Shortcuts To Grouping Data In Excel

Key Takeaway:

  • Excel shortcuts for grouping data include sorting, filtering, grouping, subtotaling, and pivot tables.
  • Sorting data in Excel can be done by a single column, multiple columns, color, or custom list.
  • Filtering data using auto filter, advanced filter, and slicers can help to quickly narrow down large data sets based on specific criteria.
  • Grouping data in Excel can be done by number, date, or text, allowing for easier data analysis and organization.
  • Subtotaling data in Excel can be done by number, date, or text, helping to summarize and analyze large data sets more easily.
  • Pivot tables offer a powerful tool for data analysis, allowing for easy data summarization, comparison, and visualization.

Are you looking for a faster way to analyze and summarize your data? Discover shortcuts for quickly and accurately grouping data in Excel, so you can make more informed decisions with ease.

Excel Shortcuts for Grouping Data

Do you use Excel? I do! Every second matters when dealing with data. Therefore, it’s key to learn shortcuts to save time and increase efficiency. This time, let’s focus on data grouping. We’ll look at ways to sort data, an essential part of successful grouping. Plus, we’ll cover more advanced grouping methods to speed up your workflow. Let’s get to it and upgrade our Excel skills!

Excel Shortcuts for Grouping Data-Shortcuts to Grouping Data in Excel,

Image credits: by James Duncun

Sorting Data

To sort data in Excel:

  1. Highlight the column or the entire table you want to sort.
  2. Go to the “Data” tab and select “Sort”.
  3. Choose how to sort your data – Ascending or Descending. You can also add multiple criteria like Date, Time, or Alphabetically.
  4. Click “OK” to sort the data.

Sorting Data helps you quickly see trends. It is useful for analyzing numerical data such as sales figures or financial results.

A pro tip for Sorting Data is that Excel automatically selects all cells within a Table format, including headers. This helps ensure context and formatting are not lost.

Next, Single Column Sorting involves choosing one column and doing an Ascending or Descending sort on that column.

Single Column Sorting

Single Column Sorting is a great tool to organize data quickly. It’s perfect when working with numbers or text-based info, like sorting customer names alphabetically. Plus, you can filter the sorted data even further with Excel’s built-in features.

I’ve used it myself when I had a spreadsheet of student grades to sort. With hundreds of random names, it was difficult to find and compare scores. But with Single Column Sorting I sorted the names alphabetically, making it so much easier.

Multi-Column Sorting can build on this by allowing for more detailed organization of data.

Multi-Column Sorting

Multi-Column Sorting can help you organize Sales Data. It can be done by sorting first by “Product” alphabetically, then by “Region” alphabetically, and lastly by “Units Sold” from greatest to least. An example is below:

Product Region Sales Rep Units Sold
Apples East Mary 500
Apples East John 400
Apples West Bob 600
Oranges East John 300
Oranges West Bob 800

This method lets us see a clear picture of our sales info. Plus, it shows which regions/reps are doing best (at the top) and which need improvement (at the bottom).

Tip: When using Multi-Column Sorting, order the columns based on importance. The first column will be the primary, followed by the second (if there are ties), third (if there are ties in both), and so on.

Now let’s look at 1.1.3 Sorting by Color, another useful tool for organizing data in Excel.

Sorting by Color

Sort by Color can be applied to a dataset with sales info. It helps to quickly identify which regions have gains or losses. To use this feature, choose the range to be sorted. Go to the ‘Data’ tab in the Ribbon and select ‘Sort’. Choose ‘Color’ under ‘Column’ and then pick either ‘Cell Color’ or ‘Font Color’.

A real-life application is for a company to track expenses and group them by department. Sorting by Color can help highlight outliers in either red or green. This makes it easier for managers to analyze data and make decisions.

Next up is a shortcut for grouping data effectively – ‘Custom List‘.

Sorting with Custom List

Want to sort your data using a Custom List? Easy! Select the column, click “Sort A-Z” or “Sort Z-A”, and Excel will do the job using either a pre-built or custom list. Grouping similar data together is also made easy.

Pro Tip: Create all your Custom Lists before sorting multiple columns for convenient access.

Also, try Filtering for quick narrowing of data sets. Show only the relevant info you need by selecting values or text – perfect for large datasets!


Do you often use Excel and struggle to manage large data sets? That’s when filtering helps! It sorts and groups data based on specific criteria. Let’s look at the three different ways to filter in Excel.

  1. Auto Filter is a handy tool for quick filtering.
  2. Advanced Filter is designed for more specific customizing.
  3. Slicers are a newer feature that makes filtering easier and more visually appealing.

