How to hide and unhide rows in Excel

This tutorial explores three methods for concealing and revealing rows in Excel worksheets. It also covers techniques for copying only visible rows and troubleshooting common unhiding issues.

Need to restrict user access to specific worksheet sections? Hiding rows effectively conceals sensitive data, formulas, or irrelevant information, maintaining user focus. Conversely, unhiding rows is crucial for comprehensive data review and dependency analysis, particularly when working with existing spreadsheets.

This guide covers both processes.

• Hiding Rows in Excel
• Unhiding Rows in Excel
  • Ribbon Method
  • Right-Click Menu Method
  • Keyboard Shortcut
  • Double-Click Method
• Unhiding All Rows
• Unhiding Multiple Rows
• Unhiding Top Rows
• Advanced Hiding/Unhiding Techniques
  • Hiding Rows with Blank Cells
  • Hiding Rows Based on Cell Value
  • Hiding Unused Rows
  • Locating Hidden Rows
  • Copying Only Visible Rows
• Troubleshooting Unhiding Problems

Hiding Rows in Excel

Multiple methods exist for hiding rows: ribbon commands, right-click menus, and keyboard shortcuts. Begin by selecting the target rows:

• Single Row: Click the row header.
• Contiguous Rows: Drag across row headers or select the first and last rows while holding Shift.
• Non-Contiguous Rows: Select the first row, then hold Ctrl while selecting others.

Once selected, use one of these methods:

Ribbon Method

1. Navigate to the Home tab > Cells group, and click the Format button.
2. Under Visibility, choose Hide & Unhide > Hide Rows.

Alternatively, go to Home tab > Format > Row Height…, and enter 0.

Right-Click Menu Method

Right-click the selected rows and select Hide.

Keyboard Shortcut

Press Ctrl 9.

Unhiding Rows in Excel

Excel offers several ways to unhide rows. The best approach depends on the specific rows you need to reveal.

Ribbon Method

Home tab > Cells group > Format button > Hide & Unhide > Unhide Rows.

Right-Click Menu Method

Select rows including those above and below the hidden rows. Right-click and choose Unhide. This works for single or multiple rows.

Keyboard Shortcut

Ctrl Shift 9 (unhides rows intersecting the selection).

Double-Click Method

Double-click the hidden row header (when the cursor changes to a double-headed arrow).

Unhiding All Rows

Select all rows (click the Select All button or press Ctrl A) and then use any of the unhiding methods above (Ctrl Shift 9 is fastest). To unhide all cells (rows and columns), select the entire sheet and use Ctrl Shift 9 (rows) and Ctrl Shift 0 (columns).

Unhiding Specific Rows

Select rows above and below the target hidden rows (for adjacent rows) or all rows between the first and last visible rows (for non-adjacent rows), then unhide.

Unhiding Top Rows

Select cell A1 (using the Name Box or Go To), then unhide using your preferred method. Alternatively, double-click the hidden row header.

Advanced Hiding/Unhiding Techniques

Hiding Rows with Blank Cells

1. Select the range.
2. Home tab > Find & Select > Go To Special > Blanks > OK.
3. Press Ctrl 9.

Hiding Rows Based on Cell Value

Use Excel's filtering capabilities.

Hiding Unused Rows

Select the row below the last data row, press Ctrl Shift Down arrow, then Ctrl 9. Similar steps apply to columns (Ctrl 0).

Locating Hidden Rows

Home tab > Find & Select > Go To Special > Visible cells only. Hidden rows will be bordered.

Copying Only Visible Rows

Select visible rows, then Home tab > Find & Select > Go To Special > Visible cells only. Copy and paste.

Troubleshooting Unhiding Problems

Protected Worksheet

Unprotect the sheet (using the Unprotect Sheet button on the Review tab) or adjust protection settings to allow row hiding/unhiding.

Small Row Height

Adjust the row height (right-click > Row Height…) if the height is a small non-zero value.

Filtered Rows

Remove filters if row numbers appear blue.

This comprehensive guide empowers you to effectively manage row visibility in Excel.

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