Excel: Group rows automatically or manually, collapse and expand rows

This tutorial demonstrates how to streamline complex Excel spreadsheets by grouping rows, making data easier to analyze. Learn to quickly hide or show row groups and collapse the entire outline to a specific level.

Large, detailed spreadsheets can be overwhelming. Excel's grouping feature offers a solution, allowing you to collapse and expand rows with similar content for clearer, more concise views.

- Grouping Excel Rows

• Automatic Row Grouping (Outline)
• Manual Row Grouping (Nested Groups)
• Collapsing Rows
• Expanding Rows
• Removing Outlines and Ungrouping
• Advanced Grouping Tips
  • Automatic Subtotal Calculation
  • Applying Default Styles to Summary Rows
  • Selecting and Copying Only Visible Rows
  • Hiding/Showing Outline Symbols
  • Troubleshooting Missing Outline Symbols

Grouping Rows in Excel

Effective Excel row grouping requires structured worksheets: column headers, no blank rows/columns, and summary rows (subtotals) for each data subset. Once organized, group your data using these methods:

Automatic Row Grouping (Creating an Outline)

For single-level datasets, Excel's automatic grouping is quickest:

1. Select a cell within the rows to group.
2. Navigate to the Data tab > Outline group, click the arrow below Group, and choose Auto Outline.

That's it!

Example of automatically groupable rows:

The resulting outline, shown below, adds outline bars to the left of column A, clearly separating data levels.

Note: If summary rows are above detail rows, before creating an outline, go to the Data tab > Outline group, click the Outline dialog box launcher, and uncheck Summary rows below detail.

Once the outline is created, hide/show details by clicking the minus or plus signs. Collapse/expand to specific levels using the level buttons in the top-left corner. See "Collapsing Rows" for details.

Manual Row Grouping

For multi-level datasets, manual grouping is necessary. Ensure no hidden rows exist before starting.

1. Creating Outer Groups (Level 1)

Select a large data subset, including intermediate summary and detail rows. In the example below, to group data for row 9 (East Total), select rows 2-8.

On the Data tab, in the Outline group, click Group, select Rows, and click OK.

A bar appears, spanning the selected rows:

Repeat for additional outer groups. The example requires another for the North region (rows 10-16).

2. Creating Nested Groups (Level 2)

Select detail rows above the summary row and click Group. For example, select rows 2-3 for the Apples group within East, and rows 5-7 for Oranges. Repeat for North regions.

Result:

Tip: Use Shift Alt Right Arrow to create groups faster.

3. Adding More Levels

Add levels as needed. Adding a Grand Total row requires selecting rows 2-17 and grouping them. This creates four levels: Grand total, Region totals, Item subtotals, and Detail rows.

Collapsing Rows in Excel

Excel grouping allows hiding/showing detail rows and collapsing/expanding the entire outline to a specific level.

Collapsing Rows Within a Group

Click the minus button to collapse a group. Alternatively, select a cell within the group and click Hide Detail on the Data tab.

Collapsing/Expanding the Entire Outline

Click the outline number (top-left) to collapse/expand to a specific level. Level 1 shows minimal data, while higher numbers expand all rows.

Expanding Rows in Excel

To expand a collapsed group, click a cell in the visible summary row and click Show Detail on the Data tab, or click the plus sign .

Removing Outlines in Excel

Remove all groups at once by clearing the outline, or ungroup specific rows.

Removing the Entire Outline

Go to the Data tab > Outline group, click the arrow under Ungroup, and select Clear Outline.

Notes: Removing outlines doesn't delete data. Hidden rows might remain hidden; unhide them using appropriate methods. Undo doesn't work after outline removal; recreate it manually.

Ungrouping Specific Rows

Select rows, go to the Data tab > Outline group, click Ungroup, choose Rows, and click OK. Ungrouping non-adjacent rows requires repeating the process for each group.

Excel Grouping Tips

Automatic Subtotal Calculation

Use the Subtotal command with functions like SUM, COUNT, AVERAGE, etc., to automatically calculate subtotals and create outlines.

Applying Default Excel Styles

Excel predefines styles for summary rows (RowLevel_1, RowLevel_2). Apply these before or after grouping. Check Automatic styles in the Outline dialog box launcher to apply automatically.

Selecting and Copying Only Visible Rows

To select only visible rows, select them with the mouse, then go to Home tab > Editing group, click Find & Select > Go To Special, choose Visible cells only, and click OK.

Hiding and Showing Outline Symbols

Use Ctrl 8 to hide/show outline symbols.

Troubleshooting Missing Outline Symbols

Ensure "Show outline symbols if an outline is applied" is checked in File > Options > Advanced.

This tutorial covers row grouping in Excel. Column grouping follows a similar process.

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