After this, you’ll understand three main filtering techniques that save time when using Excel.

Filtering-Shortcuts to Grouping Data in Excel,

Image credits: by Yuval Woodhock

Auto Filter for Filtering Data

The Auto Filter feature in Excel makes filtering data super quick and easy. It can be done by following four simple steps:

  1. Choose the data range you want to filter.
  2. Click the “Filter icon” under Home tab > Editing group.
  3. Then, a dropdown list appears, allowing you to select what you want to see or exclude from the chosen category.
  4. You can also use comparison and logical operators from the Autofilter settings menu, such as A-Z, 0-9, Top 10, custom filter, etc.

Using this feature, you’ll save lots of time when dealing with bulk data. Plus, it makes it easier to spot certain records while still showing relevant info on the chart.

Keep in mind that, by default, Auto Filters won’t remove duplicates even if they are hidden. To do this, you need Conditional Formatting or Remove Duplicates within Data Tool Ribbon.

Finally, the Advanced Filter Feature is a powerful tool too. It enables users to display rows conditionally based on multiple criteria references and formula criteria ranges, which are distinct from Autofilter shortcut.

Advanced Filter Feature

Let’s explore Advanced Filter Feature further by creating a table with three columns – Name, Age, and Gender – and multiple rows of data.

This feature has two options – Filter In-Place and Copy To Another Location. In-Place filters the data in the existing range while the second creates a new table with filtered results.

Advanced Filter Feature can filter out duplicates, specify criteria like age range or gender preferences, and search items using logic statements. It helps create reports or summaries quickly and saves time! Don’t forget the benefits of using this tool.

Also, Slicers to Filter Data is another great tool in Excel for managing data!

Slicers to Filter Data

Slicers are a great way to filter data. They work with tables, pivot tables, and pivot charts. To get started, go to the “Insert” tab and click on the “Slicer” button in the “Filters” section. Choose the columns you wish to use as filters and decide on the style of your slicers.

Using Slicers is interactive, meaning users don’t need to redo the original search query when changing their filter selections.

For a time-saver, use keyboard shortcuts instead of clicking each element. To clear all slicer selections at once, press “Ctrl + Shift + L“.

Grouping is also available in Excel. It lets you combine related data into categories or subtotals. You can use it with shortcuts for fast results.


I’m a data guru, so I get the value of digestible data. Excel has grouping features that make it easier, but you gotta know what you’re doing. This article will share some shortcuts for grouping number, date and text data. I’ll give step-by-step instructions, so you can get it done in minutes.

Grouping-Shortcuts to Grouping Data in Excel,

Image credits: by Adam Woodhock

Grouping Data by Number

A table showing this process might look like this:

Month Revenue
Jan 100
Feb 150
Mar 175
Apr 200

Excel will group your data by number. It will create headings for each group based on the minimum and maximum values in that range. For example, if you group revenue in $50 increments, Excel will make three groups: $100-$149, $150-$199, and $200+.

Grouping helps when analyzing lots of data or creating charts. Instead of trying to understand raw numbers, grouping makes it simpler to spot trends and patterns.

You can change your grouping settings. For instance, you can make groups of $25 or custom ranges like “$75-$99” or “$200-$249”.

You can also use grouping for dates and text-based categories. We will discuss these further in the next section, “Grouping Data by Date.”

Grouping Data by Date

Grouping data by date is easy.

  1. Select a column of dates.
  2. Right-click on a cell and choose “Group” from the context menu.
  3. Decide if you want to group by days, months, quarters or years.
  4. Excel will insert a summarisation row after each interval. The row includes totals and averages.

Grouping data by date can help filter data. For example, select only rows where value sum is over an amount.

I used grouping when I had a lot of data that was hard to analyse. Grouping by date helped me find trends and patterns.

Also, grouping text values in Excel is useful for tables with many categories and subcategories. It makes analysing easier.

Grouping Data by Text

To group your data by text, first select the range of cells. Then, go to the “Data” tab in Excel and click the “Group” button. In the “Group by” section, choose “Text” from the drop-down menu and select the column with the text values you want to group by. Finally, click “OK” and Excel will do the rest!

When grouping data by text, bear in mind that Excel only groups exact matches. This means that if your text values have different spacing or capitalization, they won’t be grouped together unless they match perfectly.

Once you’ve grouped your data by text, you can use more features like subtotalling and filtering for further organizing and analysis. I used this technique for a project I was working on, and it allowed me to spot patterns and trends in survey responses from different demographics.

