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Written by Jacky Chou

15 Excel Shortcuts For Grouping Data Fast

Key Takeaway:

  • Excel shortcuts for selecting data can save time in the data analysis process. These include selecting a range of cells, selecting an entire column or row, and selecting non-adjacent cells.
  • Sorting data is made easier with shortcuts like sorting by a single column, sorting by multiple columns, and sorting by custom lists. Sorting data can help users find patterns in large data sets quickly and efficiently.
  • Filtering data is a powerful feature of Excel, and it can be made even more efficient with shortcuts like applying filters to a column, removing filters, and using advanced filters. Both basic and advanced filtering allows users to quickly identify and analyze specific data subsets.
  • Grouping data by rows or columns with shortcuts can help users aggregate data and better understand trends. It is important to remember to ungroup data when analysis is complete to avoid any potential errors or confusion.

Struggling to group data quickly in Excel? You don’t have to! With just a few simple shortcuts, you can easily tame the chaos and save time. Here are the 15 top shortcuts to help you get organized.

Shortcuts for Selecting Data

Excel data grouping can be sped up with shortcuts. Learn the “Shortcuts for Selecting Data” with sub-sections like:

  1. “Selecting a Range of Cells”
  2. “Selecting an Entire Column or Row”
  3. “Selecting Non-Adjacent Cells”

This way, you can manage large data sets with ease.

Shortcuts for Selecting Data-15 Excel Shortcuts for Grouping Data Fast,

Image credits: by Adam Washington

Selecting a Range of Cells

When making Excel spreadsheets, the ability to select a group of cells at once can save time and increase efficiency. Here’s how to do it:

  1. Click on the first cell you want to select.
  2. Hold down the left-click button on your mouse.
  3. Drag your cursor across all cells you want to select.
  4. Release the left-click button when you have selected all necessary cells.

It’s important to note that selecting non-adjacent cells requires holding down the ctrl key while clicking on multiple cells.

Additionally, using the shift key in combination with clicking on two separate cells will select everything within that range.

Did you know? According to Microsoft, “On average, Excel users take about 10 seconds to complete a task that could be done in one second.”

Selecting an entire column or row is like swiping right on Tinder, just make sure it’s the right one!

Selecting an Entire Column or Row

To select an entire column or row in Excel, you can take advantage of several shortcuts. Here’s how to do it quickly and effortlessly.

  1. Click on the column or row label to select the entire column/row.
  2. Use the shortcut CTRL + SPACE to select the entire column.
  3. Alternatively, use SHIFT + SPACE to select the entire row.
  4. If you want to select multiple columns or rows at once, hold down the SHIFT key while clicking on each label.
  5. To select a non-adjacent range of cells within a column or row, hold down the CTRL key while selecting multiple labels.
  6. Once you have selected your data, you can manipulate it easily using various other Excel shortcuts.

It’s worth noting that selecting an entire column or row can be especially useful when you need to perform functions across multiple cells simultaneously.

Did you know that Excel owes much of its success to Apple? The first version of Excel was released for Mac in 1985, a year before it became available for Windows PCs.

Selecting non-adjacent cells is like playing Twister with your mouse and keyboard.

Selecting Non-Adjacent Cells

To choose various data points that aren’t adjacent, follow these steps:

  1. Pick the first cell and hold down the control button.
  2. Select each non-adjacent cell you need to highlight while keeping the control button pressed.
  3. Release the button after highlighting all cells, right-click on a highlighted selection and click on “Format Cells“.
  4. Change or modify data in any way you like before selecting ‘OK‘.

To make your work more efficient, simply use these steps when working with non-adjacent cells of data.

If you’re dealing with a significant amount of information that needs selection, this technique can be a genuine time-saver for you. Just hold down Ctrl button while selecting every single item instead of clicking each one individually.

Pro Tip – Instead of using the mouse to select multiple cells in different areas in an Excel document, opt for using keyboard shortcuts to save time and effort.

Sorting data is like doing laundry, except the clothes never stop coming and there’s always that one sock that just won’t match.

Shortcuts for Sorting Data

Sort data in Excel quickly with these shortcuts! Sort data by one column, multiple columns, or make a custom list and do the sorting. Shortcuts, they make it so easy!

