To expand the rows within a certain group, click any cell in the visible summary row, and then click the Show Detail button on the Data tab, in the Outline group: The following screenshot demonstrates the outline collapsed to level 3.
Level 3 displays Grand total, Region and Item subtotals (rows 4, 8, 9, 18, 13, 16, 17 and 18).Level 2 displays Grand total and Region subtotals (rows 9, 17 and 18).Level 1 shows only Grand total (row 18 ) and hides all other rows.
In our sample dataset, we have 4 outline levels, which work this way: For example, if your outline has 3 levels, you click number 2 to hide the 3rd level (detail rows) while displaying the other two levels (summary rows). Level 1 displays the least amount of data while the highest number expands all the rows. To minimize or expand all the groups at a particular level, click the corresponding outline number at the top left corner of your worksheet. To collapse the rows in a particular group, just click the minus button at the bottom of that group's bar.įor example, this is how you can quickly hide all detail rows for the East region, including subtotals, and show only the East Total row:Īnother way to collapse rows in Excel is to select any cell in the group and click the Hide Detail button on the Data tab, in the Outline group:Įither way, the group will be minimized to the summary row, and all of the detail rows will be hidden.Ĭollapse or expand the entire outline to a specific level One of the most useful features of Excel grouping is the ability to hide and show the detail rows for a particular group as well as to collapse or expand the entire outline to a certain level in a mouse click. Now that we have an outline of rows, let's see how it makes our data easier to view. To have it done, select all the rows except for the Grand Total row (rows 2 through 17), and click Data tab > Group button > Rows.Īs shown in the screenshot below, our data is now grouped in 4 levels: If at some point more data is added to your worksheet, you will probably want to create more outline levels.Īs an example, let's insert the Grand total row in our table, and then add the outermost outline level. In practice, datasets are seldom complete. Similarly, we create nested groups for the North regions, and get the following result: To make the Oranges group, select rows 5 through 7, and press the Group button again. To create a nested (or inner) group, select all detail rows above the related summary row, and click the Group button.įor example, to create the Apples group within the East region, select rows 2 and 3, and hit Group. To create a new group faster, press the Shift + Alt + Right Arrow shortcut instead of clicking the Group button on the ribbon.
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