#3411 Excel: Outline Contract and Expand Multiple Rows

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#3411 Excel: Outline Contract and Expand Multiple Rows

#3411 Excel. Is there a way to group rows of a worksheet to collapse and expand them with a click?

Yes—Excel’s built-in Outline (Group) feature lets you “fold” one or more adjacent rows (or columns) behind a little - / + button so you can collapse and expand them with a single click.

How to group (outline) rows

StepAction
1Highlight the rows you want to hide/show together (drag the row numbers, e.g., 8 : 15).
2Go to Data ▶ Outline ► Group ▶ Group (or press Alt + Shift + → on Windows / ⌘ + Shift + K on Mac).
3A bracket and a - symbol appear at the left. Click - to collapse, + to expand.
 

Tip: If the little outline symbols aren’t visible, check Data ▶ Outline ► Settings and ensure “Summary rows below detail” (or above) and “Show outline symbols if an outline is applied” are ticked.

Working with multiple levels

You can nest groups:

  1. Group your lowest-level details first.

  2. Select the rows containing those first-level groups plus their subtotals, choose Group again.

  3. You’ll see level buttons 1, 2, 3 in the upper-left corner; click a number to collapse/expand that level globally.

Ungrouping

  • Select the grouped rows ➜ Data ▶ Outline ► Ungroup (or Alt + Shift + ←).

  • To remove all outlining in one go, choose Clear Outline from the same menu.

Related shortcuts & tricks

TaskWindowsMac
Group selectionAlt + Shift + →⌘ + Shift + K
Ungroup selectionAlt + Shift + ←⌘ + Shift + J
Toggle show/hide detailAlt + Shift + K⌥ + ⇧ + K

  • Auto Outline (Data ▶ Outline ► Subtotal / Auto-Outline) examines formulas like SUBTOTAL() and builds groups automatically.

  • You can group columns the same way.

  • For reports, PivotTables give similar expand/collapse control without altering the sheet layout.

That’s all there is to it—once grouped, you (or anyone opening the file) can click the - / + buttons or the level numbers to instantly collapse and expand sections of the worksheet.


From <https://chatgpt.com/>  ChatGPT o3

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