Loading

Got a version of Excel that uses the
menu interface (Excel 97, Excel 2000, Excel 2002, or Excel 2003)?
**This site is for you!** If you
use a later version of Excel, visit
our *ExcelTips* site focusing on the ribbon interface.

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.

Learn more about Allen...

ExcelTips FAQ

ExcelTips Resources

Ask an Excel Question

Make a Comment

Free Business Forms

Free Calendars

** Please Note:** This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later),

Rusty has a list of ZIP Codes in a column of a worksheet. He would like a way to "compress" the codes so that sequential ranges of values are on a single row. So, for instance, instead of 35013, 35014, and 35015 taking up three rows, they would appear on a single row as 35013-35015.

There are a couple of ways to go about this—with or without macros. On the "without macros" side of the fence, there are a number of different approaches, and all of them involve the use of additional columns to hold intermediate results.

For example, let's assume that you have your data in column A, starting in cell A2, and that cell A1 is empty (it doesn't even have header text in it). In this case you could enter the following formula in cell B2:

=IF(NOT(A2-A1=1),A2,IF(A3-A2=1,B1,A2))

Then, in cell C2, enter the following long formula:

=IF(NOT(A3-A2=1),IF(A2-A1=1,TEXT(B1,"00000") &" - "&TEXT(B2,"00000"),TEXT(A2,"00000")),"")

Now you can copy the formulas in cells B2:C2 down their respective columns. What you end up with in column C is the condensed series of ZIP Codes. You can copy these values, using Paste Special to ignore blank cells, to anyplace else you want.

If you want to use a macro approach, then there are no intermediate columns necessary. A macro can be written that essentially collapses the list of ZIP Codes in place. The following macro loops through whatever range of cells you selected and creates the condensed list:

Sub CombineValues() Dim rng As Range Dim rCell As Range Dim sNewArray() As String Dim x As Long Dim y As Long Dim sStart As String Dim sEnd As String Set rng = Selection sStart = rng.Cells(1) sEnd = sStart y = 1 For x = 1 To rng.Count - 1 If rng.Cells(x + 1) - _ rng.Cells(x) > 1 Then 'End ReDim Preserve sNewArray(1 To y) If sStart = sEnd Then sNewArray(y) = sStart Else sNewArray(y) = sStart & "-" & sEnd End If sStart = rng.Cells(x + 1) y = y + 1 End If sEnd = rng.Cells(x + 1) ReDim Preserve sNewArray(1 To y) If sStart = sEnd Then sNewArray(y) = sStart Else sNewArray(y) = sStart & "-" & sEnd End If Next rng.ClearContents For x = 1 To y rng.Cells(x) = "'" & sNewArray(x) Next Set rng = Nothing Set rCell = Nothing End Sub

*ExcelTips* is your source for cost-effective Microsoft Excel training. This tip (3853) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Condensing Sequential Values to a Single Row.

*Related Tips:*

**Comprehensive VBA Guide** Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out *Mastering VBA for Office 2010* today!

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)