Managing Rows and Columns in Excel

Guest author David H. Ringstrom, CPA,www.accountingadvisors.com

Users often hide rows or columns in a spreadsheet to conceal private data, or perhaps just to keep a large spreadsheet manageable. This is a helpful feature in Excel, but many users often go about managing rows the hard way:

Excel 2007 or later: In the Cells section of the Home tab choose Format, Hide & Hide, and then make a selection as to what to hide or unhide.

Excel 2003 and earlier: Choose Row or Column and then Hide or Unhide, respectively.

Hiding rows is fairly straight forward, as you can select the rows or columns, and then carry out the aforementioned menu command. To unhide rows or columns, you must select rows above and below the hidden section, or columns to the left and right of the hidden section, and then carry out the menu command.

Constantly navigating the menus to hide and unhide rows or columns can put unnecessary wear-and-tear on your wrists, but there are some easier alternatives. For instance, these keyboard shortcuts work in all versions of Excel:

  • Press Ctrl-9 to hide a row or , as oppoCtrl-Shift-9 to unhide a row.
  • Press Ctrl-0 (zero) and Ctrl-Shift-0 (zero) to  hide or unhide columns.

In both cases, make sure to use the numbers at the top of your keyboardsed to the number pad at the right of your keyboard.

Many users are particularly bedeviled when they need to unhide selected rows or columns within a hidden area of a worksheet. Typically they unhide all rows and columns in the affected section, and then rehide what they don’t need. Consider this surgical approach in all versions of Excel instead:

  1. Press F5 to display the Go To dialog box.
  2. Enter the address of the cell or cells that you want to unhide, such as A1 if you want to unhide a single row or column, D1:G1 if you want to unhide several columns, or A5:A10 if you want to unhide several rows, and then click OK.
  3. Use the keyboard shortcuts or menu commands I mentioned above to unhide the desired portion of your worksheet.

If you need to frequently hide and unhide sections of a spreadsheet, try the Group and Outline feature instead. First, select one or more rows or columns, and then carry out these steps:

Excel 2007 and later: On the Data tab of the ribbon, choose Group in the Outline section.

Excel 2003 and earlier: Choose Data, Group and Outline, and then Group.

Once you do so, a button with a minus sign will appear outside the worksheet frame. Click this button to collapse (or hide) the rows or columns. The minus sign will change to a plus that allows you to expand that section. Or use the 1 and 2 buttons at the top left-hand corner of the screen to expand or collapse all grouped columns or rows in the spreadsheet. To remove the outlining, select the grouped rows or columns, and then choose the Ungroup command on the aforementioned menus.

David H. Ringstrom, CPA heads up Accounting Advisors, Inc., an Atlanta-based spreadsheet and database consulting and training firm. Contact David at david@accountingadvisors.com or visitwww.accountingadvisors.com.

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