Master Spreadsheet Skills: How to Outline Columns and Rows in Excel?

In Microsoft Excel, there are a wide variety of tools & features that help to keep workbook data clear and accessible. One such feature is outlining, it allows you to create a structured view of the data, enabling you to expand & collapse sections as needed. In this blog, I will discuss everything you need to know about how to outline columns and rows in Excel.

What You Should Do Before Outlining Columns and Rows?

Before you begin outlining:

1. Ensure your spreadsheet data is well-organized.
2. If your data is not grouped, then consider doing so. As grouping related rows/columns will make it easier to apply outlines.
3. Proper formatting such as bold headers, distinct colors, and consistent cell sizes can help you create more effective outlines.

How to Outline Columns and Rows in Excel?

Now, it’s time to follow the instructions carefully for how to outline columns and rows in Excel sheet with less effort.

• First of all, you have to sort the data from your Excel spreadsheet.
• Next, go to the Data tab, under an Outline group >> click Subtotal.

• Choose the Company column, a column we utilize to outline our spreadsheet.
• Now, use a “Count” function >> check the checkbox of “Company”.
• Then hit OK button.

Result:

• To break down the group of cells, you have to click on the (-) minus sign. Though you can even use the numbers for collapsing or expanding groups by level. E.g, click on 2 to illustrate the subtotals.

In order to collapse the group of columns, perform the below steps carefully.

• For example, you have to select column A & B.
• Navigate to a Data tab, under an Outline group, and choose Group.

• Now, click on the (-) minus sign overhead column C (it’ll automatically change to the plus sign).

Outcome:

• To eliminate the outline, simply click any of the cells inside a data set. Go to the Data tab, under an Outline group, choose Subtotal >> Remove all.

And you are done!

Also Read: Merge Rows and Columns in Excel Without Losing Data

How to Show or Hide Outlined Data in MS Excel?

What if you want to display or hide outlined data? Don’t fret, here are the steps to be followed to do so:

1. Navigate to File menu >> Options >> Advanced option.

1. Go to the section “Display options for this worksheet”, choose the check box “Show outline symbols if an outline is applied” >> click OK
2. Do one or more of the following:
   • Show or hide the detailed data for a group

In order to show the detailed data in a group, press ALT+SHIFT+=.

• If you want to hide the detailed information for a group, choose the button for a group, or press the ALT+SHIFT+-.
• Expand or collapse the entire outline to a particular level

However, in an outline sign, choose the number of a level that you need. Detailed data at inferior levels is then hidden.

As for example, if the outline has 4 levels, then you can hide the 4^th level while showing the rest of levels by choosing:

• Show or hide all of the outlined detail data

In order to show all the detailed data, choose the bottom level in the outline signs. E.g., if there’re 3 levels, choose:  .

• To hide all the detailed data, choose 1.

Related FAQs:

How Do I Align Rows and Columns in Excel?

To align rows and columns in Microsoft Excel, try these steps:

• Firstly, select the cells that you need to align.
• Navigate to Home tab, find the Alignment group, choose the horizontal alignment option: Align Left, Align Right, Center.

Can I Outline Non-Contiguous Excel Rows or Columns?

No, you cannot outline non-continuous Excel rows and columns. But if you want to outline the non-contiguous cells, you’ll need to manually create separate outlines for each section.

How Do I Arrange Rows and Columns in Excel?

To arrange rows and columns in Excel, go to the Data tab, under the Sort & Filter group, click on the Sort. Under a Sort dialog box, choose Options and under Orientation, choose Sort left to right >> click OK.

What Is the Shortcut for Grouping Rows in Excel?

Shift+Alt+Right Arrow is the keyboard shortcut for grouping rows in Excel.

How to Remove an Outline Without Data Loss?

To remove an outline in Excel without losing data, choose the outlined data, click the ‘Data’ tab, and then click ‘Ungroup.’ This will eliminate the outline without affecting your data.

Also Read: Ways to Remove Blank Rows in Excel

Wrapping Up

I have provided ample information regarding how to outline columns and rows in an Excel sheet. Please follow the instructions carefully and share your experiences with us.

If you have more queries regarding outlining cells in Excel or any other spreadsheet-related issue, ask it freely on our social Facebook account.