When working with large and complex spreadsheets in Microsoft Excel, scrolling through hundreds of rows and columns can quickly become overwhelming. To keep your worksheet organized and easier to read, you can use Excel’s Outline feature to group related rows and columns together. This allows you to collapse and expand sections of your data with a single click. Here is how to group rows and columns in Microsoft Excel.
How to Group Rows or Columns
Grouping data in Excel is a straightforward process that works the same way for both rows and columns:
- Select the Data: Highlight the specific rows or columns you want to group. To select entire rows, click and drag across the row numbers on the far left. To select entire columns, click and drag across the column letters at the top.
- Navigate to the Data Tab: Go to the Data tab located on the Excel ribbon at the top of the window.
- Click Group: Look for the Outline section (usually situated on the far right side of the ribbon). Click the Group button, and then select Group from the dropdown menu.
Keyboard Shortcut: Alternatively, after selecting your rows or columns, you can press Shift + Alt + Right Arrow to instantly group them.
How to Collapse and Expand Grouped Data
Once you have created a group, Excel will display an outline margin next to the grouped rows (on the left) or above the grouped columns (at the top).
- To Collapse (Hide): Click the small minus (-) button in the margin. The grouped data will be hidden from view.
- To Expand (Show): Click the small plus (+) button that appears to reveal the hidden data again.
- Level Buttons: You will also see small numbers (1, 2, 3) in the top left corner of the margin. Clicking these numbers allows you to instantly collapse or expand all groups across the entire worksheet to a specific outline level.
How to Ungroup Data
If you no longer need the data grouped, simply highlight the grouped rows or columns, go back to the Data tab, click Ungroup, and select Ungroup. (Keyboard shortcut: Shift + Alt + Left Arrow).