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How to Group Rows in Google Sheets? (A Step-By-Step Guide)

April 30, 2024 265 views

If you're aiming to tidy up your Google Sheet and make it more manageable, especially when dealing with extensive content, grouping rows can be a lifesaver. By organizing your rows into collapsible groups, you can streamline your workspace and easily access the information you need. Fortunately, if you're using Google Sheets, you're in for a treat. In this guide, we'll show you how to effectively group rows in Google Sheets, allowing you to maintain a neat and organized spreadsheet effortlessly.

How to Group Rows in Google Sheets


How to Group Rows in Google Sheets?

Grouping data in Google Sheets allows users to efficiently organize and structure their data, which is essential across various professions where working with datasets is a necessity. But, how to group rows in Google Sheets? It is rather simple, and requires just a few simple steps:

Let's walk through an example. Suppose we have a dataset of articles, some of which are completed, and others are yet to be completed over the month. We'll try grouping the completed articles in our Google Sheets:

Step 1: Open the dataset in Google Sheets and select all rows containing the completed article. To do this, hover over the row numbers on the far left of the screen and drag to select rows.

Select rows in Google Sheets



Step 2: After selecting rows, right-click to open the context menu and choose "View more row actions".

Step 3: In the flyout menu, click "Group rows", and the selected rows will be grouped together.

Selecting the 'Group rows' option from the Flyout menu in Google Sheets



Note: Users can also use the shortcut key "Alt + Shift + Right Arrow" to group rows directly after selecting them.
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Grouping rows in Google Sheets



This simple process helps organize the completed articles, making it easier to manage and analyze the dataset effectively.

How to Ungroup Rows in Google Sheets?

If you find yourself in a situation where you require a more detailed view and editing flexibility that cannot be achieved with grouped data in Google Sheets, then ungrouping becomes a more viable option. In such cases, here's how you can ungroup rows in Google Sheets.

Step 1: Navigate to the rows section in Google Sheets, then right-click to open the context menu.

Step 2: In the context menu, click on "Remove Group" to ungroup the rows in Google Sheets.

Select 'Remove Group' option from the Context menu in Google Sheets



Note: To quickly ungroup rows, select all the grouped rows using your cursor, then press the "Alt + Shift + Left Arrow" shortcut key.
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Ungrouping rows in Google Sheets


Easy Steps to Collapse Rows in Google Sheets

Once your rows are grouped together in Google Sheets, users can easily expand or collapse rows with just a click. Let's go through the steps needed to collapse rows in Google Sheets:

Step 1: Assuming I have the same dataset of article data where I've grouped rows, and now I want to hide all the submitted articles from my view.

Step 2: To do this, I'll navigate to the rows section and right-click to open the context menu.

Step 3: In the context menu, I'll click on "Collapse row group" to hide all the grouped rows.

'Collapse row group' option Google Sheets


Step 4: The same action can also be achieved by simply clicking on the "Negative" sign that appears next to the grouped row. Clicking on it will collapse the rows.

Collapse row group


Now you can easily work with your data, with all the unwanted rows out of sight. If you wish to expand the rows at any point, simply click on the "Plus" icon to expand all the grouped rows.

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FAQS:

1. Can I collapse multiple rows at once in Google Sheets?

You can collapse multiple rows at once by applying the same steps detailed in the article.

2. Can I share Google Sheets with grouped rows?

Yes. When you share a Google Sheet that has grouped rows, those grouped rows will still be visible and organized for anyone you share the sheet with. Sharing the sheet or viewing it remains unaffected by the grouped rows.

3. Can I Group Columns in Google Sheets?

Yes, users have the ability to group columns in Google Sheets for data organization. Here are the steps to do so:

Step 1: Choose all the columns you wish to group by clicking on their headers at the top of the sheet while holding down the Shift key.

Select columns in Google Sheets


Step 2: Right-click on one of the selected column headers to bring up the context menu.

Step 3: Click on "View more column options" in the context menu, then select "Group Columns" from the flyout menu.

Select 'Group columns’ option from the Flyout menu in Google Sheets


Step 4: The columns are now grouped and can be collapsed or expanded as necessary.

Grouping columns in Google Sheets

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