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.

Combining Multiple Rows in a Column

by Allen Wyatt
(last updated July 18, 2016)

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.

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

Finding Cells Filled with a Particular Color

Do you need to find cells that are formatted with a particular color? How you accomplish this task depends on your version of ...

Discover More

Removing Cells from a Selected Range

Select a large range of cells and you may later want to remove a few cells from that selection. This is not as easy as you ...

Discover More

Changing Time Settings

Windows 8 has actually made it a bit more difficult to change the time settings on your system. Microsoft did this by ...

Discover More

Professional Development Guidance! Four world-class developers offer start-to-finish guidance for building powerful, robust, and secure applications with Excel. The authors show how to consistently make the right design decisions and make the most of Excel's powerful features. Check out Professional Excel Development today!

MORE EXCELTIPS (RIBBON)

Three-Dimensional Transpositions

Excel makes it easy to transpose your data so that rows become columns and columns rows. It doesn't have a built-in ...

Discover More

Quickly Entering Dates and Times

Excel provides keyboard shortcuts for a variety of purposes. This tip examines two such shortcuts, designed to allow entering ...

Discover More

Ensuring Standard Units During Data Entry

Need to make sure that information entered in a worksheet is always in a given unit of measurement? It's not as easy of a ...

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 for this tip:

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.

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
Share