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

Selecting Drawing Objects

Word allows you to create all sorts of drawings using a wide assortment of tools. When you need to take an action upon those ...

Discover More

Updating Multiple PivotTables at Once

PivotTables are a great way to process huge amounts of data and make sense of that data. If you have a number of PivotTables ...

Discover More

Finding the Nth Root of a Number

Finding a square root is easy because Excel provides a worksheet function for that purpose. Finding a different root may not ...

Discover More

Save Time and Supercharge Excel! Automate virtually any routine task and save yourself hours, days, maybe even weeks. Then, learn how to make Excel do things you thought were simply impossible! Mastering advanced Excel macros has never been easier. Check out Excel 2010 VBA and Macros today!

MORE EXCELTIPS (MENU)

Making a Cell's Contents Italics within a Macro

You can use macros to process information in your worksheets. You may want to use that macro to apply the italic attribute to ...

Discover More

Counting Cells with Text Colors

Got a bunch of cells that have different colored text in them? Here's a great way to count the occurrences of certain colors ...

Discover More

Finding the Last-Used Cell in a Macro

Ever wonder what the macro-oriented equivalent of pressing Ctrl+End is? Here's the code and some caveats on using it.

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 for this tip:

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 8 - 1?

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


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.

Links and Sharing
Share