Tricks for Hiding and Unhiding Excel Rows and Columns

 
1. Press Ctrl-G to display the Go To window, type in the address of a cell in the row or column that you wish to unhide, and then click OK, as shown in Figure 2. Carry out the corresponding menu command or keyboard shortcut to unhide the row or column. You can also use menu commands to display the Go To dialog box:
  • Excel 2007 and later: Choose Find and Select on the Home tab, and then click Go To.
  • Excel 2003 and earlier: Choose Edit and then Go To.
2. If you don't know the exact address of the cell you're looking for, press Ctrl-F to display the Find window and search for a word within the hidden column or row. As with the Go To command, Excel will select the hidden cell, which you can then unhide. You can also use menu commands to display the Find dialog box:
  • Excel 2007 and later: Choose Find and Select on the Home tab, and then click Find.
  • Excel 2003 and earlier: Choose Edit, and then Find.
 
Figure 2: The Go To dialog box allows you to navigate to a hidden cell when you need to selectively unhide a row or column.
 
Group Rows or Columns
 
Excel's Group feature is an effective alternative to manually hide or unhide rows and columns. Select the rows or columns you wish to hide, and then carry out this command:
  • Excel 2007 or later: Click the Group icon in the Outline section of the Data ribbon.
  • Excel 2003 and earlier: Choose Data, Group and Outline, and then Group.
As shown in Figure 3, Excel adds a button outside the worksheet frame that you can use to toggle the hidden or visible status of rows or columns. To remove grouping, select the group, and then issue the corresponding Ungroup command, which is adjacent to the Group commands described above.
 
Figure 3: The Group feature allows you to expand or collapse a set of rows or columns with a single mouse click.
 
Custom Views
Many Excel users overlook the Custom Views feature, which among other things, allows you to save sets of hidden rows or columns. Before you start hiding rows or columns, first create a view that displays the entire worksheet:
  • Excel 2007 and later: Choose Custom Views in the Workbook Views section of the View ribbon. Click Add, and then assign a name, such as All Columns. Make sure that Hidden Row, Columns, and Filter Settings is selected, and then click OK.
  • Excel 2003 and earlier: Choose View, and then Custom Views. From there, the commands are the same as described in Excel 2007.
Next, hide rows and/or columns as desired, and then save a second custom view. You can now toggle between views as needed. Issue the Custom Views command, select a view from the list, and then click View.
 
See all articles by David Ringstrom.
 
About the author:
David H. Ringstrom, CPA heads up Accounting Advisors, Inc., an Atlanta-based software and database consulting firm providing training and consulting services nationwide. Contact David at david@acctadv.com or follow him on Twitter. David speaks at conferences about Microsoft Excel, and presents webcasts for several CPE providers, including AccountingWEB partner CPE Link.
 

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