Excel Tutorial: How To Combine Rows In Excel


Excel is a powerful tool for managing and analyzing data, but it can be frustrating when working with large datasets that contain multiple rows of information. One common task that many users find themselves needing to do is combining rows and removing blank rows. This tutorial will guide you through the process, showing you how to condense your data for easier analysis and reporting.

So why is combining rows and removing blank rows important in Excel? In a nutshell, it helps to clean up your data and make it more manageable. By consolidating multiple rows of data into a single row, you can eliminate redundancy and make your spreadsheet more efficient. Additionally, removing blank rows can help improve the overall organization and readability of your data, making it easier to work with and analyze.

Key Takeaways

  • Combining rows and removing blank rows in Excel is important for cleaning up and organizing data.
  • Merging rows in Excel can help eliminate redundancy and make spreadsheets more efficient.
  • Removing blank rows improves the overall organization and readability of data.
  • Formulas and functions in Excel can be used to automate the process of combining and cleaning up row data.
  • Utilizing advanced techniques such as macros and add-ons can streamline row manipulation tasks in Excel.

Understanding Excel Rows

When working with Excel, it is important to have a good understanding of rows and how they function within the spreadsheet. This section will provide a brief definition of Excel rows and explain how to identify and select specific rows in Excel.

A. Definition of Excel rows

Rows in Excel are labeled with numbers along the left-hand side of the spreadsheet, starting with "1" at the top and increasing as you move down the sheet. Each row represents a horizontal line of cells that run across the spreadsheet.

B. How to identify and select specific rows in Excel

Identifying and selecting specific rows in Excel is a fundamental skill for working with data in the spreadsheet. Here are a few methods for doing so:

  • Using the mouse: To select a single row, click on the row number on the left-hand side of the spreadsheet. To select multiple rows, click and drag the mouse to highlight the desired rows.
  • Using the keyboard: To select a single row, press the "Shift" key and the spacebar at the same time, then use the arrow keys to navigate to the desired row. To select multiple rows, hold down the "Shift" key and use the arrow keys to highlight the rows.
  • Using the "Go To" feature: Press "Ctrl + G" to open the "Go To" dialog box, then enter the row number(s) you want to select and click "OK."

Merging Rows in Excel

When working with large datasets in Excel, it's common to need to combine information from multiple rows into a single row. This could be for various reasons, such as data cleaning, data analysis, or reporting. In this tutorial, we'll walk through a step-by-step guide on how to merge content from multiple rows into one, as well as provide some tips for combining data from different rows.

Step-by-step guide on how to merge content from multiple rows into one

  • Step 1: Open your Excel workbook and navigate to the worksheet containing the data you want to merge.
  • Step 2: Identify the rows that you want to combine. Select the first row and hold down the "Ctrl" key while selecting additional rows that you want to merge.
  • Step 3: Once you have selected the rows, right-click on one of the selected rows and choose "Format Cells" from the context menu.
  • Step 4: In the Format Cells dialog box, go to the Alignment tab and check the "Merge cells" option. Click "OK" to apply the changes.
  • Step 5: Now, the content from the selected rows will be merged into one row. You can adjust the alignment and formatting as needed to make the merged row look presentable.

Tips for combining data from different rows

  • Use CONCATENATE function: If you need to combine data from different rows into one cell, you can use the CONCATENATE function. This function allows you to join text from different cells into one cell.
  • Use the "&" operator: Another way to combine data from different rows is to use the "&" operator. Simply type "=" in the target cell, select the first cell you want to combine, type "&", and then select the next cell. Repeat as needed to combine all the desired cells.
  • Be mindful of data integrity: When merging rows, be sure to consider the integrity of the data. Make sure that the merged information makes sense and doesn't result in any loss or duplication of important data.

Removing Blank Rows

Blank rows in Excel can be a common occurrence, especially when working with large sets of data. These blank rows can cause issues such as skewed data analysis, difficulties in sorting and filtering, and unnecessary clutter in your spreadsheet.

A. Explanation of the potential issues with blank rows

Blank rows can disrupt the flow of data in your Excel sheet, making it difficult to interpret and analyze the information. They can also cause errors when performing calculations or data manipulation.

B. Techniques for identifying and removing blank rows

Identifying and removing blank rows is essential for maintaining data integrity and ensuring smooth data operations. Here are some techniques to effectively deal with blank rows in Excel:

  • Filtering: Use the filter function to display only the rows that contain data, then manually delete the blank rows.
  • Find and Replace: Utilize the find and replace function to search for and remove any blank cells or rows within your spreadsheet.
  • Using Formulas: Create a formula to identify blank rows, then use the results to selectively delete those rows.
  • VBA Macro: For advanced users, writing a VBA macro can automate the process of identifying and removing blank rows in Excel.

Using Formulas and Functions

A. Introduction to Excel formulas for combining row data

Excel provides a variety of formulas and functions that can be used to combine and manipulate data in different ways. One common task is to consolidate data from multiple rows into a single row, which can be achieved using various formulas and functions.

B. Overview of common functions for merging and cleaning up data in Excel

  • CONCATENATE: This function allows you to combine the contents of multiple cells into a single cell. It is useful for merging text or numbers from different columns into one.
  • TEXTJOIN: This function is useful for combining values from a range of cells with a specified delimiter. It can be used to merge text with a separator, making it easier to read and analyze the data.
  • IF and IFERROR: These functions can be used to clean up data by applying conditional logic. You can use them to check for errors or inconsistencies in the data and replace them with desired values.
  • TRIM: This function is helpful for removing extra spaces and non-printable characters from text in a cell. It can be used to clean up messy data before combining it with other rows.
  • LEFT, RIGHT, MID: These functions are useful for extracting specific parts of text from a cell. They can be used to isolate and combine certain portions of data into a single cell.

By familiarizing yourself with these functions, you can effectively combine and clean up row data in Excel for better analysis and reporting.

Advanced Techniques

When it comes to combining rows in Excel, there are advanced techniques that can help streamline the process and save time. Utilizing macros and exploring add-ons and plugins for Excel are two advanced techniques that can automate and simplify row manipulation tasks.

A. Utilizing macros for automating the process of combining and removing rows

Macros are a powerful tool in Excel that allows users to automate repetitive tasks. By recording a series of actions, users can create a macro that can then be run with a single click, saving time and effort. For combining rows in Excel, a macro can be created to perform the necessary steps to merge rows with similar data, eliminating the need to manually go through each row.

Benefits of using macros:

  • Automates repetitive tasks
  • Saves time and effort
  • Reduces the risk of human error

B. Exploring add-ons and plugins for Excel that can streamline row manipulation tasks

In addition to macros, there are various add-ons and plugins available for Excel that can further streamline row manipulation tasks. These tools offer additional features and functionalities that can enhance the capabilities of Excel and make combining rows easier and more efficient.

Types of add-ons and plugins:

  • Data cleaning and consolidation tools
  • Advanced data analysis and manipulation tools
  • Integration with external data sources


In this tutorial, we learned how to combine rows in Excel using the CONCATENATE function and the & operator. We also discussed the importance of selecting the appropriate delimiter to separate the combined text. It's essential to remember to select the cells you want to combine and adjust the formula accordingly.

We encourage you to practice and explore further with Excel row manipulation techniques to become more proficient in using this powerful tool. As you continue to experiment and apply these techniques, you will undoubtedly become more adept at managing your data efficiently and effectively.

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