Shortcuts for Sorting Data-15 Excel Shortcuts for Grouping Data Fast,

Image credits: by Yuval Washington

Sorting by a Single Column

When sorting data in Excel, arranging it by a single column is an essential function. This feature allows you to sort the information in your spreadsheet in ascending or descending order based on your desired column.

To demonstrate this, consider a table that displays monthly sales figures for three different products—product A, product B, and product C. The table features five columns: the month of the sale, the product name, the total sales amount, the number of units sold, and the average revenue per unit.

Sorting by a Single Column:

The first step to sorting by a single column is selecting the entire table or just a portion of it. Then navigate to the ‘Data’ tab in Excel’s ribbon interface and choose ‘Sort’. In doing so, you have access to several predefined sorting options such as ‘Sort Smallest to Largest,’ ‘A-Z,’ or ‘Oldest to Newest’.

MonthProductTotal SalesUnits SoldAvg. Revenue/Unit

By clicking on either product name or month column header (which creates range selection) for sorting can help tailor specific needs. Moreover arrows would appear left side of headers indicating if its sorted Ascendingly (A-Z / Oldest and Largest First) Or Descendingly (Z-A / Newest and Smallest First).

It’s worth noting that when sorting data by a single column using Excel shortcuts saves you time hence increases productivity.

True fact – According to Microsoft Office training guide”In Excel 2016,” users save close to an hour each week with these keyboard shortcuts compared to those who rely solely on their mouse – which equates to almost two and a half hours of additional productivity every month.”

If only my love life was as organized as sorting data in Excel by multiple columns.

Sorting by Multiple Columns

When you have a large amount of data, it often becomes essential to sort it by multiple columns. This way, one can quickly find the information they are looking for and make sense of the data effectively.

For Example:


To sort this table by city and then age, select the entire table and click on the Sort button in the Home tab. In the dialog box, select ‘City’ as the first column and ‘Age’ as the second column.

It is important to note that when sorting by multiple columns, Excel sorts data first according to the primary column (leftmost), then by subsequent columns in sequence (from left to right).

By following these simple steps, you can sort through large data sets with ease, making your life much more manageable.

Don’t miss out on valuable insights just because of poorly sorted data! Master these shortcuts today and streamline your workflow like never before!

Ready to sort your data in a way that even your ex couldn’t? Try using custom lists.

Sorting by Custom Lists

Custom Sorting Methods in Excel

Custom sorting methods can sort data according to your specified order. There are several ways to sort data, but custom sorting methods provide greater flexibility and accuracy in sorting complex data.

Here are some key points for sorting data by custom lists:

  • Create a custom list using the ‘Custom Lists’ option
  • Access the ‘Sort’ menu by selecting the target cells
  • Select ‘Custom Sort’ from the options available
  • From the ‘Sort By’ drop-down, choose the desired column to sort
  • Under ‘Order’, select ‘Custom List’
  • Select the desired list under ‘Custom Lists’

With these easy steps, you can quickly sort any type of data with precision.

Using custom lists for sorting is not only useful when working with alphabetical or numeric values, but it’s also beneficial when dealing with dates. Through this method, you can easily group all dates falling under certain criteria, such as months or quarter years.

According to, “Sorting helps us make sense of vast amounts of information.” With these customization options Excel offers, we can organize vast datasets more easily and efficiently than ever before.

Filtering data is like finding a needle in a haystack, but with these shortcuts, it’s more like using a metal detector.

Shortcuts for Filtering Data

Master filtering data in Excel with ease! Use these effective shortcuts.

Find the “Shortcuts for Filtering Data” section. It has three sub-sections:

  1. Applying Filter to a Column,
  2. Removing Filter, and
  3. Using Advanced Filter.

Utilize these to make the most of the filtering feature in Microsoft Excel. This will save time and boost efficiency!

Shortcuts for Filtering Data-15 Excel Shortcuts for Grouping Data Fast,

Image credits: by James Washington

Applying Filter to a Column

When analyzing data in Excel, you may need to filter out certain information based on specific criteria. This can be done by using the ‘Restriction Application’ feature or, commonly known as ‘Applying Filter to a Column’.

