**Please Note: **
This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, and 2016. 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: Condensing Sequential Values to a Single Row.

Rusty has a list of ZIP Codes in a column of a worksheet. He would like a way to "compress" the codes so that sequential ranges of values are on a single row. So, for instance, instead of 35013, 35014, and 35015 taking up three rows, they would appear on a single row as 35013-35015.

There are a couple of ways to go about this—with or without macros. On the "without macros" side of the fence, there are a number of different approaches, and all of them involve the use of additional columns to hold intermediate results.

For example, let's assume that you have your data in column A, starting in cell A2, and that cell A1 is empty (it doesn't even have header text in it). In this case you could enter the following formula in cell B2:

=IF(NOT(A2-A1=1),A2,IF(A3-A2=1,B1,A2))

Then, in cell C2, enter the following long formula:

=IF(NOT(A3-A2=1),IF(A2-A1=1,TEXT(B1,"00000") &" - "&TEXT(B2,"00000"),TEXT(A2,"00000")),"")

Now you can copy the formulas in cells B2:C2 down their respective columns. What you end up with in column C is the condensed series of ZIP Codes. You can copy these values—using Paste Special to ignore blank cells—to anyplace else you want.

If you want to use a macro approach, then there are no intermediate columns necessary. A macro can be written that essentially collapses the list of ZIP Codes in place. The following macro loops through whatever range of cells you selected and creates the condensed list:

Sub CombineValues() Dim rng As Range Dim rCell As Range Dim sNewArray() As String Dim x As Long Dim y As Long Dim sStart As String Dim sEnd As String Set rng = Selection sStart = rng.Cells(1) sEnd = sStart y = 1 For x = 1 To rng.Count - 1 If rng.Cells(x + 1) - _ rng.Cells(x) > 1 Then 'End ReDim Preserve sNewArray(1 To y) If sStart = sEnd Then sNewArray(y) = sStart Else sNewArray(y) = sStart & "-" & sEnd End If sStart = rng.Cells(x + 1) y = y + 1 End If sEnd = rng.Cells(x + 1) ReDim Preserve sNewArray(1 To y) If sStart = sEnd Then sNewArray(y) = sStart Else sNewArray(y) = sStart & "-" & sEnd End If Next rng.ClearContents For x = 1 To y rng.Cells(x) = "'" & sNewArray(x) Next Set rng = Nothing Set rCell = Nothing End Sub

*Note:*

If you would like to know how to use the macros described on this page (or on any other page on the *ExcelTips* sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

*ExcelTips* is your source for cost-effective Microsoft Excel training.
This tip (11977) applies to Microsoft Excel 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Excel here: **Condensing Sequential Values to a Single Row**.

**Comprehensive VBA Guide** Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out *Mastering VBA for Office 2010* today!

Do you want Excel to take the case of your text into account when it does comparisons in a formula? The IF statement ...

Discover MoreSometimes you need to look backward, through the information above your formula, to find the data you need. This can be ...

Discover MoreNeed to count the number of W (win) or L (loss) characters in a range of cells? You can develop a number of formulaic ...

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

2019-09-15 01:25:26

Frederick Rothstein

Sub CombineValues()

Dim N As Long, Data As Variant, Temp As Variant, Series As Variant

Data = Selection.Resize(Selection.Count + 1).Value

ReDim Temp(1 To UBound(Data))

Temp(1) = Data(1, 1)

For N = 2 To UBound(Data) - 1

If Data(N - 1, 1) + 1 = Data(N, 1) Then

If Data(N, 1) + 1 <> Data(N + 1, 1) Then Temp(N) = -Data(N, 1) & ","

Else

Temp(N) = Data(N, 1) & ","

End If

Next

Series = Split(Trim(Replace(Replace(Replace(Join(Temp), " ", ""), ",-", "-"), ",", " ")))

Selection.ClearContents

Selection.Resize(UBound(Series) + 1) = Application.Transpose(Series)

End Sub

2019-09-15 01:20:37

Frederick Rothstein

Sub CombineValues()

Dim N As Long, Data As Variant, Temp As Variant, Series As Variant

Data = Selection.Resize(Selection.Count + 1).Value

ReDim Temp(1 To UBound(Data))

Temp(1) = Data(1, 1)

For N = 2 To UBound(Data) - 1

If Data(N - 1, 1) + 1 = Data(N, 1) Then

If Data(N, 1) + 1 <> Data(N + 1, 1) Then Temp(N) = -Data(N, 1) & ","

Else

Temp(N) = Data(N, 1) & ","

End If

Next

Series = Split(Trim(Replace(Replace(Replace(Join(Temp), " ", ""), ",-", "-"), ",", " ")))

Selection.ClearContents

Selection.Resize(UBound(Series) + 1) = Application.Transpose(Series)

End Sub

2019-09-15 01:14:40

Frederick Rothstein

12345

12346

12347

98765

98766

98767

24680

24681

24682

24683

34981

34982

34983

48765

48766

48767

2016-07-20 06:43:05

Michael (Micky) Avidan

...and: folloeing, should be: following

--------------------------

Michael (Micky) Avidan

“Microsoft® Answers" - Wiki author & Forums Moderator

“Microsoft®” MVP – Excel (2009-2017)

ISRAEL

2016-07-20 06:40:39

Michael (Micky) Avidan

Some say that I sometimes have trouble to understand problems.

If this is not such a case - I would love to hear your opinion regarding the solution shown in the folloeing picture.

(see Figure 1 below)

--------------------------

Michael (Micky) Avidan

“Microsoft® Answers" - Wiki author & Forums Moderator

“Microsoft®” MVP – Excel (2009-2017)

ISRAEL

**Figure 1.**

2016-07-19 17:11:14

Austin Brister

Do you have a similar tool for a selection in Word of a comma delineated list?

2016-06-19 01:24:33

Nir Liberman

B2: =IF(A2=A1+1,B1,A2)

C2: =IF(B2=B3,"",TEXT(B2,"00000")&IF(B2=B1," - " & TEXT(A2,"00000"),""))

for sorted (asc) list only.

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.

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

Copyright © 2020 Sharon Parq Associates, Inc.

## Comments