Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, and Excel in Microsoft 365. 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 Excel in Microsoft 365

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 Excel in Microsoft 365. 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

Changing Label Printing Order

If you want to change the order in which labels are printed when doing a mail merge, Word doesn't provide many options. ...

Discover More

Entering Dates without Separators

When doing data entry into a worksheet, you might want to enter dates without the need to type the separators that are ...

Discover More

Printing Personalized Copies of a Document

Need to have a series of documents customized for individual users? Mail merge may be overkill, but the macro presented ...

Discover More

Program Successfully in Excel! John Walkenbach's name is synonymous with excellence in deciphering complex technical topics. With this comprehensive guide, "Mr. Spreadsheet" shows how to maximize your Excel experience using professional spreadsheet application development tips from his own personal bookshelf. Check out Excel 2013 Power Programming with VBA 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.

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

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 2 + 2?

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.

Links and Sharing
OUR COMPANY
OUR PRODUCTS
OUR SITES
 

Copyright © 2024 Sharon Parq Associates, Inc.