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: Understanding Outlining.

Understanding Outlining

Written by Allen Wyatt (last updated September 20, 2025)
This tip applies to Excel 97, 2000, 2002, and 2003


Excel includes a feature that allows you to outline your data. This simply means that Excel analyzes your data and assigns different rows to different "levels." These levels can then be selectively hidden or displayed, depending on your needs. An outline is handy for getting a quick understanding of large amounts of data.

You can create an outline in several ways:

  • Insert automatic subtotals. Select a cell in a data list, then choose Subtotals from the Data menu.
  • Let Excel automatically outline your data list. Select the list that you want outlined, then choose Group and Outline from the Data menu, then Auto Outline from the resulting submenu.
  • Manually outline your data list. Select the data you consider to be detail information, then choose Group and Outline from the Data menu, then Group from the resulting submenu.Repeat the process for all other detail information in the data list.

Once your data is outlined, outline symbols appear at the left side of the worksheet. You can display different levels of data by using the mouse to click on the various symbols.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2542) 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: Understanding Outlining.

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

Alternative Ways of Creating Random Text

You can use a built-in Word feature (RAND) to create random text, but such text may not be to your liking. This tip ...

Discover More

Renaming a Macro

Got a macro that doesn't have quite the right name? You can rename the macro by following these simple steps.

Discover More

Not Selecting Images when Selecting Text

When selecting text in a document that contains images, it is important to understand the relationship of those images ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 365 applications with VBA programming. Written in clear terms and understandable language, the book includes systematic tutorials and contains both intermediate and advanced content for experienced VB developers. Designed to be comprehensive, the book addresses not just one Office application, but the entire Office suite. Check out Mastering VBA for Microsoft Office 365 today!

More ExcelTips (menu)

Making Revisions

You've turned on Highlight Changes, but how do you know what has been changed? This tip explains how Excel displays those ...

Discover More

Turning Off Track Changes without Unsharing

The Track Changes tool in Excel can be helpful, but it can also be aggravating because it doesn't allow you to use it on ...

Discover More

Watching Cell Values

Want to know what is happening in certain cells in your worksheet? Using the Watch Window is a great way to keep an eye ...

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}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. 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 one more than 8?

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.