How to Group Columns in Excel: Ultimate Guide

Ever stared at a cluttered Excel sheet and wished you could hide the noise to focus on what matters? Imagine collapsing entire data sections with a single click—no more scrolling through endless columns to find the numbers you need. Excel’s Group Columns feature does exactly that, turning overwhelming spreadsheets into organized, user-friendly dashboards.

This ultimate guide will teach you how to group columns in Excel quickly and efficiently. Whether you’re analyzing budgets, tracking projects, or managing inventory, grouping columns helps you simplify complex data. We’ll cover everything from basic grouping steps to advanced tricks, including how to use outlines, data sections, and the Group tool under the Data Tab.

What is Grouping in Excel

Grouping is a feature in Excel that lets you combine adjacent columns into a single group, which you can collapse or expand as needed. This functionality is especially useful when working with complex spreadsheets with multiple data categories or calculations.

Why Group Columns in Excel

• Improved Readability: Simplify large datasets by focusing only on relevant information.
• Better Organization: Group similar or related data for better categorization.
• Quick Navigation: Collapse unnecessary sections to quickly find the data you need.
• Custom Reports: Tailor reports for different audiences by collapsing irrelevant data.

How to Group Columns in Excel (2 Methods)

There are two ways to group columns in Excel. Below are some simple and effective methods you can follow to group columns easily.

Method 1: Manual Grouping of Columns

The manual grouping method is the most straightforward way to group columns.

Step 1: Select the Columns

Highlight the columns you want to group by clicking and dragging over the column letters (e.g., B, C, D).

Step 2: Access the Group Feature

• Go to the Data tab in the Ribbon.
• In the Outline group, click on Group.

You can also use the Keyboard Shortcut to Group Columns

• Press Shift + Alt + Right Arrow

Step 3: Collapse or Expand

A small plus (+) or minus (-) button will appear above the grouped columns. Click on it to collapse or expand the group.

Step 4: Preview Results

In the below results, the columns has been collapsed.

Method 2: Using Auto Outline to Group Columns

If your dataset is well-structured with hierarchical data, Excel’s Auto Outline feature can automatically group columns for you.

Step 1: Prepare Your Data

Ensure your dataset is organized with clear headers and follows a consistent structure.

Step 2: Activate Auto Outline

• Go to the Data tab in the Ribbon.
• In the Outline group, click on Auto Outline.

Step 3: Automatic Grouping

Excel will analyze your data, detect patterns, and group the columns accordingly.

Step 4: Collapse or Expand Groups

Use the plus (+) or minus (-) buttons above the grouped columns to expand or collapse the groups as needed.

Tip: You can also create a nested column group in which you can collapse and expand multiple levels of grouped columns to focus on specific sections of your data.

Step 5: Preview Results

In the below example, we have collapsed Q1 Total. Click on the Plus Icon to Expand the Group.

How to Group Adjacent Columns or Rows Separately in Excel

Sometimes, Excel’s group function merges adjacent columns into a single group instead of creating independent ones. Here’s how to fix this and group adjacent columns (or rows) separately:

Step 1: Attempt Initial Grouping

• Select the first set of columns (e.g., Subjects) and go to Data > Group.
• Choose "Columns" in the pop-up and click OK to create a group.
• Repeat the same steps for the next set of columns (e.g., Marks).

Issue : Instead of two separate groups, Excel may merge all selected columns into one group.

Step 2: Fix the Grouping

• Step 1: Click on column E (or the first column between the two groups) and go to Insert > Entire Column. This creates a blank column between the two sections.
• Step 2: Re-group the "Subjects" and "Marks" columns separately using the same grouping steps.

Result

• Now, two independent groups are created, each with its own outline buttons at the top.
• Collapsing both groups will show separate collapsible sections for "Subjects" and "Marks."

Tips for Efficient Grouping

• Use Nested Groups: Create multiple levels of grouping to manage hierarchical datasets effectively.
• Save a Backup: Save a copy of your workbook before grouping to avoid losing any important formatting.
• Clear Headers: Ensure headers are properly labeled to prevent confusion when groups are collapsed.

Conclusion

Grouping columns in Excel is like giving your spreadsheet a superpower—it lets you hide clutter, highlight priorities, and work faster. Whether you’re a beginner or a seasoned user, mastering the Group Columns feature under the Data Tab will transform how you handle data.

Ready to declutter your workflow? Open Excel, try these steps, and watch your spreadsheets become cleaner and more efficient.