This wikiHow teaches you how to group parts of data in Excel so you can hide them in a document. This method is useful if you have large documents with a lot of data. You can group and summarize data in Excel on both Windows and Mac versions.
Step
Part 1 of 2: Automatically Summarize
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Step 1. Open the Excel document
Double-click the Excel document to open it.
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Step 2. Click the Data tab
It's to the left of the green ribbon at the top of the Excel window. This will open the toolbar below the ribbon.
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Step 3. Click the bottom of the Group button
This button can be found on the right side of the ribbon Data. A drop-down menu will appear.
Step 4. Click Auto Outline
It's in the drop-down menu Group.
If a box appears saying "Cannot create an outline", your data does not contain formulas that can be summarized. You need to summarize the data manually
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Step 5. Minimize the data view
Click button [-] at the top or left of the Excel spreadsheet to hide groups of data. In most cases, this step will only display the last row of data.
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Step 6. Eliminate summaries if necessary
Click Ungroup to the right of the selection Group, then click Clear Outline… on the drop-down menu. This step removes the grouping of data and returns the previously summarized or grouped data.
Part 2 of 2: Manually Summarizing
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Step 1. Select data
Click and drag the cursor from the top left cell of the data you want to group to the bottom right cell.
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Step 2. Click Data if this tab is not already open
It's on the left side of the green ribbon at the top of the Excel window.
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Step 3. Click Groups
It is located on the right side of the toolbar Data.
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Step 4. Click Groups…
This option is in the drop-down menu Group.
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Step 5. Select the data group
Click Rows to summarize data vertically or click Columns to summarize data horizontally.
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Step 6. Click OK
It's at the bottom of the window that appears.
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Step 7. Shrink the data view
Click button [-] at the top or left of the Excel spreadsheet to hide groups of data. In most cases, this step will only display the last row of data.
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Step 8. Eliminate summaries if necessary
Click Ungroup to the right of the selection Group, then click Clear Outline… on the drop-down menu. This step removes the data grouping and returns the previously summarized or grouped data.