAL(103, range) into the selected cell, replacing "range" with the actual range of your data.

For example, if your data is in cells A2 to A100, you would type =SUBTOTAL(103, A2:A100).

Step 5: Press Enter

Press Enter to complete the formula and see the count of your filtered rows.

The SUBTOTAL function updates automatically as you change the filters, giving you an accurate count every time.

Once you complete these steps, the selected cell will display the count of filtered rows in your dataset. This count dynamically updates as you adjust your filters, providing real-time insights into your data.

Tips for Counting Filtered Rows in Excel

  • Always use the SUBTOTAL function with the first argument as 103, which counts visible cells only.
  • Keep your data organized in a table format for easier manipulation.
  • Save your work frequently to avoid losing data.
  • Use keyboard shortcuts like Ctrl + Shift + L to quickly apply or remove filters.
  • If you need to count multiple columns, apply the SUBTOTAL function to each column’s range separately.

Frequently Asked Questions

How do I change the range in the SUBTOTAL function?

Simply click on the cell with the formula, and adjust the cell references within the parentheses.

Can I use SUBTOTAL for other calculations?

Yes, SUBTOTAL can perform functions like SUM, AVERAGE, and more by changing the first argument.

Why should I use 103 in the SUBTOTAL function?

The number 103 ensures you count only visible cells, ignoring any hidden rows.

What happens if I delete rows after applying the filter?

The SUBTOTAL function will automatically adjust to reflect the new count of visible rows.

Is there a way to count filtered rows without using formulas?

Not directly. Using the SUBTOTAL function is the most efficient and accurate method.


  1. Open your Excel worksheet.
  2. Apply filters to your data.
  3. Select a cell for the count.
  4. Enter the SUBTOTAL function.
  5. Press Enter.


Counting filtered rows in Excel is an essential skill for anyone who works with large datasets. By using the SUBTOTAL function, you can ensure that you are counting only the visible rows, making your data analysis more accurate and efficient. Always remember to keep your data organized and use the right functions to save time and effort.

If you found this guide helpful, try exploring other Excel functions that can simplify your data tasks. Counting filtered rows is just one of many ways to harness the power of Excel. Happy counting!

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