How to Calculate Running Total in Excel? (4 Easy Methods)

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If you’re working with numerical data in Microsoft Excel, one of the most useful calculations you can perform is a running total, also known as a cumulative sum. This technique adds values sequentially down a column, helping you understand trends, track progress, or analyze performance over time.

In this guide, you’ll learn four easy and practical methods to calculate a running total in Excel, using built-in tools and formulas that are beginner-friendly and efficient.

What is a Running Total in Excel?

A running total adds up numbers from the top of a list down to the current row. It’s frequently used in sales tracking, inventory management, budgeting, and financial forecasting.

For example, if you have sales data for multiple days, a running total shows the accumulated sales at the end of each day.

Method 1: Using a Simple Formula with Absolute and Relative References

This is the most widely used method and works in all versions of Excel.

Step-by-Step Instructions:

Let’s assume your sales data starts in cell B2.

1. In cell C2, enter the first value: =B2
2. In C3, enter the following formula: =SUM($B$2:B3)
3. Drag the fill handle (bottom-right corner of the cell) down the column to apply the formula to all rows.

How It Works:

• $B$2 is an absolute reference, always pointing to the first value in your data column.
• B3 is a relative reference, which updates as you move down rows.
• This formula tells Excel to sum all values from B2 to the current row (e.g., B3, B4, B5…).

Resulting Table:

This method gives you an accurate cumulative sum and is highly compatible across Excel versions.

Method 2: Using a Simple Addition Formula

This method uses a basic addition approach and is very easy to understand.

Step-by-Step Instructions:

1. In C2, enter: =B2
2. In C3, enter: =C2+B3
3. Drag the fill handle down to copy the formula through the rest of the column.

How It Works:

Each new row adds the value in the current row of column B to the running total from the row above in column C.

Example Table:

This is an intuitive way to build a running total if you’re just starting out with Excel.

Method 3: Using Excel’s Quick Analysis Tool

If you’re using Excel 2013 or later, the Quick Analysis tool can automatically generate running totals without any formulas.

Step-by-Step Instructions:

1. Select the column that contains your numeric data (e.g., B2:B4).
2. Click the Quick Analysis button (it appears at the bottom-right corner of your selection).
3. Navigate to the Totals tab.
4. Click Running Total (usually marked with a yellow icon).

How It Works:

Excel automatically inserts a new column beside your selected data with the running total pre-calculated.

Benefits:

• No need to write formulas
• Ideal for quick analysis
• Saves time for small datasets

Important:

This tool works best with contiguous numeric data and may not appear if your selection contains blanks or mixed data types.

Method 4: Using the SCAN Function (Microsoft 365)

If you’re using Excel for Microsoft 365, the SCAN function offers a powerful and dynamic way to compute running totals.

Syntax:

=SCAN(0, B2:B100, LAMBDA(a, v, a + v))

How to Use:

1. Enter the formula above into the cell where you want the running total to begin.
2. Press Enter. The results will automatically fill the cells below (spill range).

Parameters Explained:

• 0: Starting value for the cumulative total.
• B2:B100: Range of numeric values.
• LAMBDA(a, v, a + v):
  • a is the accumulated value (total so far).
  • v is the current value in the range.
  • a + v returns the updated total.

Example Output:

Advantages:

• Dynamic array formula
• Efficient for large datasets
• No need to drag or copy formulas

Note: This method only works in Microsoft 365 and not in earlier versions of Excel.

Which Method Should You Use?

Each method has its strengths depending on your Excel version, experience, and data size.

Common Use Cases for Running Totals in Excel

Understanding where and how to apply running totals can help improve your data analysis and reporting:

1. Sales Tracking

Track how total sales accumulate over time.

2. Expense Monitoring

Keep an ongoing total of monthly expenses.

3. Cumulative Grades

Calculate a student’s cumulative performance over several tests.

Tips to Avoid Errors When Calculating Running Totals

• Always check cell references: Absolute references should be fixed with $ symbols (like $B$2), while relative references should adapt to each row.
• Avoid blank rows: Blank cells in your data range can cause incorrect totals.
• Use formatted tables: Excel tables (Insert > Table) automatically extend formulas and handle dynamic data ranges.
• Label your columns: Adding headers like “Running Total” makes your worksheet easier to read and manage.
• Double-check large datasets: When using SCAN or long formulas, verify totals manually for the first few rows.

Final Thoughts

Calculating a running total in Excel is simple and powerful. Whether you’re tracking financials, project milestones, or performance scores, having a cumulative sum column helps you visualize growth and make informed decisions.

Choose the method that best fits your Excel version and workflow:

• For simplicity, use SUM with absolute and relative references.
• For speed, try the Quick Analysis Tool.
• For advanced automation, leverage the SCAN function if you have Microsoft 365.

FAQs

Vaishvi Desai

Vaishvi Desai is the founder of Excelsamurai and a passionate Excel enthusiast with years of experience in data analysis and spreadsheet management. With a mission to help others harness the power of Excel, Vaishvi shares her expertise through concise, easy-to-follow tutorials on shortcuts, formulas, Pivot Tables, and VBA.