Neatly arranging your data in Excel is required in every field of work, and when the data set is massive, it becomes even more crucial to arrange it properly. Grouping rows and columns in Excel allows you to collapse and expand groups of data, which allows you to manage your data neatly and view it in a more focused manner. In this article, we will learn how to group columns or rows in Excel.
How to Group Columns or Rows in Excel
Grouping Columns or Rows in Excel requires you to arrange the data logically, where grouping enhances the overall arrangement and presentation of the data. After the data is arranged in a logical manner suitable for grouping column-wise or row-wise, follow these steps to group your data in Excel:
- Start by selecting the data you wish to group.
- Now, press the shortcut, Shift+Alt+Right on your keyboard, this will open the Group dialog box.
- You can select how you wish to group your data, i.e., Row wise or Column wise.
- Select it, and press OK to group the data.
- Alternatively, you can select the data and go to the Data > Outline > Group.
Use the Shift+Alt+Left keyboard shortcut to ungroup the data or go to Data > Outline > Ungroup.
How to Expand and Collapse Grouped Rows and Columns in Excel
Now that you know how to group rows and columns in Excel, it is essential to understand how to view grouped data properly in Excel:
- You will see a minus or plus icon in the leftmost bar when the data is grouped row-wise.
- You can use the plus button to expand and view the grouped data.
- You can also use the minus button to collapse the grouped data.
- To expand or collapse the column-wise grouped data, do the same steps in the top bar between the data and the toolbar in Excel.
Alternatively, you can use the Auto Outline feature, which automatically analyzes the data in your spreadsheet and groups it accordingly. However, the feature is still not polished, and it may not be able to create an outline at all or not do it right.
In this article, we learned how to group columns and rows in Excel. We hope you found the article helpful.
Thanks for this article, it was a big time saver for me. This task was easy to do in Excel 2003, but it changed in Excel 2007 and I couldn’t find it for the life of me using the program help. Thanks again.
In Excel 2007, go to the DATA tab at the top of your window (home, insert, page layout, formulas, {DATA}). On that tab, look almost all the way to the right. There, you will see a subsection named “Outline.” The Group button is there.
Happy spread-sheeting!
Bill
Is there a way to change the grouping “+” and “-” sign to appear over the column that is immediately before the grouped columns (as opposed to being over the column after the grouped ones)?
For example, I want to have columns H and I collapsed. The information they hold is related to column G but might not be something a person viewing the spreadsheet cares about initially. However, if they want to see more detailed information than what is stored in G they should see that there is a “+” sign above G and pop that open for the more detailed information. Right now it looks like column J is the one that is expandable because it has the “+” above it, which is slightly misleading.
Hey bro, This method is great. I would like to know if there is any other method of doing the grouping.
Example. I double click on a cell(heading) and the the rows related to it collapses showing all necessary information related to the heading.
I know it can be done, just not sure of the name for the particular function. Its not drop down menu or combo box. It works exactly like the grouping data.
Thanks and regards
Ahmad
Singapore
I’m with Jadrian – I love grouping, and use it all the time. However, I was recently upgraded to Office 2007, and cannot for the life of me figure out where the “Grouping Options” went.
Can anyone help out?
@Ahmad
In excel 2007 go to Data -> Outline -> Settings. In the Directions, uncheck ‘Summary Rows below detail’ OR ‘Summary columns to the right of detail’
Does anyone know if there’s a maximum of groups that can be done?
I keep getting the message of “cannot shift object of the sheet”.
I’m using the 2007 version.
Thanks!
Hi, I have been using excel groping feature but as I was working on my file I cant no longer group or ungroup or even hidde or unhhide the data. I belive it has something to do with my file size 114,000kb
What can I do?
What really aggravatwes me is that you have to google to get any help, try and type “group cells” into excel help and you get everything but….GRRRRRRRRRRRRR!!!!!! I have just about had enough of this new version!!!!!
Is it possible to do 3 level of groupings without an extra column for summary.i.e. the plus sign of level 1 grouping should be in the same column as level 2 grouping. Just like you have 1 2 and 3 levels on right top corner of the sheet?.
Has anyone come up with a solution to the inability to group columns in a large file?
is there a way to do this via macro?
Hi
All
To group /ungroup rows/columns in in excel use the following shortcut keys.
steps
1.Select the rows or colums , which u want to group / ungroup
2. Shortcut to group press together SHIFT+ALT+RIGHT ARROW
3.To ungroup press together SHIFT+ALT+LEFT ARROW
Don’t foreget to say thanks if it is useful to you
Is there a way to label my groups? When they are all collapsed, I can’t remember which data is in which group, a label would be great!
Thanks!
Thank you! I thought I was using the grouping button improperly (which I was). Once I changed the setting in Data->Outline everything started to move alot smoother 😀
@ Jadrien, @ Brian,
These can be changed under the Outline settings.
For 2007:
> Open Outline Dialog box (click the small arrow at the bottom right corner of the Outline menu)
> Settings window will open
> Un-check the boxes “Summary columns to right of detail” (and un-check “summary columns to right of detail” if you want the same with rows)