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: Condensing Sequential Values to a Single Row.

# Condensing Sequential Values to a Single Row

Written by Allen Wyatt (last updated September 14, 2019)
This tip applies to Excel 97, 2000, 2002, and 2003

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
```

Note:

If you would like to know how to use the macros described on this page (or on any other page on the ExcelTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

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.

##### 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

Understanding Background Printing

We click the button to print our document and seldom think of what is happening behind the scenes. Word prints documents, ...

Discover More

Ever want to know how many cells in a worksheet (or a selection) are shaded in some way? You can create a handy little ...

Discover More

Understanding Click and Type

The Click and Type feature of Word allows you to use the mouse to click somewhere on a blank page, and then begin typing. ...

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)

Adding a Missing Closing Bracket

When working with large amounts of data, it is a good idea to make sure that the data all consistently follows a pattern. ...

Discover More

Complex Lookup Formulas

If you need to combine information in some of your cells in order to produce a result needed to, in turn, look up other ...

Discover More

Placing Formula Results in a Comment

Excel won't allow you to directly or automatically insert the results of a formula into a cell's comment. You can, ...

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.

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. Youâ€™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 6 - 6?

There are currently no comments for this tip. (Be the first to leave your commentâ€”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.