Excel Tutorial: How To Keep Rows Together In Excel


When working with large sets of data in Excel, keeping rows together is essential for maintaining the organization and structure of the spreadsheet. It ensures that related information stays intact and is easily accessible. In this tutorial, we will provide a brief overview of the steps to accomplish this, so you can efficiently manage your data in Excel.

A. Explanation of the importance of keeping rows together in Excel

B. Brief overview of the steps to accomplish this

Key Takeaways

  • Keeping rows together in Excel is essential for maintaining organization and structure of the spreadsheet.
  • Related information stays intact and easily accessible when rows are kept together.
  • Using the filter function, freeze panes feature, merging cells, and conditional formatting are effective methods for keeping rows together.
  • Understanding common challenges and how to address them is important for efficient data management in Excel.
  • Maintaining organized and cohesive data in Excel is crucial for effective data analysis and decision-making.

Understanding the Issue

When working with large sets of data in Excel, it can be frustrating to find that the rows are not staying together as intended. This can lead to confusion and errors in data analysis. Understanding why this happens and the common challenges faced can help in finding solutions to keep rows together in Excel.

A. Explanation of why rows may become separated in Excel

Rows in Excel can become separated due to a variety of reasons. One common reason is when filtering or sorting data, the rows that were originally together may become separated. Other reasons include accidental deletion of rows, incorrect use of insert/delete functions, and copying/moving data to other locations.

B. Common challenges faced when dealing with separated rows

Dealing with separated rows in Excel can pose several challenges. It can lead to confusion in data analysis, as the intended relationships between rows may be lost. It can also result in errors in calculations and formulas that depend on the data being in a specific order. Additionally, it can make it difficult to maintain the integrity of the data and can lead to time-consuming manual efforts to reorganize the rows.

Using the Filter Function

The filter function in Excel is a powerful tool that allows you to hide and display specific rows based on certain criteria. This can be incredibly useful when you want to keep certain rows together and organized within your spreadsheet.

Step-by-step guide on using the filter function to hide and display specific rows

  • Step 1: Open your Excel spreadsheet and select the data range that you want to work with.
  • Step 2: Go to the "Data" tab and click on the "Filter" button. This will add filter arrows to the headers of your selected data range.
  • Step 3: Click on the filter arrow in the header of the column you want to filter by, and then select the specific criteria you want to filter for. This will hide all rows that do not meet the selected criteria.
  • Step 4: To display all the rows again, simply click on the filter arrow and select "Clear Filter."

How to use the filter function to remove blank rows

If your spreadsheet contains blank rows that you want to remove, the filter function can easily help you with that as well.

  • Step 1: Select the entire data range in your spreadsheet.
  • Step 2: Go to the "Data" tab and click on the "Filter" button.
  • Step 3: Click on the filter arrow in one of the columns, and then uncheck the "Blanks" option. This will hide all the blank rows in your data range.
  • Step 4: Once the blank rows are hidden, you can select and delete them from your spreadsheet.

Utilizing the Freeze Panes Feature

Excel's Freeze Panes feature allows you to keep specific rows visible while scrolling through a large dataset. This can be incredibly useful when working with large spreadsheets, as it enables you to keep important headers or labels in view at all times.

Explanation of how the freeze panes feature can keep specific rows visible

The Freeze Panes feature in Excel allows you to lock specific rows or columns in place so that they remain visible as you scroll through the rest of the spreadsheet. This is particularly useful when working with large datasets, as it can help you keep track of important information without getting lost in the sea of data.

Step-by-step instructions on how to freeze and unfreeze panes in Excel

  • Step 1: Open your Excel spreadsheet and navigate to the row or column that you want to keep visible.
  • Step 2: Click on the "View" tab in the top menu.
  • Step 3: In the "Window" group, click on the "Freeze Panes" option.
  • Step 4: A drop-down menu will appear, allowing you to choose whether you want to freeze the top row, first column, or a specific number of rows and columns.
  • Step 5: Select the option that best suits your needs.
  • Step 6: To unfreeze the panes, simply click on the "Freeze Panes" option again and select "Unfreeze Panes."

By following these simple steps, you can take full advantage of Excel's Freeze Panes feature to keep specific rows or columns visible while working with large datasets. This can help improve your productivity and keep you focused on the most important information in your spreadsheet.

Merging Cells

In Excel, merging cells can be a useful tool for keeping rows together and creating a more organized and visually appealing spreadsheet. By merging cells, you can combine multiple cells into one larger cell, allowing you to keep related data together and improve the overall structure of your spreadsheet.

Explanation of how merging cells can keep rows together

Merging cells in Excel can help keep rows together by allowing you to combine multiple cells into one larger cell. This can be particularly useful when you have data that spans multiple columns but relates to the same row. By merging the cells, you can ensure that the data stays together and is easier to view and manage.

Step-by-step guide on merging cells in Excel

  • Select the cells that you want to merge. You can do this by clicking and dragging to highlight the cells in question.
  • Click the "Merge & Center" button in the "Alignment" group on the "Home" tab. This will open a drop-down menu with options for merging cells.
  • Choose the merge option that best fits your needs. You can select "Merge & Center" to merge the selected cells into one larger cell and center the content, or you can choose "Merge Across" or "Merge Cells" to merge the cells without centering the content.
  • Verify the merged cells by looking for the merged cell border around the selected cells. This border indicates that the cells have been successfully merged.

Conditional Formatting

Conditional formatting is a powerful tool in Excel that allows you to apply formatting to cells based on certain conditions. By using conditional formatting, you can easily highlight and hide specific rows to keep them together in your Excel worksheet.

How to use conditional formatting to highlight and hide specific rows

  • Select the rows: First, select the rows that you want to apply conditional formatting to. You can do this by clicking and dragging the row numbers on the left-hand side of the worksheet.
  • Apply conditional formatting: Once the rows are selected, go to the "Home" tab on the Excel ribbon, then click on "Conditional Formatting" in the Styles group. From the dropdown menu, choose the type of formatting you want to apply, such as highlighting cells or hiding rows.
  • Set the condition: After selecting the type of formatting, you will need to set the condition that triggers the formatting. This could be a specific value in a cell, a date, or any other criteria that you choose.
  • Customize the formatting: Once the condition is set, you can customize the formatting options such as the font color, background color, and other styles to make the rows stand out or blend in as needed.

Tips for customizing conditional formatting rules to keep rows together

  • Use relative references: When setting up conditional formatting rules, use relative references instead of absolute references. This will allow the formatting to apply to a range of cells or rows, making it easier to keep them together.
  • Combine multiple conditions: To create more complex formatting rules, you can combine multiple conditions using the "New Rule" option in the Conditional Formatting menu. This can help you highlight or hide rows based on multiple criteria.
  • Manage and edit rules: Excel allows you to manage and edit existing conditional formatting rules. You can review, modify, or delete rules as needed to keep your rows together and maintain the desired formatting.


In conclusion, we have discussed several methods to keep rows together in Excel, including freezing panes, splitting windows, and using table headers. These techniques are essential for maintaining a well-organized and cohesive spreadsheet, ultimately leading to easier navigation and analysis of data. It is crucial to keep rows together in Excel to ensure that data is easily accessible and comprehensible for anyone using the spreadsheet. By implementing these methods, you can optimize the functionality of your Excel sheets and enhance your overall productivity.

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