Excel Tips - Tip#24: Group and outline data




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How to Group and Outline Excel Data

Two Parts:

This wikiHow teaches you how to group a section of data in Excel so that you can hide it from the document. This is helpful if you have a large document with lots of data. You can group and outline data in Excel on both Windows and Mac platforms.

Quick Summary

1. Open theExcel document.
2. ClickData
3. ClickGroup
4. ClickAuto Outline
5. Click[-]to minimize data.

Did this summary help you?

Steps

Outlining Automatically

  1. Open your Excel document.Double-click the Excel document to open it.
  2. Click the tab.It's in the left side of the green ribbon that's at the top of the Excel window. Doing so will open a toolbar below the ribbon.
  3. Click the bottom of theGroupbutton.You'll find this option on the far-right side of theDataribbon. A drop-down menu will appear.
  4. ClickAuto Outline.It's in theGroupdrop-down menu.
    • If you receive a pop-up box that says "Cannot create an outline", your data doesn't have an outline-compatible formula in it. You'll need to .
  5. Minimize your data.Click the[-]button at the top or on the left side of the Excel spreadsheet to hide the grouped data. In most cases, doing this will only display the final line of the data.
  6. Clear your outline if needed.ClickUngroupto the right of theGroupoption, then clickClear Outline...in the drop-down menu. This will ungroup and unhide any data that was minimized or grouped previously.

Outlining Manually

  1. Select your data.Click and drag your cursor from the top-left cell of the data you want to group to the bottom-right cell of the data.
  2. Click if this tab isn't open.It's in the left side of the green ribbon at the top of Excel.
  3. ClickGroup.It's on the right side of theDatatoolbar.
  4. ClickGroup….This option is in theGroupdrop-down menu.
  5. Select a group option.ClickRowsto minimize your data vertically, or clickColumnsto minimize horizontally.
  6. Click .It's at the bottom of the pop-up window.
  7. Minimize your data.Click the[-]button at the top or on the left side of the Excel spreadsheet to hide the grouped data. In most cases, doing this will only display the final line of the data.
  8. Clear your outline if needed.ClickUngroupto the right of theGroupoption, then clickClear Outline...in the drop-down menu. This will ungroup and unhide any data that was minimized or grouped previously.

Community Q&A

Search
  • Question
    How do I reverse the grouping so that the total is at the top line and the collapsed lines fall below?
    wikiHow Contributor
    Community Answer
    Click the "Data" tab, then come to the "Outline" section, then click the small arrow on the right bottom corner to "Show the Outline Dialog Box". From the settings, unclick "Summary Rows Below Detail."
    Thanks!
  • Question
    My data is grouped, but I cannot see the outline symbols along the left side of my spreadsheet. What can I do?
    wikiHow Contributor
    Community Answer
    While the document is open, go to "File," "Options," "Advanced," "Display options for this worksheet." Make sure "Show outline symbols if an outline is applied" is selected. This is necessary for every sheet where there are outlines/groupings applied.
    Thanks!
  • Question
    How do I add two columns in Excel?
    wikiHow Contributor
    Community Answer
    Select the heading letters of two columns and right-click on one of them. Then select "Insert" from the right-click options. The new columns will be added to the left of the selected columns.
    Thanks!
  • Question
    How do I collapse or expand only those groups in Excel that have a certain characteristic in one of their rows? (Example: Expand or collapse all groups with a red row).
    wikiHow Contributor
    Community Answer
    Write a macro that determines if the cell color is red. Then place an asterisk or other sortable value into an extra column. Sort that column, then collapse based on that sort.
    Thanks!
  • Question
    How do I group Rows 23 through 31 and then group Rows 32 through 36? When I do it, Excel groups Rows 23 thru 36.
    wikiHow Contributor
    Community Answer
    You need an empty row between your two groups. Otherwise Excel will automatically merge them.
    Thanks!
Unanswered Questions
  • I'm working with a large data set. I've created several drop-down lists and would like to know if there is there is a way to populate a cell with a defined drop-down list based on what is selected in another cell's drop-down choice?
  • How do I get commands re-enabled in Excel?
  • I need a template for vertical columns only where do I get that?
  • Can you use Outlines for data that is not grouped?
  • How do I group columns in a defined table?
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Warnings

  • Don't use grouping/outlining if you plan to protect the worksheet. If you do, other users won't be able to expand and collapse the rows.

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Date: 09.12.2018, 20:39 / Views: 82191