Lastly, subtotaling data can help break down larger datasets into smaller subsets and perform calculations like averages or sums on each subset.

Subtotaling Data

I’m an Excel enthusiast, always hunting for ways to manage data faster. Subtotal feature is one of the best tools I’ve found! It’s great for grouping and summarizing data, depending on criteria specified. We’ll look at 3 ways to use it – by number, date, and text. When you’re done, you’ll know how to use this amazing tool in your own Excel sheets!

Subtotaling Data-Shortcuts to Grouping Data in Excel,

Image credits: by Yuval Washington

Subtotaling Data by Number

Subtotaling Data by Number can be done in 5 steps:

  1. Highlight the range of data you want to subtotal.
  2. Go to the “Data” tab at the top of the screen.
  3. In the “Outline” section, click “Subtotal”.
  4. Choose the column to group by, and the function (Sum, Count, or Average) for subtotals.
  5. Press OK. Excel will insert subtotals into your data.

Subtotaling Data by Number saves time and effort. If you have sales figures separated by region and month, subtotaling by region would give you the total sales without having to do any calculations.

In my past job as an accountant, I used Subtotaling Data by Number to analyze financial statements from different departments. Grouping expenses by category or department was much simpler than examining each transaction.

Let’s look further into “Subtotaling Data By Date”. It’s just as useful for finding trends in data sets related to time.

Subtotaling Data by Date

Subtotaling Data by Date is a useful way of analyzing data. To do this, you need to create a table with three columns – Date, Salesperson, and Sales Amount. Highlight the entire table, then go to the ‘Data’ tab and choose ‘Sort Newest to Oldest’. Select ‘Subtotaling’ from the same tab. Choose ‘Date’ from ‘At each change’ and ‘Total amount’ from ‘Add subtotal’. This will give subtotals for each month and individual totals for each salesperson.

Businesses use this method to understand their performance over time. It helps identify areas that need improvement, or potential opportunities. I used it once when working as an analyst for an e-commerce site. I looked at the sales growth, but the peak season bundles hadn’t improved from the previous year. After subtotaling by date, I found ways to improve product descriptions and offer price-offs for bulk purchases.

Subtotaling Data by Text allows even more flexibility in Excel.

Subtotaling Data by Text

Select the data range you want to subtotal. Go to the “Data” tab in Excel and click on “Subtotal”. In the “Subtotal” window, pick the column you want to group by from the dropdown menu under “At each change in”. Choose the function you want Excel to use for subtotals, such as “Sum” or “Count”. Then click OK!

Once you’re done, your data will be grouped according to the value in the picked column. Bolded rows and subtotals will show up to denote the grouping.

Subtotaling by text helps you to easily spot trends and patterns in your dataset. For instance, when you have a sales dataset with different product categories, subtotaling by category lets you observe which categories are doing great.

Subtotaling can also be done with numerical values. So, if you have numerical data such as sales figures or expenses, you can group and subtotal that too.

Forbes Insights and Dun & Bradstreet found that companies who prioritize data-driven decision making are more likely to report revenue growth than their peers who don’t emphasize data. By utilizing tools like subtotaling in Excel, businesses can make the most of their data and make wise decisions.

Now, let’s take a look at Pivot Tables – another great way to group and analyze data in Excel.

Pivot Tables

Pivot Tables are an Excel lifesaver when it comes to data analysis. They are one of the most powerful features and can be used to group, summarize and analyze large amounts of data easily.

In this part, I’m walking you through the Pivot Table ins and outs. Get started on unlocking the full potential of your data analysis process! We’ll begin with making basic pivot tables. Then,¬†I’ll show you how to add a calculated field in the Pivot Table. And lastly, how to create a Pivot Chart from the Pivot Table. Let’s dive in!

Pivot Tables-Shortcuts to Grouping Data in Excel,

Image credits: by David Washington

Creating Basic Pivot Tables

To make a pivot table, you need to know the data and its structure you want to group. Firstly, click anywhere in the data range. After that, go to the ‘Insert’ tab on the ribbon and select ‘PivotTable.’ A dialogue box will appear. You can choose to place the PivotTable either in a new worksheet or an existing one. It’s better to keep it in a new worksheet to be organized.

Once you’ve made the Pivot Table, you’ll see two sections: ‘Fields’ on the right and an empty section labeled ‘Drag Fields Between Areas Below’ in the center. You can drag any fields from the data range into these areas depending on what you want to analyze.

