Merging Excel rows is a common requirement for data manipulation, particularly when you're organizing or cleaning datasets. Whether you're dealing with duplicated records, condensing information, or simplifying data analysis, knowing how to merge rows efficiently can save you a significant amount of time. Here are five techniques you can use to merge Excel rows with ease.
1. Using CONCATENATE or Ampersand (&)
The simplest way to merge data from multiple rows into one is by using Excel’s CONCATENATE function or the ampersand (&) operator.
- Select the cell where you want to combine the values.
- Enter the formula:
=CONCATENATE(A2, “ “, B2)or=A2 & ” “ & B2
Notes:
💡 Note: Ensure that the cells you are referencing contain the data you want to merge. If any of the cells are empty, they won't affect the result.
2. Using the TEXTJOIN Function
For Excel 2016 and later, the TEXTJOIN function is an excellent tool for merging rows:
- Click on the cell where you want the merged data to appear.
- Type the formula:
=TEXTJOIN(” “, TRUE, A2:A10)
Here, " " indicates a space as the delimiter, TRUE ignores empty cells, and A2:A10 is the range of cells to join.
3. Employing Power Query
Power Query is a powerful tool in Excel for data transformation:
- Go to ‘Data’ > ‘Get Data’ > ‘From Table/Range’ to load your data into Power Query.
- Use the ‘Group By’ feature to aggregate and merge rows based on common keys.
- Select ‘New Column’ from the dropdown in the ‘Operation’ field and set it to merge your data using a custom function.
Note:
⚙️ Note: Power Query might not be available in all versions of Excel. Check your version before using this method.
4. VBA Macro for Advanced Merging
If your merging needs are complex or repetitive, a VBA macro might be the solution:
Sub MergeRows() Dim ws As Worksheet Set ws = ActiveSheet Dim LastRow As Long, FirstRow As Long, i As Long Dim rngToMerge As Range, CurrentCell As Range, MergedText As String' Find the last row with data LastRow = ws.Cells(ws.Rows.Count, 1).End(xlUp).Row FirstRow = 2 ' Assuming header is in row 1 For i = FirstRow To LastRow Set rngToMerge = ws.Range("A" & i & ":C" & i) ' Adjust range to fit your needs For Each CurrentCell In rngToMerge MergedText = MergedText & CurrentCell.Value & " " Next CurrentCell ws.Cells(i, 4).Value = Trim(MergedText) ' Place merged text in column D MergedText = "" Next i
End Sub
5. Using Helper Columns and Formulas
If the data structure is known, you can use helper columns to concatenate values:
- Create a new column (e.g., ‘Helper’) next to the columns you want to merge.
- In this new column, combine data from other columns using functions like
=A2 & ” “ & B2 & ” “ & C2 - Drag the formula down to apply it to all rows.
| Method | Best Used For | Complexity |
|---|---|---|
| CONCATENATE/Ampersand | Simple text merging | Very Low |
| TEXTJOIN | Merging with dynamic cell ranges and separators | Low |
| Power Query | Data transformation and aggregation | Medium |
| VBA Macro | Complex, repetitive merging tasks | High |
| Helper Columns | When merging criteria are known and consistent | Low to Medium |
These methods provide a spectrum of solutions for merging Excel rows, catering to different levels of complexity and Excel proficiency. By choosing the right technique, you can streamline your data management tasks and enhance your productivity in Excel.
How do I merge cells vertically in Excel?
+To merge cells vertically, select the cells you want to merge, right-click, choose ‘Format Cells’, go to the ‘Alignment’ tab, and select ‘Merge cells’. Alternatively, use the ‘Merge & Center’ tool from the Home tab on the Ribbon.
What if I want to merge rows but keep some columns separate?
+You can selectively merge data by creating formulas that combine only the cells you want, leaving others untouched. This can be done by using CONCATENATE or TEXTJOIN functions, specifying exactly which cells to merge.
Can I undo a merge in Excel?
+If you’ve used ‘Merge & Center’ or a similar function, Excel provides the ‘Undo’ command (Ctrl+Z) to revert the merge. If you’ve used formulas to merge data, you’ll need to delete those formulas and restore the original data manually.
What if my data is spread across multiple sheets?
+For merging data from different sheets, you might need to use Power Query or VBA to retrieve and combine data. Alternatively, you can use Excel’s 3D formulas or the Consolidate tool under the ‘Data’ tab.
How do I merge rows that are not adjacent?
+Use functions like INDEX, MATCH, or OFFSET to refer to non-adjacent cells for merging. You can also create a custom formula using these functions or use VBA for more complex operations.
Related Terms:
- Merge Excel files macro
- Combine 2 Cells in Excel
- Combine cells
- Merge sheet Excel online
- Shortcut unmerge cells Excel
- Shortcut Merge cell
