Excel convert columns to one row

We all look at data differently. For example, some people create Microsoft Excel spreadsheets with the main fields horizontal. Others prefer data flipped vertically in columns. Sometimes these preferences lead to a scenario where you want to switch data. In this tutorial, I’ll show how to switch rows and columns using the Transpose feature.

The Layout Problem

I was recently given a large Microsoft Excel spreadsheet that contained vendor evaluation information. The information was useful, but I couldn’t use tools like Auto Filter because of the way the data was organized. I would also have issues if I needed to import the original source table into a database. A simple example is shown below.

Instead, I want to have the Company names displayed vertically in Column A and the Data Attributes displayed horizontally in Row 1. This would make it easier for me to do the analysis. For example, I can’t easily filter for California vendors with the original table.

What is Excel’s Transpose Function

In simple terms, the transpose feature changes your columns’ orientation (vertical range) and rows (horizontal range). My original data rows would become columns, and my columns would become rows. So this fixes my layout problem above without me having to retype my original data. And the system would adjust for column labels.

The transpose function is pretty versatile. For example, you can use the feature in Excel formulas or with paste options. However, there are some differences based on which method you use.

Convert Columns to Rows Using Paste Special

The steps outlined below were done using Microsoft Office 365, but recent Microsoft Excel versions will work.

1. Open the spreadsheet you need to change. You may also download the example sheet at the end of this tutorial.
2. Click the first cell in your cell range such as A1.
3. Shift-click the last cell of the range. Your data set should highlight.
4. From the Home tab, select Copy or type Ctrl + c.

1. Select the new cell where you would like to copy your transposed data.
2. Right-click in that cell and select the Transpose icon from the Paste Options.

✪ As you hover over the Paste options, you can see the data layout change.

You should now see Excel switched the columns and rows. You can resize your columns to suit your needs.

These two data sets are independent. You can delete cells from the top set and it will not impact the transposed set.

When using this method, your original formatting is maintained. For example, if I added a yellow background to my original cells B1:G1, the same background color would be applied. The same is true if I used red text on cell E:5.

Use Transpose Function in a Formula

As I mentioned, Excel has multiple ways for you to switch columns to rows or vice versa. This second way utilizes a formula and array. The result is the same except your original data, and the new transposed data are linked. As a result, you may lose some of your original formatting. For example, colored text and styles came across, but not cell fill colors.

1. Open your Excel sheet.
2. Click a blank cell where you want your converted data. I’m using A7.
3. Type =transpose.

✪ Notice how Excel provides a tooltip showing for Transpose – “Converts a vertical range of cells to a horizontal range and vice versa“.

1. Finish the formula by adding a ( and highlighting the cell range we wish to swap.
2. Type ) to close the range.

1. Press Enter.

✪ If you’re not using Microsoft 365, you’ll probably need to press CTRL + SHIFT + Enter

Differences in Transpose Options

While these two methods produce similar results, there are differences. In the first paste method, whatever action I take on a cell is independent of the transposed version. I could delete the original values, and nothing would happen to the columns I swapped.

In contrast, the Transpose formula version is tethered to the original data. So, for example, if I change the value in B2 from 1200 to 1500, the new value will automatically update in B8. However, the reverse isn’t true. If I change any transposed cells, the original set will not change. Instead, I will get a #SPILL error, and my transposed data will disappear.

Transpose Formula & Blank Cells

Another difference with using the Transpose formula is it will convert blank cells to “0”s.

The fix for this quirk is to use an IF statement to the formula that keeps the blanks cells as blanks.

=TRANSPOSE(IF(A1:G5="","",A1:G5))

Alternatively, you could do a search and replace on the zeros.

Now that we’ve shown you how to transpose data in Excel, try playing around with the practice worksheet below. You’ll be swapping your rows and columns in Excel in no time. And while you likely work with multiple rows, you can convert one Excel column to row.

Show Me How Video

Click the image below to see a short video showing how to switch columns and rows without a formula.

