Excel 2010 Outlining Data

Excel 2010

Outlining Data

Introduction

Outlining Data

Watch the video (4:19). Need help?

To Outline Data Using Subtotal:

1. Sort according to the data you want to outline. Outlines rely on grouping data that is related. In this example, we will outline the worksheet by T-Shirt Size, which has been sorted from smallest to largest.
   Sorted by t-shirt size
2. Select the Data tab, and locate the Outline group.
3. Click the Subtotal command to open the Subtotal dialog box.
   Opening the Subtotal dialog box
4. In the At each change in field, select the column you want to use to outline your worksheet. In this example, we will choose T-Shirt Size.
5. In the Use function field, choose from the list of functions that are available for subtotaling. We will use the COUNT function to tally the number of each size.
6. Select the column you want the subtotal to appear in. We will choose the T-Shirt Size column.
7. Click OK.
   Clicking OK to subtotal
8. The contents of your worksheet will be outlined. Each t-shirt size will be placed in its own group, and the subtotal (in this case, count) will be listed below each group.
   Outlined with subtotal

   Showing or Hiding Data

   To Show or Hide a Group:

   1. Click the minus sign, also known as the Hide Detail symbol, to collapse the group.
      Hiding an expanded group
   2. Click the plus sign, also known as the Show Detail symbol, to expand the group again.
      Showing a collapsed group

   You can also use the or  commands on the Data tab in the Outline group. First select a cell in the group you want to show or hide, then click the appropriate command.

   To View Groups by Level:

   The groups in your outline, based on their hierarchy, are placed on different levels. You can quickly display as little or as much information as you want by clicking the level symbols  to the left of your worksheet. In this example, we will view levels in descending order, starting with the entire worksheet on display, then finishing with the grand total. While this example contains only 3 levels, Excel can accommodate up to 8.

   1. Click the highest level (in this example, level 3) to view and expand all of your groups. Viewing groups at the highest level will display the entirety of your worksheet.
      Viewing data at the highest level
   2. Click the next level (in this example, level 2) to hide the detail of the previous level. In this example, level 2 contains each subtotal.
      Viewing data on level 2
9. Click the lowest level (level 1) to display the lowest level of detail. In this example, level 1 contains only the grand total.
   Viewing data on level 1

   Removing Groups and Subtotaling

   To Ungroup Data:

   1. Select the rows or columns that you want to ungroup. In this example, we will ungroup size Small.
      Selecting cells to ungroup
   2. From the Data tab, click the Ungroup command. The range of cells will be ungrouped.
      Ungrouping the selected cells

   To ungroup all the groups in your outline, open the drop-down menu under the Ungroup command, and chooseClear Outline.

   Ungroup and Clear Outline will not remove subtotaling from your worksheet. Summary or subtotal data will stay in place and continue to function until you remove it.

   To Ungroup Data and Remove Subtotaling:

   1. From the Data tab, click the Subtotal command to open the Subtotal dialog box.
   2. Click Remove All.
      Removing groups and subtotaling
10. All data will be ungrouped, and subtotals will be removed.
    Data without groups or subtotaling

    Creating Your Own Groups

    The Group command allows you to group any range of cells - either columns or rows. It does not calculate a subtotal, or rely on your data being sorted. This gives you the ability to show or hide any part of your worksheet, and display only the information you need.

    To Create and Control Your Own Group:

    In this example, we will prepare a list of t-shirt colors and sizes that need to be distributed to each homeroom. Some of the data in the worksheet is not relevant to the distribution of the t-shirts; however, instead of deleting it, we will group it, then temporarily hide it from view.

    1. Select the range of cells that you want to group. In this example, we will group the First Name, Last Name, and Payment columns.
       Selecting a range of cells to group
    2. From the Data tab, click the Group command.
       Grouping the selected cells
    3. Excel will group the selected columns or rows.
       Grouped cells
    4. Click the minus sign, also known as the Hide Detail symbol, to hide the group.
    5. The group will be hidden from view.
       Click to show a hidden group

    Click the plus sign, also known as the Show Detail symbol, to show the group again.