In this lesson we will learn about the process of grouping rows in Excel. Grouping in Excel means a set of rows or columns can be spanned by clicking the plus(+) symbol and collapsed by clicking the minus(-) symbol.
For example if you have a list of subtasks under a main task then you can create a group consisting of all subtasks and you can span or collapse whenever needed to show or hide the detail under the main task.
Let’s understand this with a simple example. We have the below table containing the different phases of building an office along with the start date and duration for each phase.
Here we have two main task categories in row number 2 & 6. Now we will create two group of rows. First group will consist of row 3-5 which are the subtasks under row 2, that is ‘Initial Construction’. And the second group will consist of row 7-13 which are the subtasks under row 6, that is ‘Interior & Exterior’.
To group rows first select the set of rows you want to group. Here we have selected row 3-5 for the first group and then Go to ‘Data’ in menu bar and select ‘Group’ option under ‘Group’. Do the same for row 7-13 for the second group as well.
Now see below the two groups have been created and the minus(-) symbols are available to collapse each group individually. As you can see there are two numbers available at the top left corner of the table. If you click on the number 1, all row groups will be collapsed. And if you click on the number 2, all row groups will be spanned.
See below how it looks after collapsing the groups. Only the main task categories are visible now as we didn’t include the rows containing the main tasks within any group. The Plus(+) symbols are now appeared to span each group.
To ungroup the rows you have to first span the rows belonging to that group and then Go to ‘Data’ in menu bar and select ‘Ungroup’ option under ‘Ungroup’ as follows.