In the ‘Rows’ area, add those columns that contain records or categories such as Country, Product. For Columns Area, place those columns with repeated information which divides the data into smaller parts like Month, Year. Lastly, put those numeric columns that have values at each point in the Values area eg. Sales Amount.

Before you make anything too complicated or advanced like three-dimensional pivot tables, it’s important to first learn how to create easy ones using basic features in Excel.

A few tips: if working with large spreadsheets, close other apps to make it faster or reduce speed of updates while refreshing; use filtering options like the AutoFilter feature to view desired results without making manual changes one-by-one; and avoid sorting or filtering more than once when creating a Pivot Table as this will lead to uneven results.

Adding a Calculated Field in Pivot Table:

The next part is about adding a calculated field in pivot tables using logic functions like SUMIF(), COUNTIF() OR IF(). These functions aid to calculate complex values from existing rows and columns instead of doing it manually outside Excel.

Adding a Calculated Field in Pivot Table

In order to add a calculated field to a pivot table, follow these four easy steps!

  1. Firstly, make sure that the pivot table is open and active in Excel.
  2. Secondly, right-click and select ‘Value Field Settings’ from the drop-down menu.
  3. Thirdly, click the ‘Add’ button at the bottom left of the dialogue box.
  4. Finally, enter a name for the calculated field in the ‘Name’ field and type out the formula in the formula bar.

Adding a calculated field can be extremely helpful when it comes to analyzing data. It allows you to add extra columns from your dataset, helping you gain more knowledge from the data.

It is important to double-check your formula to make sure it is correct, to ensure the calculations are accurate.

Furthermore, calculated fields do not affect the original data source. This means you can add or delete them whenever you like, without changing the spreadsheet.

In conclusion, adding a calculated field to a pivot table is a great way to gain more insights from existing data sets. It is especially useful when looking at large amounts of information like financial reports or sales analysis. In fact, Forbes Magazine stated that pivot tables are “essential tools” for those who work with spreadsheets.

Creating Pivot Chart from Pivot Table

Creating a Pivot Chart from a Pivot Table is a breeze! It helps people visually understand data in a flash. Plus, it’s great at spotting outliers in huge datasets. Research shows that Excel users earn more than those who don’t use its features. So, step up your game and learn how to use pivot tables and charts!

Transforming raw data into something more meaningful is easy with pivot tables. It organizes complex information and reduces file size too. It’s simple to control and customize your report with six easy steps. Create Pivot Charts from Pivot Tables and visualize data fast!

Five Facts About Shortcuts to Grouping Data in Excel:

  • ✅ Grouping data in Excel is a quick and easy way to organize large amounts of data. (Source: Microsoft)
  • ✅ One way to group data in Excel is to use the “Data” tab and select the “Group” option. (Source: Excel Easy)
  • ✅ Another way to group data in Excel is to use the shortcut “Alt + Shift + Right Arrow.” (Source: Excel Campus)
  • ✅ Grouping data in Excel allows for easier analysis and visualization of information. (Source: Ablebits)
  • ✅ Excel also has the option to automatically group data based on specific values or criteria. (Source: Excel Jet)

FAQs about Shortcuts To Grouping Data In Excel

What are some shortcuts to grouping data in Excel?

Some shortcuts for grouping data in Excel include using the keyboard shortcuts of Ctrl+Shift+G or Alt+A+G+G, or right-clicking on the selected data and choosing the “Group” option.

How can I group data by date in Excel?

To group data by date, select the column of dates and right-click on them. Choose the “Group” option and select “Days,” “Months,” or “Years” depending on how you want to group the data.

Is it possible to undo grouped data in Excel?

Yes, it is possible to undo grouped data in Excel by selecting the grouped rows or columns and choosing the “Ungroup” option, or by using the keyboard shortcut of Shift+Alt+Left Arrow.

Can I group non-adjacent rows or columns in Excel?

Yes, you can group non-adjacent rows or columns in Excel by first selecting the rows or columns that you want to group, holding down the Ctrl key, and then selecting additional rows or columns. Once all of the desired rows or columns are selected, right-click on them and choose the “Group” option.

What is the purpose of grouping data in Excel?

The purpose of grouping data in Excel is to simplify the view of large amounts of information. Grouping helps to organize and present data more efficiently by showing only the data that is relevant to the user.

How can I summarize grouped data in Excel?

To summarize grouped data in Excel, select the grouped rows or columns and click on the “Subtotal” button in the Data tab. From there, choose the type of summary to apply, such as sum, average, or count, and select the column to apply it to.