Microsoft Office Tutorials and References
In Depth Information
Chapter 24: Group and Outline Data
Group and Outline Data
Grouping and outlining in Excel enables you as an analyst to view different levels of
information on demand. You can either reveal all the information or hide certain
levels of information by collapsing different levels of data. When you have a large
spreadsheet you can collapse the data and show only the subtotals. This is an
effective tool for presentation and analysis.
You can create these outlines for your data so that you can show or hide levels of
detail with a single click. You can click the outline symbols, , , , and
display only the rows or columns that present summaries or headings for sections of
your data. You can also use the symbols to see details for individual summaries or
headings. Excel allows you to create an outline of up to eight levels.
This is important for the preparation of the data:
n The data for an outline should be a continuous range. Each column should have
a label in the first row and there should not be blank rows or columns within
n When the range contains a function, such as SUM, you can automatically outline
If you wish to outline columns, make sure that the range has labels in the first
column on the left.
The procedure is simple:
n Select a cell or a range of cells you want to outline in the database.
n On the Data ribbon, click on the Group drop-down menu. Choose Auto
The file Chapter 24 contains data you can use to group and outline. Each
s row sums the data above it. The quarters are totaled again in row 18. In
column J, we sum the data horizontally for each of the rows. See Figure 24.1.
Select the Auto Outline option from the Group drop-down menu. See Figure 24.2.
The result is shown in Figure 24.3.
You can click the outline symbols , , , to display only the rows or
columns that present summaries or headings for sections of your data, or you can use
the symbols to see details for individual summaries or headings.