Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, and 2021. 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: Understanding Outlining.

Understanding Outlining

Written by Allen Wyatt (last updated December 5, 2020)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, and 2021


Excel includes a feature that allows you to outline your data. This simply means that Excel analyzes your data and assigns different rows to different "levels." These levels can then be selectively hidden or displayed, depending on your needs. An outline is handy for getting a quick understanding of large amounts of data.

You can create an outline in several ways:

  • Insert automatic subtotals. Select a cell in a data list, then display the Data tab of the ribbon. Click on Subtotal in the Outline group.
  • Let Excel automatically outline your data list. Select the list that you want outlined, then display the Data tab of the ribbon. Click Group from the Outline group, then click Auto Outline.
  • Manually outline your data list. Select the data you consider to be detail information, then display the Data tab of the ribbon. Click Group from the Outline group, then click Group. Repeat the process for all other detail information in the data list.

Once your data is outlined, outline symbols appear at the left side of the worksheet. You can display different levels of data by using the mouse to click on the various symbols.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (10088) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, and 2021. You can find a version of this tip for the older menu interface of Excel here: Understanding Outlining.

Author Bio

Allen Wyatt

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. ...

MORE FROM ALLEN

Editing Custom Dictionaries

Custom dictionaries can be great, but they take quite a bit of time to create. Word provides a way you can edit your ...

Discover More

Setting a Default for Shifting when Inserting

When you insert cells into a worksheet, Excel needs to know which direction it should shift the displaced cells. If you ...

Discover More

Incorrect Page Counts Shown in Status Bar

A common statistic to see on the status bar is what page number you are working on in your document. If the page numbers ...

Discover More

Solve Real Business Problems Master business modeling and analysis techniques with Excel and transform data into bottom-line results. This hands-on, scenario-focused guide shows you how to use the latest Excel tools to integrate data from multiple tables. Check out Microsoft Excel Data Analysis and Business Modeling today!

More ExcelTips (ribbon)

Hiding Outline Symbols

Outline symbols are automatically displayed by Excel when you add subtotals or organize your data using an outline. If ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is two minus 0?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

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.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.