Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.
With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company.
Learn more about Allen...
Please Note: This article is written for users of the following Microsoft Excel versions: 2007 and 2010. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Combining Multiple Rows in a Column.
Bonnie described a common problem that occurs when importing a file into Excel. The file being imported is a scanned text file, and the import goes just fine, with one small glitch: in one column where there was wrapped text in the original document, the text now occupies several rows in the worksheet. Bonnie is looking for a way to combine those rows back into a single cell in that column.
There are a couple of ways this can be done. If you don't have to do this too often, a formulaic approach may be best. Just use the ampersand (&) to concatenate the contents of the rows you want to combine:
=C6 & " " & C7 & " " & C8 & " " & C9
The result is all the text combined into a single cell. You can copy this result to the Clipboard, and then use Paste Special to put it into the final cell where you need it. Finally you can delete the original multiple rows that are no longer needed.
If you need to perform this type of concatenation more than a few times, a simple macro may help:
Sub Combine() Dim J As Integer If Selection.Cells.Count > 1 Then For J = 2 To Selection.Cells.Count Selection.Cells(1).Value = _ Selection.Cells(1).Value & " " & _ Selection.Cells(J).Value Selection.Cells(J).Clear Next J End If End Sub
To use this macro, select the cells you want to concatenate and then run the macro. The contents of all the cells are combined into the first cell in the selection, then whatever is in the other cells is cleared. The macro doesn't delete any rows; that is left for you to do. It does, however, combine the contents quickly—even more quickly if you assign a shortcut key to the macro.
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (11496) applies to Microsoft Excel 2007 and 2010. You can find a version of this tip for the older menu interface of Excel here: Combining Multiple Rows in a Column.
Your Data, Your Way! Want the greatest control possible over how your data appears on the page? Excel's custom formats can provide that control, and ExcelTips: Custom Formats can unlock the secrets to creating your own custom formats. Check out ExcelTips: Custom Formats today!