Tutorial Resources

Hand-picked Tutorials

• Beginner’s Guide to XLOOKUP
• How to Use Excel VLOOKUP
• How to Use Excel Auto Filter
• How to Extract Text from a Cell in Excel
• How to Highlight Cells in Excel with Conditional Formatting

This post will guide you how to convert multiple rows or columns into a single row with a formula in Excel 3013/2016. How do I convert groups of rows to a single row of columns with VBA Macro in Excel.

• Convert Multiple Row into Single Row with Formula
• Convert Multiple Row into Single Row with VBA Macro

Assuming that you have a list of data in range A1:B6, and you want to convert those data into a single row in your worksheet, how to do it. You can use a formula based on the OFFSET function, the ROW function, the FLOOR function and the COLUMN function to achieve the result. Like this:

=OFFSET(Sheet8!$A$1,((ROW()-1)*6)+(FLOOR(COLUMN()-1,2)/2),(COLUMN()-1)-(FLOOR(COLUMN()-1,2)))

You need to type this formula into the cell A1 in a new worksheet in your current workbook. And then drag the AutoFill handle to right until you get the number 0.

Note: the number 6 is the total number or rows. and the number 2 is the total number of  columns.

Convert Multiple Row into Single Row with VBA Macro

You can also use an Excel VBA Macro to achieve the same result of converting multiple rows or columns into a specified row. Here are the steps:

#1 open your excel workbook and then click on “Visual Basic” command under DEVELOPER Tab, or just press “ALT+F11” shortcut.

#2 then the “Visual Basic Editor” window will appear.

#3 click “Insert” ->”Module” to create a new module.

#4 paste the below VBA code  into the code window. Then clicking “Save” button.

Sub convertMultipleRowsToOneRow()
    Set myRange = Application.InputBox("select one range that you want to convert:", "", Type:=8)
    Set dRang = Application.InputBox("Select one Cell to place data:", "", Type:=8)
    rowNum = myRange.Rows.Count
    colNum = myRange.Columns.Count
    For i = 1 To rowNum
        myRange.Rows(i).Copy dRang
        Set dRang = dRang.Offset(0, colNum + 0)
    Next
End Sub

#5 back to the current worksheet, then run the above excel macro. Click Run button.

#6 select one range that you want to convert. Click OK button.

#7 Select one Cell to place data.  Click OK button.

#8 Let’s see the result:

• Excel COLUMN function
  The Excel COLUMN function returns the first column number of the given cell reference.The syntax of the COLUMN function is as below:=COLUMN ([reference])….
• Excel ROW function
  The Excel ROW function returns the row number of a cell reference.The ROW function is a build-in function in Microsoft Excel and it is categorized as a Lookup and Reference Function.The syntax of the ROW function is as below:= ROW ([reference])….
• Excel FLOOR function
  The Excel FLOOR function returns a number rounded down to the nearest multiple of significance. So it will return a rounded number.The syntax of the FLOOR function is as below:= FLOOR (number, significance)…

If you have a worksheet with data in columns that you need to rotate to rearrange it in rows, use the Transpose feature. With it, you can quickly switch data from columns to rows, or vice versa.

For example, if your data looks like this, with Sales Regions in the column headings and and Quarters along the left side:

The Transpose feature will rearrange the table such that the Quarters are showing in the column headings and the Sales Regions can be seen on the left, like this:

Note: If your data is in an Excel table, the Transpose feature won’t be available. You can convert the table to a range first, or you can use the TRANSPOSE function to rotate the rows and columns.

Here’s how to do it:

1. Select the range of data you want to rearrange, including any row or column labels, and press Ctrl+C.

   Note: Ensure that you copy the data to do this, since using the Cut command or Ctrl+X won’t work.

2. Choose a new location in the worksheet where you want to paste the transposed table, ensuring that there is plenty of room to paste your data. The new table that you paste there will entirely overwrite any data / formatting that’s already there.

   Right-click over the top-left cell of where you want to paste the transposed table, then choose Transpose .

   

3. After rotating the data successfully, you can delete the original table and the data in the new table will remain intact.

You can paste data as transposed data within your workbook. Transpose reorients the content of copied cells when pasting. Data in rows is pasted into columns and vice versa.

Here’s how you can transpose cell content:

1. Copy the cell range.

2. Select the empty cells where you want to paste the transposed data.

3. On the Home tab, click the Paste icon, and select Paste Transpose.