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

Skipping Hidden Rows in a Macro

Written by Allen Wyatt (last updated November 18, 2023)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021


3

When using a worksheet, it is not uncommon to hide rows that contain data you don't want displayed at the current time. If you have written a macro that processes the data in the worksheet, you may have wondered how to skip over and not process the rows that you have marked as hidden.

The way you accomplish this is to check the Hidden property of each row. If the property is True, then the row is hidden; if False, then row is visible.

As an example of how this works, assume that you have a worksheet that you use to track clients. Some of these clients are considered active and others inactive. To mark a client as inactive, you hide the row containing the client. At some point, you want to number the active clients, and you want to do it using a macro. The following macro will do the trick for you:

Sub NumberClients()
    Dim c As Range
    Dim j As Integer

    If Selection.Columns.Count > 1 Then
        MsgBox "Only select the cells you want numbered"
        Exit Sub
    End If

    j = 0
    For Each c In Selection
        If Not c.Rows.Hidden Then
            j = j + 1
            c.Value = j
        Else
            c.Clear
        End If
    Next c
End Sub

To use the macro, simply select the cells in which the numbering will be done. The macro checks, first of all, to make sure you have only selected cells in a single column. Then, it steps through each cell in the selected range. If the row containing the cell is not hidden, then the counter (j) is incremented and stored in the cell. If the row containing the cell is hidden, then the contents of the cell are cleared. The key to this macro is the If ... End If structure that tests the value of the Hidden attribute.

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 (12552) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021. You can find a version of this tip for the older menu interface of Excel here: Skipping Hidden Rows in a Macro.

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. ...

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Comments

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What is 3 + 7?

2023-11-23 12:12:12

J. Woolley

Re. the NumberClients2 macro in my most recent comment below, immediately after the following statement
    Selection.Columns(1).Select
please add the following statement
    If Selection.Cells.Count = 1 Then Exit Sub
The reason for this follows:
The Range.SpecialCells(Type, [Value]) method is supposed to return only the cells in Range that satisfy Type and (optional) Value. But curiously if Range is a SINGLE cell, then ALL worksheet cells satisfying the criteria are returned whenever SOME worksheet cells do not satisfy the criteria. This "bug" does not occur if ALL worksheet cells satisfy the criteria.
Here are three more SpecialCells issues:
1. The method fails silently if it tries to select more than 8,192 non-contiguous cells (or Areas).
2. Use of On Error GoTo might not work as expected; use On Error Resume Next instead.
3. Avoid direct or indirect use of the SpecialCells method in a user-defined function (UDF); see my recent comment here: https://excelribbon.tips.net/T008524_Selecting_Visible_Cells_in_a_Macro.html


2023-11-21 15:50:39

J. Woolley

Here's another version of the Tip's macro:

Sub NumberClients2()
    Dim c As Range, i As Long, n As Long
    On Error GoTo ErrHandler
    Selection.Columns(1).Select
    Selection.ClearContents
    For Each c In Selection.SpecialCells(xlCellTypeVisible)
        n = n + 1
        c.Value = n
    Next c
    'Clear any hidden cells at start of Selection
    Set c = Selection.Rows(1)
    n = c.Row - 1
    For i = 1 To n 'Skipped if n < 1
        Set c = c.Offset(-1)
        If c.Hidden Then c.ClearContents Else Exit For
    Next i
    'Clear any hidden cells at end of Selection
    Set c = Selection.Rows(Selection.Rows.Count)
    n = c.EntireColumn.Rows.Count - c.Row
    For i = 1 To n 'Skipped if n < 1
        Set c = c.Offset(1)
        If c.Hidden Then c.ClearContents Else Exit For
    Next i
ErrHandler:
End Sub

Before starting the macro, select a range of cells for the active client numbers. After clearing the selection's first column of formulas and values (but not formatting), unhidden rows will be sequentially numbered. As suggested by Alex Blakenburg, "any hidden rows at the start or end of the selection" will also be cleared.


2023-11-18 06:55:57

Alex Blakenburg

Since we are also clearing previously marked rows that are now potentially hidden, we need to include any hidden rows at the start or end of the selection range. Assuming the table or list has a heading something like the below might work.
Note: An alternative method using Selection.SpecialCells(xlCellTypeLastCell) would suffer a similar issue of missing hidden rows above or below the Selection area.


Sub NumberClients_CurrentRegion()
Dim c As Range
Dim j As Integer
Dim rng As Range

If Selection.Columns.Count > 1 Then
MsgBox "Only select the cells you want numbered"
Exit Sub
End If

Set rng = Intersect(Selection.CurrentRegion, Selection.EntireColumn)
Set rng = rng.Offset(1).Resize(rng.Rows.Count - 1)

j = 0
For Each c In rng
If Not c.Rows.Hidden Then
j = j + 1
c.Value = j
Else
c.Clear ' Could be done on the whole rng at once before entering the for loop
End If
Next c
End Sub


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