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How to Collapse Rows in Google Sheets - A Step-By-Step Guide

November 28, 2023 799 views

Embark on a journey to streamline your Google Sheets experience with our comprehensive guide on collapsing rows. In just a few simple steps, master the art of organized data, boosting both productivity and clarity in your spreadsheets. Say farewell to spreadsheet clutter and embrace a more efficient and intuitive way to manage your information. Let's make your data work for you – effortlessly and effectively.

Part 1: Why Collapse Rows in Google Sheets?

Google Sheets logo.


Here are three reasons why you might want to collapse rows in Google Sheets:

  • To shorten the spreadsheet length: If you're working with a spreadsheet that contains a lot of data, it can become difficult to scroll through and find the information you need. Collapsing rows can make it easier to find the information you need by making the spreadsheet shorter.

  • To conceal confidential information: If you're sharing a spreadsheet with others, you may want to collapse rows that contain confidential information. This can help to protect the privacy of the people or organizations involved.

  • To focus on important information: When you're working with a spreadsheet, it can be helpful to collapse rows that contain information that is not relevant to your current task. This can help you to focus on the information that is most important.

Collapse Rows in Google Sheets.


Part 2: How to Group/Ungroup Rows in Google Sheets?

Grouping rows in Google Sheets allows you to temporarily hide rows of data, making it easier to manage and focus on specific sections of your spreadsheet. Here's a step-by-step guide on how to group and ungroup rows in Google Sheets:

Grouping Rows

Step 1: Select the rows you want to group: Click on the row header numbers of the rows you want to group. Hold the Shift key to select multiple rows contiguously or Ctrl key (Cmd on Mac) to select non-contiguous rows.

Select the rows want to group.


Step 2: Group the selected rows: Right-click on any of the selected row headers and choose "Group" from the context menu. Alternatively, you can go to the "Data" menu at the top of the screen and select "Group rows".

Select group rows button.


Step 3: Observe the grouped rows: The selected rows will be collapsed, and a group header will appear, displaying the number of rows included in the group. Click the plus sign (+) to expand the group and reveal the rows.

Ungrouping Rows

Step 1: Select the grouped rows: Click on the group header to select the entire group.

Step 2: Ungroup the selected rows: Right-click on the group header and choose "Ungroup" from the context menu. Alternatively, you can go to the "Data" menu at the top of the screen and select "Ungroup rows".

Select ungroup rows button.


Step 3: Observe the ungrouped rows: The group header will disappear, and the previously collapsed rows will be expanded and visible.

Part 3: Easy Steps to Collapse Rows in Google Sheets

Collapsing rows in Google Sheets is a simple process that can help you organize and manage your data more effectively. Here's a step-by-step guide with images to illustrate the process:

Step 1: Select the Rows to Collapse

  1. Open your Google Sheet and identify the rows you want to collapse.

Data wants to collapse.


  1. Click on the row header number of the first row you want to collapse.

  2. Hold down the Shift key and click on the row header number of the last row you want to collapse. This will select all rows in between.

  3. Alternatively, if the rows are non-contiguous, hold down the Ctrl key (Cmd on Mac) and click on the row header numbers of the individual rows you want to collapse.

Select Ctrl key.


Step 2: Right-click and Select "Hide Rows"

  1. Right-click on any of the selected row headers.

  2. From the context menu, select "Hide rows."

Select Hide rows button.


Step 3: Observe the Collapsed Rows

  1. The selected rows will be hidden, and their row numbers will be grayed out.

rows have been hidden.


  1. A plus sign (+) will appear in the row header where the collapsed rows were.

Select to insert row.


Step 4: Expand the Collapsed Rows (Optional)

  1. To expand the collapsed rows, click on the plus sign (+) in the row header.

  2. The hidden rows will be revealed, and their row numbers will turn black again.

Example:

Suppose you have a spreadsheet with a list of students and their respective exam scores. You can collapse rows based on student names to focus on individual student performance.

Before Collapsing Rows:

Example data.


After Collapsing Rows:

The result after collapsing rows.

Part 4: Best Free Alternative to Google Sheets - WPS Spreadsheet

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WPS Spreadsheet is a powerful spreadsheet application that is fully compatible with Microsoft Excel, Google Sheets, LibreOffice Calc, and OpenOffice Calc. It is a great alternative to Microsoft Excel, especially for users who are looking for a free and lightweight spreadsheet application.

WPS Spreadsheet

WPS Spreadsheet is packed with features that make it a versatile tool for data analysis and management. Some of its key features include:

  • Formula support: WPS Spreadsheet supports a wide range of formulas, including SUM, COUNT, AVERAGE, and IF statements.

  • Pivot tables: WPS Spreadsheet allows you to create pivot tables to summarize and analyze your data.

  • Charts: WPS Spreadsheet includes a variety of chart types to help you visualize your data.

  • Macros: WPS Spreadsheet supports macros, which can automate repetitive tasks.

WPS Spreadsheet is also compatible with common file formats, such as .xls, .xlsx, .xlsm, .xlt, and .csv. This means that you can easily open and edit Excel files without having to convert them.

WPS Spreadsheet is a good choice for a variety of users, including:

  • Students: WPS Spreadsheet is a great option for students who need a free and easy-to-use spreadsheet application.

  • Home users: WPS Spreadsheet is a good option for home users who need a basic spreadsheet application for tasks like tracking their finances or managing their household budget.

  • Business users: WPS Spreadsheet is a powerful enough tool for many business users. However, if you need to use advanced Excel features, such as Power Pivot or Power Query, you may want to consider Microsoft Excel.

I have been using WPS Spreadsheet for several years, and I have found it to be a reliable and easy.

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FAQS:

  • Can I collapse multiple rows at once in Google Sheets?

Yes, you can collapse multiple rows at once in Google Sheets. To do this, select the rows you want to collapse and then right-click on any of the selected row headers and choose "Hide rows" from the context menu. The selected rows will be hidden, and their row numbers will be grayed out. A plus sign (+) will appear in the row header where the collapsed rows were. To expand the collapsed rows, click on the plus sign (+) in the row header.

  • Does collapsing rows affect the actual data in my spreadsheet?

No, collapsing rows does not affect the actual data in your spreadsheet. The data is still in the spreadsheet, but it is simply hidden from view. You can expand the collapsed rows at any time to see the data again.

Collapsing rows can be a useful way to shorten a spreadsheet and make it easier to work with. It can also be helpful for hiding confidential information. However, it is important to remember that collapsing rows does not delete the data. The data is still there, and you can always unhide it if you need to.

Summary

Discover the simplicity of streamlining your Google Sheets experience with our step-by-step guide on collapsing rows. This comprehensive walkthrough empowers you to effortlessly organize and manage your data, enhancing both productivity and clarity in your spreadsheets. Whether shortening the length for easy navigation, concealing confidential information, or focusing on key data, our guide provides intuitive insights. Plus, explore the user-friendly WPS Spreadsheet as a robust free alternative, offering compatibility with various file formats and catering to diverse user needs. Simplify your data management today!


15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.