Excel sheet columns to rows

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

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• Beginner’s Guide to XLOOKUP
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• How to Highlight Cells in Excel with Conditional Formatting

Microsoft Excel is nothing but using data in columns and rows. When you are preparing data inExcel, sometime it is necessary to convert data in a column to a row and vice versa. This article explains step by step instructions on how to convert a column of an Excel sheet into a row. This is useful especially when you have data in table format and struggling to convert the columns of the table to rows along with the complete data. If you are frustrated with slow Excel, learn more on how to fix slow Excel and speed up data processing.

Example Data in a Table

Assume you have data in a table in an excel sheet as shown in the picture beside. Now you want to convert the complete table from columns to rows format. Copying and pasting each cell is a time consuming and error prone process.

Using Transpose Function

Microsoft Excel offers a simple functionality called “Transpose” to do such a difficult task in a few clicks. Follow the below steps to understand the transpose functions.

• Select the complete table data and copy to clipboard using Ctl+C shortcut.
• Right click on the cell where you want to paste it.
• Click on the option “Paste Special” from the context menu as shown in the picture below.

• A new popup window will open as shown below.
• Click on the checkbox “Transpose” and then click on “OK” button.

Now all your table data is transposed from rows to column format. This can be used for a single row or column to a big table of data spread into multiple columns and rows.

Directly Using Paste Special

When you right click on a cell, you also can click on the “Arrow” mark next to “Past Special” to see complete paste options including “Transpose” function as shown in the below picture.

Using Paste Options Control

Whenever you paste content in a cell you shall notice a small button appearing as “Paste Options (Ctrl)”. Once you used “Transpose” function, it will appear automatically in the paste options as a frequently used option. Hence from next time onwards, just copy the table and paste it in a cell where you want and click on the “Paste Options (Ctrl)” to use “Transpose” option.

Microsoft Excel for Mac

Similar to Windows version, you can use transpose function in Microsoft Excel for Mac also. After copying the content, simply right click on the cell where you want to paste and choose “Transpose” option. This will paste the content by converting rows into columns.

Alternatively, you can choose “Paste Special…” to open the dialog box. Here, you can check the “Transpose” option and click “OK” to paste the transposed data.

You can also press “Control + Command + V” keyboard shortcuts to open paste special dialog box.