Automatic outlining may not be adequate for worksheets with non numerical values or with no distinctive totals (from formulas or functions).

 

If automatic outlining does not or cannot organize your data in the way you want, you can manually group your data as required. Take the following work sheet as an example.

 

 

We would like to group the data according to teams and divisions, but if you choose Data->Group and Outline->Auto Outline from the menu bar, Excel displays the following alert.

 

 

Because the data contains no formulas or functions providing numeric totals, Excel cannot implement automatic outlining for the worksheet. You can, however, create your own groupings by selecting the rows or columns that you want to group, and choosing Data->Group and Outline->Group.

 

For example, if you select the members of Team 1 (cells B4:B6), and choose Data->Group and

Outline->Group, Excel will display the following box asking if you want to group by rows or columns.

 

 

If you select the Rows radio button, and click OK, Excel will provide an outline indicator and a collapse/expand button for the new grouping.

 

 

You can also notice numbered buttons in the top left corner. These outline level buttons work the same as before. Clicking on the number 1 button will show the first level of detail, and clicking on the 2 button will show the second (more detail) level of detail.

 

If you follow the same procedure for cells B8:B10, and then select cells B2:B10 and group them, you will end up with a work sheet like this.

 

 

This is the fully detailed view, if you click the 2 button, you will see the following view of the data.

 

You can see that the individual player information has been collapsed from view.

 

Clicking the number 1 button will display the highest level view (lowest detail) of the manual groupings.

 

 

In this image you can see that the entire first division grouping has been collapsed from view.

 

You can also select rows or columns for grouping by dragging your mouse over the column letters or row numbers accordingly. If you select the rows or columns this way, you will not be asked whether to group by rows or columns, as the selection you choose will clearly indicate this to Excel.

 

To remove manual groupings, select the rows or columns corresponding to the grouping you wish to remove and choose Data->Group and Outline->Ungroup.