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: Combining Multiple Rows in a Column.

Combining Multiple Rows in a Column

by Allen Wyatt
(last updated January 28, 2017)

2

Bonnie described a common problem that occurs when importing a file into Excel. The file being imported is a scanned text file, and the import goes just fine, with one small glitch: in one column where there was wrapped text in the original document, the text now occupies several rows in the worksheet. Bonnie is looking for a way to combine those rows back into a single cell in that column.

There are a couple of ways this can be done. If you don't have to do this too often, a formulaic approach may be best. Just use the ampersand (&) to concatenate the contents of the rows you want to combine:

=C6 & " " & C7 & " " & C8 & " " & C9

The result is all the text combined into a single cell. You can copy this result to the Clipboard, and then use Paste Special to put it into the final cell where you need it. Finally you can delete the original multiple rows that are no longer needed.

If you need to perform this type of concatenation more than a few times, a simple macro may help:

Sub Combine()
    Dim J As Integer

    If Selection.Cells.Count > 1 Then
        For J = 2 To Selection.Cells.Count
            Selection.Cells(1).Value = _
              Selection.Cells(1).Value & " " & _
              Selection.Cells(J).Value
            Selection.Cells(J).Clear
        Next J
    End If
End Sub

To use this macro, select the cells you want to concatenate and then run the macro. The contents of all the cells are combined into the first cell in the selection, then whatever is in the other cells is cleared. The macro doesn't delete any rows; that is left for you to do. It does, however, combine the contents quickly—even more quickly if you assign a shortcut key to the macro.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2417) 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: Combining Multiple Rows in a Column.

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

Extracting Street Numbers from an Address

Want to know how to move pieces of information contained in one cell into individual cells? This option exists in using ...

Discover More

Keeping a Replace Operation Displayed

The Find and Replace tool is designed to help you find and replace information as quickly as possible. However, you may not ...

Discover More

Word Won't Capitalize Some Sentences

By default, Word capitalizes the first letter of sentences as you type. If you notice that Word doesn't capitalize some ...

Discover More

Solve Real Business Problems Master business modeling and analysis techniques with Excel and transform data into bottom-line results. This hands-on, scenario-focused guide shows you how to use the latest Excel tools to integrate data from multiple tables. Check out Microsoft Excel 2013 Data Analysis and Business Modeling today!

More ExcelTips (menu)

Highlighting the Rows of Selected Cells

If you lose your place on the screen quite often, you might find it helpful to have not just a single cell highlighted, but ...

Discover More

Concatenating Ranges of Cells

Putting the contents of two cells together is easy. Putting together the contents of lots of cells is more involved, as ...

Discover More

Automatically Moving from Cell to Cell when Entering Data

As you enter data in a worksheet, you may want to have Excel automatically move from cell to cell based on the length of what ...

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. Maximum image size is 8Mpixels. 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 eight minus 3?

2017-01-28 15:32:25

Thomas Papavasiliou

An easy approach is to make your column width large enough, select the cells you want to concatenate and use the built-in command "Justify". It is located in Home tab, Editing group, Fill (click the small triangle) and the Justify appears.

I don't know the first version of excel where this function appeared but it certainly exists in version 2013 and later.

A possible drawback, or an advantage, is that this function adds a space at the end of each content of the selected cells on the concatenated result.

Numbers and formulas are not processed.

Make sure that the column width is large enough to accommodate your selection.


2017-01-28 06:05:39

Ray Austin

If, when you import, you paste into the editing bar and not the cell, then the info stays in just that 1 cell.
So could there be a macro to do that, so it all happens in 1 go ?


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.