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), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Reorganizing Data.

Reorganizing Data

by Allen Wyatt
(last updated April 19, 2014)

If you import a data list into Excel, it is not unusual to end up with a lot of data in column A. In fact, it is not unusual to have nothing in any of the other columns. (This all depends on the nature of the data you are importing, of course.) As part of working with the data in Excel, you may want to "reorganize" the data so that it is pulled up into more columns than just column A.

As an example, imagine that you imported your data, and it ended up occupying rows 1 through 212 of column A. What you really want is for the data to occupy columns A through F, of however many rows are necessary to hold the data. Thus, A2 needs to be moved to B1, A3 to C1, A4, to D1, A5 to E1, A6 to F1, and then A7 to A2, A8 to B2, etc.

To reorganize data in this manner, you can use the following macro. Select the data you want to reorganize, and then run the macro. You are asked how many columns you want in the reorganized data, and then the data shifting begins.

Sub CompressData()
    Dim rSource As Range
    Dim rTarget As Range
    Dim iWriteRow As Integer
    Dim iWriteCol As Integer
    Dim iColCount As Integer
    Dim iTargetCols As Integer
    Dim J As Integer

    iTargetCols = Val(InputBox("How many columns?"))
    If iTargetCols > 1 Then
        Set rSource = ActiveSheet.Range(ActiveWindow.Selection.Address)
        If rSource.Columns.Count > 1 Then Exit Sub

        iWriteRow = rSource.Row + (rSource.Cells.Count / iTargetCols)
        iWriteCol = rSource.Column + iTargetCols - 1
        Set rTarget = Range(Cells(rSource.Row, rSource.Column), _
          Cells(iWriteRow, iWriteCol))

        For J = 1 To rSource.Cells.Count
            rTarget.Cells(J) = rSource.Cells(J)
            If J > (rSource.Cells.Count / iTargetCols) Then _
              rSource.Cells(J).Clear
        Next J
    End If
End Sub

The macro transfers information by defining two ranges: the source range you selected when you ran the macro and the target range defined by the calculated size based on the number of columns you want. The source range is represented by the rSource variable object, and the target range by rTarget. The For ... Next loop is used to actually transfer the values.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2301) 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: Reorganizing Data.

Author Bio

Allen Wyatt

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. ...

MORE FROM ALLEN

Sequentially Numbered Labels

A common task in Word is to create labels. This tip presents two approaches you can use when you need to create labels that ...

Discover More

Renaming an AutoText Entry

There are a couple of ways that you can rename an existing AutoText entry. This tip describes the techniques you can use, ...

Discover More

Self-Aware Macros

Sometimes it may be helpful for a macro to know exactly where it is being executed. This tip provides a way that you can ...

Discover More

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!

More ExcelTips (menu)

Converting Text Case

Ever notice that if someone types in all CAPS, it appears they are shouting? If your worksheets include lots of text, you may ...

Discover More

Easily Adding Blank Rows

Want to add a bunch of blank rows to a your data and have those rows interspersed among your existing rows? Here's a quick ...

Discover More

Skipping Hidden Rows in a Macro

As your macro processes information in a worksheet, you may want to make sure that it skips over rows that are hidden. The ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 7 + 5?

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


This Site

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.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.