How to Do Subtraction in Excel｜A Complete Guide for Beginners You Can Use Today

If you’re new to Excel, one of the first operations you’ll need to learn is subtraction. Whether you’re calculating expenses, tracking sales differences, or finding the remaining stock, subtraction is an essential Excel skill that forms the basis for more advanced formulas.

The good news is that Excel makes subtraction simple and intuitive once you understand how formulas and cell references work.

In this article, we’ll walk you through how to do subtraction in Excel step by step, from the absolute basics to real-world examples that you can start using right away. You’ll also learn useful tips to prevent common mistakes and speed up your work.

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✅ Understanding How Subtraction Works in Excel

Before diving into examples, let’s look at the basic concept of subtraction in Excel.

・Excel Uses Formulas for Calculations

In Excel, every calculation starts with an equal sign (=).
To perform subtraction, you simply use the minus sign - between numbers or cell references.

For example:
=10 - 5
→ Result: 5

But the real power of Excel lies in subtracting values stored in cells, not just typing numbers directly.

・Subtraction Between Cells

If you have two numbers in different cells, you can subtract them by referencing their locations.
For example:

• Cell A1: 10
• Cell B1: 5

In another cell (say C1), type:
=A1 - B1
→ Excel automatically calculates the result: 5

This is the foundation for all subtraction in Excel — using cell references so your formulas update automatically when data changes.

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✅ Step-by-Step: How to Do Subtraction in Excel

Let’s walk through each step of performing subtraction in Excel, from setup to practical use.

・Step 1: Prepare Your Data

Create a simple table like this:

A	B	C
Value 1	Value 2	Result
15	7
10	4
20	5

・Step 2: Enter the Subtraction Formula

Click on cell C2 and type:
=A2 - B2

Press Enter, and Excel will display 8 (15 – 7 = 8).

・Step 3: Apply the Formula to Other Rows

To apply the same formula down the column:

1. Click cell C2.
2. Hover over the small square at the bottom-right corner (the fill handle).
3. Drag down to fill all rows, or simply double-click the fill handle.

Excel automatically adjusts the formula for each row (C3 = A3 – B3, C4 = A4 – B4, etc.).

This is called AutoFill, and it saves a huge amount of time when working with multiple rows.

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✅ Subtracting a Constant Number from Multiple Cells

Sometimes you need to subtract a fixed value from several cells — like deducting a service charge or tax.

・Example

A	B
Amount	Result
100
80
50

If you want to subtract 10 from each value in column A:

1. Type 10 into cell C1.
2. In B2, type the formula:
   =A2 - $C$1
   (The $ symbol locks the reference to C1.)
3. Copy the formula down.

Result:

• 100 – 10 = 90
• 80 – 10 = 70
• 50 – 10 = 40

This technique is especially useful for consistent deductions across many rows.

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✅ Subtracting an Entire Column or Range

You can also subtract multiple cells at once using the SUM function.

・Example

A	B	C	D
Total	Expense1	Expense2	Result
200	50	30

Formula:
=A2 - SUM(B2:C2)

Explanation:

• SUM(B2:C2) adds up all expenses.
• Excel subtracts that total from A2 (the total budget).
  → 200 – (50 + 30) = 120

This approach is ideal for expense reports, profit calculations, or any case where you need to subtract a total of several items from one number.

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✅ Subtraction Across Sheets

If your data is stored on multiple sheets (for example, “January” and “February”), Excel can handle that easily.

・Example

=January!B2 - February!B2

This formula tells Excel to subtract the value in cell B2 on the “February” sheet from cell B2 on the “January” sheet.

It’s extremely useful for comparing monthly figures, progress reports, or financial statements.

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✅ Common Scenarios Where Subtraction Is Useful

Let’s look at how subtraction is applied in real-world Excel use.

・1. Sales and Profit Analysis

Calculate profit by subtracting cost from revenue:
=Revenue - Cost

Example:
If A2 = 1000 (Sales) and B2 = 700 (Cost),
=A2 - B2 → 300

You can then apply AutoFill to calculate profits across hundreds of products instantly.

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・2. Budget Tracking

Keep track of remaining funds by subtracting expenses from the total budget:
=Budget - SUM(Expenses)

For example, =A2 - SUM(B2:D2) will show how much money is left after all expenses.

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・3. Inventory Management

Track stock by subtracting sold units from total inventory:
=StartingStock - SoldUnits

Example:
100 – 20 = 80 remaining

Combine this with conditional formatting to highlight low stock levels automatically.

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・4. Performance Comparisons

Compare this month’s results to last month’s:
=CurrentMonth - PreviousMonth

This simple subtraction helps you instantly identify growth or decline trends.

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✅ Tips for Avoiding Common Subtraction Errors

Even though subtraction is simple, beginners often run into small issues that can cause incorrect results. Here’s how to prevent them.

・Avoid Text or Blank Cells

If one of your cells contains text or is empty, Excel may show an error (#VALUE!).
To prevent that, wrap your formula with an IFERROR:
=IFERROR(A2 - B2, "")

This hides errors and keeps your sheet clean.

・Check Cell Formats

If a cell is formatted as “Text,” Excel won’t calculate it.
Fix this by selecting the cell → Home tab → Number format → General.

・Use Parentheses for Clear Calculations

When combining subtraction with multiplication or division, use parentheses to ensure the correct order:
=A2 - (B2 * C2)
Without parentheses, Excel calculates multiplication before subtraction by default.

・Use AutoFill Instead of Copy-Paste

Dragging the formula down ensures automatic updates for each row, while manual copy-paste can break references if not careful.

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✅ Bonus: Subtracting Dates and Times

Excel can also subtract dates and times, which is extremely useful for schedule management or calculating durations.

・Date Example

A	B	C
Start Date	End Date	Days
2025/10/01	2025/10/10

Formula:
=B2 - A2 → 9

Excel counts the number of days between the two dates.

・Time Example

A	B	C
Start Time	End Time	Duration
9:00	17:30

Formula:
=B2 - A2

Result: 8:30 (hours and minutes)
You can format the cell as [h]:mm to display time correctly.

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✅ Summary: Master Subtraction and Excel Will Work for You

• Use =A1 - B1 for basic subtraction between two cells.
• Apply =A2 - SUM(B2:D2) when subtracting multiple values.
• Lock fixed values with $ (absolute references).
• Subtract across sheets for comparisons (=Sheet1!A1 - Sheet2!A1).
• Handle errors with IFERROR, and use AutoFill for speed.
• Subtract dates and times to calculate durations automatically.

By mastering subtraction, you’ll gain a solid foundation for all Excel calculations — from budgeting and reporting to forecasting and analysis.

Once you’re comfortable with this basic operation, you’ll find that most complex formulas are simply extensions of subtraction.

Start practicing these techniques today, and you’ll soon be working faster, smarter, and more confidently in Excel.