How to Group and Collapse Rows in Microsoft Excel

In Microsoft Excel, you can use the “Group” feature to group and collapse rows, making it easier to manage and analyze large datasets. Grouping rows allows you to hide or show specific sections of data as needed. Here’s how to group and collapse rows in Excel:

Step 1: Select the Rows to Group:

  • Open your Excel workbook and navigate to the worksheet where you want to group rows.
  • Select the rows that you want to group. You can do this by clicking and dragging over the row numbers on the left-hand side of the Excel window.

Step 2: Group the Selected Rows:

  • With the rows selected, right-click on any of the selected row numbers.
  • From the context menu that appears, choose “Group” (or “Group Rows,” depending on your Excel version).

Step 3: Collapse the Grouped Rows:

  • After you’ve grouped the rows, you will notice a small minus (-) or plus (+) sign at the left of the worksheet. The minus sign indicates that the rows are currently expanded (visible), and the plus sign indicates that the rows are collapsed (hidden).
  • Click on the minus sign (-) to collapse the grouped rows and hide the detailed information.
  • Click on the plus sign (+) to expand the grouped rows and reveal the hidden data.

Step 4: Managing Grouped Rows:

  • To collapse or expand all the grouped rows in the worksheet at once, you can use the “Group” button on the Data tab in the Excel Ribbon. This button has a small outline of a group of rows with a minus (-) sign inside. Clicking this button will collapse or expand all the grouped rows on the current sheet.
  • You can also collapse or expand a specific group by clicking the number(s) beside the plus (+) or minus (-) sign in the left-hand column. For instance, if you have several groups, you can collapse or expand each one individually.

Step 5: Ungroup Rows:

  • If you want to ungroup rows, select the grouped rows, right-click, and choose “Ungroup” from the context menu.
  • Alternatively, you can click the “Ungroup” button (with a small outline of a group of rows with a plus (+) sign) on the Data tab in the Excel Ribbon to ungroup all rows in the worksheet at once.

Remember that when you save and close the Excel workbook, the grouped rows’ collapse and expand state will be retained for the next time you open the file.

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