Excel Tutorial: How To Rearrange Data In Excel


Organizing and rearranging data in Excel is crucial for efficiency and accuracy in data analysis and reporting. Whether you're working with a large dataset or a simple list, having clean and organized data makes it easier to spot trends, identify outliers, and create professional-looking reports. One common task in rearranging data is removing blank rows, which can clutter a dataset and make it difficult to work with. In this tutorial, we'll show you how to efficiently rearrange and clean up your data in Excel.

Key Takeaways

  • Organizing and rearranging data in Excel is crucial for efficiency and accuracy in data analysis and reporting.
  • Removing blank rows in the dataset can improve the quality of data analysis and make it easier to work with.
  • Understanding the structure of the data before rearranging is essential for a successful data organization process.
  • Identifying and removing blank rows in Excel can be done through step-by-step instructions or alternative methods like using filters.
  • Exploring advanced techniques and practicing different methods for rearranging data in Excel can improve data organization skills.

Understanding the Data

Before rearranging data in Excel, it is crucial to have a clear understanding of the structure of the data. Understanding the Data will help in making informed decisions and avoid errors in the process.

A. Explain the importance of understanding the structure of the data before rearranging

It is important to understand the structure of the data before rearranging to ensure that the rearranged data will be useful and meaningful. Understanding the Data helps in identifying the key variables and relationships within the data, which in turn guides the rearrangement process for better insights and analysis.

B. Discuss the different types of data arrangement (e.g. rows, columns)

There are different ways to arrange data in Excel, such as organizing data in rows or columns. Understanding the Data involves recognizing the most suitable arrangement for the specific purpose and analysis. Rows are typically used for listing individual records, while columns are often used for categorizing and analyzing data.

Identifying Blank Rows

When working with data in Excel, it's important to be able to identify and address any blank rows within your dataset. Blank rows can impact the accuracy of your analysis and can cause errors in your calculations. Here's how you can identify blank rows in Excel:

  • Using the Filter Function: Excel's filter function allows you to easily identify and filter out blank rows from your dataset. Simply click on the filter icon in the header of your data columns and choose "Blanks" from the dropdown menu. This will show you all the blank rows in your dataset.
  • Using Conditional Formatting: Another way to identify blank rows is to use conditional formatting. You can set up a conditional formatting rule to highlight any rows that contain blank cells, making it easy to spot them at a glance.

Mention the impact of blank rows on data analysis

Blank rows can have a significant impact on your data analysis. They can skew your calculations, cause errors in your formulas, and make it difficult to get an accurate picture of your data. It's important to identify and address any blank rows in your dataset before proceeding with your analysis to ensure the integrity and accuracy of your results.

Removing Blank Rows

When working with data in Excel, it’s important to clean up any unnecessary blank rows to ensure accuracy and efficiency. Here are the step-by-step instructions on how to remove blank rows in Excel:

Provide step-by-step instructions on how to remove blank rows in Excel

  • Select the range: Begin by selecting the range of cells that you want to check for blank rows.
  • Go to the Home tab: Next, navigate to the Home tab on the Excel ribbon.
  • Click on the “Find & Select” button: In the Editing group, click on the “Find & Select” button.
  • Choose “Go To Special”: From the dropdown menu, choose “Go To Special.”
  • Select “Blanks”: In the Go To Special dialog box, select the option for “Blanks” and click “OK.”
  • Delete the blank rows: This will select all the blank rows in the selected range. Right-click on any of the selected row numbers and choose “Delete” from the context menu to remove the blank rows.

Discuss alternative methods for removing blank rows

If the above method doesn’t work for your specific data set, there are alternative methods for removing blank rows in Excel. One such method is using filters:

  • Apply a filter: Select the range of cells and apply a filter by clicking on the “Filter” button in the Data tab.
  • Filter for blanks: Once the filter is applied, you can filter for blank cells in a specific column by clicking on the dropdown arrow next to the column header and unselecting all values except for the blank option.
  • Delete the filtered rows: After the blank rows are filtered, you can select and delete them by right-clicking on the selected row numbers and choosing “Delete” from the context menu.

Rearranging Data

When working with data in Excel, it is important to know how to rearrange it effectively to suit your needs. There are various methods to rearrange data in Excel, including cut and paste, sorting, and filtering.

A. Explain the different methods for rearranging data in Excel
  • Cut and Paste

    This method involves cutting the data from its original location and pasting it to a new location. This can be useful for moving data within the same worksheet or between different worksheets.

  • Sorting

    Sorting data involves arranging the data in a specific order, such as alphabetically or numerically. This can be helpful for organizing a large set of data based on a particular column.

  • Filtering

    Filtering allows you to display only the data that meets specific criteria, while hiding the rest. This can be useful for focusing on a subset of the data that meets certain conditions.

B. Discuss the importance of choosing the right method based on the data set

It is crucial to consider the nature of the data set and the desired outcome when choosing a method for rearranging data. For example, if the goal is to reorganize a large amount of data based on a particular attribute, sorting would be the most appropriate method. On the other hand, if the focus is on isolating specific data points, filtering would be more effective. Using the right method can save time and effort, and ensure that the data is presented in a clear and meaningful way.

Advanced Techniques

When it comes to rearranging data in Excel, there are advanced techniques that can streamline the process and help you manipulate your data more efficiently. These techniques involve using formulas or macros to automate the rearrangement process.

A. Introduce advanced techniques for rearranging data
  • Formulas:

    Formulas in Excel can be used to rearrange data by performing calculations and manipulating the values in the cells. For example, you can use the CONCATENATE function to combine data from multiple columns into a single column, or the INDEX and MATCH functions to look up and retrieve specific data from a table.
  • Macros:

    Macros are sets of instructions that can be recorded or written in VBA (Visual Basic for Applications) to automate repetitive tasks. With macros, you can create custom functions to rearrange data in a specific way, and then run the macros to apply those functions to your dataset.

B. Provide examples of complex data rearrangement scenarios and how to address them
  • Merging Data from Multiple Sheets:

    In scenarios where you have data spread across multiple sheets or workbooks, you can use advanced techniques such as writing custom VBA code to consolidate and rearrange the data into a single sheet or workbook.
  • Performing Conditional Data Rearrangement:

    If you need to rearrange the data based on specific conditions or criteria, advanced techniques like using complex nested formulas or writing custom VBA macros can help you automate this process and save time.
  • Automating Data Cleansing and Transformation:

    For more complex data rearrangement tasks that involve cleaning and transforming the data, advanced techniques like creating custom functions using VBA or using advanced Excel functions like Power Query can help you automate and streamline these processes.


It is crucial to rearrange and organize data in Excel to make it more comprehensible and visually appealing. By doing so, it becomes easier to analyze and draw insights from the data, which is essential for making informed decisions in various fields. Additionally, rearranging the data can save time and reduce errors when working with large datasets.

We encourage our readers to practice and explore different methods for rearranging data in Excel. There are numerous techniques and functions available that can help streamline the process and improve efficiency. By gaining proficiency in rearranging data, users can elevate their Excel skills and become more adept at handling complex datasets.

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