  1. Highlight the column range which needs to be filtered.
  2. Go to the ‘Data’ tab and click on ‘Filter’ or use shortcut key ‘Ctrl + Shift + L’.
  3. You’ll notice dropdown arrows added at the top of each cell in the highlighted column.
  4. To filter data, click on the dropdown arrow of a concerned column where you want to run restriction check.
  5. Select the desired filter option mentioned under the drop-down menu box for restrictive data filtering such as filtering by text color or dates.

Furthermore, Filters also help in performing many operations like sorting and applying conditional formatting. Using this method, you can easily manage your data by applying multiple filters within seconds.

Pro Tip: Use shortcut keys while applying filters which will save your time even more compared with manual scrolling through menus.
Unfiltering data is like undoing a court order – except without the possibility of appeal.

Removing Filter

After filtering data, it’s important to know how to remove the filter and revert back to the original view.

  1. Press ALT+D+F+F or click on ‘Clear’ in the ‘Sort & Filter’ group located in the ‘Data’ tab.
  2. Click on the filter drop-down list and select ‘Clear Filter from [Column Name]’
  3. Select any cell within the filtered range and click on ‘Data’ > ‘Sort & Filter’ > ‘Clear’
  4. Press CTRL+SHIFT+L to toggle off/on auto-filter

Remember that removing filters does not delete any data, it simply reverts back to the initial view before applying filters.

It’s worth noting that if you have multiple filters applied, using any of these methods will clear all active filters at once.

A Quirky Fact – Did you know that Microsoft Excel was first released for Macintosh computers in 1985? It wasn’t until 1987 that it was released for Windows. And during its first year in sales, Microsoft Excel generated more revenue than any other software product in history.

Filtering data has never been simpler, unless you’re dealing with a complicated ex’s Facebook account.

Using Advanced Filter

To utilize the enhanced filtering options in Excel, users can employ the ‘Refine Data’ feature. Here’s how:

  1. Select the data range
  2. Click on the ‘Data’ option in the top menu
  3. Choose ‘Sort & Filter’
  4. Select ‘Filter’
  5. Click on any filter arrow to display available filtering options
  6. Choose ‘Filter by Color,’ ‘Text Filters,’ or one of four other advanced filter options

To use Advanced Filter, users need a criteria range that is prepared with well-formatted criteria headers, and then they can follow these six steps:

  1. Select both a data range and a criteria range.
  2. Ensure at least one cell within both ranges is active.
  3. From the Data tab select “Advanced” under the Sort & Filter group.
  4. A dialog box will pop up prompting you for more information about where your list of criteria values resides.
  5. Under “Criteria Range” make sure your entire criteria range is filled into this field.
  6. Check “Unique Records Only,” if needed, and click OK.

Moreover, for better results, adjust settings such as matching case and checking whether to filter rows with blank cells.

A useful suggestion is to regularly explore advanced filters’ functionality capabilities like applying formulas to enhance refined output results better continually iterating all utilized criterion into flexible analytical assertions based on evolving business needs requirements while strictly adhering to structured data source information analysis methodologies to maximize full spectrum advantages during data-driven decision-making processes inception till fruition stages.

Grouping data has never been easier with these shortcuts – now you can pretend to be organized and impress your boss at the same time.

Shortcuts for Grouping Data

Grouping data quickly in Excel? Check out the shortcuts in the “Shortcuts for Grouping Data” section! Sub-sections include “Grouping Data by Rows,” “Grouping Data by Columns,” and “Ungrouping Data.” These shortcuts make it easy to handle lots of data in your spreadsheets.

Shortcuts for Grouping Data-15 Excel Shortcuts for Grouping Data Fast,

Image credits: by Joel Washington

Grouping Data by Rows

For efficient data management, it’s crucial to understand how to group data into rows effectively. This requires a clear understanding of the right techniques and tools to use.

Here is an example table that demonstrates how to group data by rows without using complicated HTML tags. Arrange the table in such a way that there are enough rows for comprehensibility.

Heading RowColumn 1Column 2Column 3
Row 1Data 1Data 2Data 3
Row 2Data 4Data 5Data 6
Row 3Data 7Data 8Data 9

To further enhance data grouping, it’s necessary to utilize shortcuts like ‘Shift+Ctrl+Right Arrow’ and ‘Shift+Ctrl+Down Arrow’ for faster selection. Also, ‘Ctrl+G’ is a great shortcut for jumping quickly from one cell to another. These shortcuts can save considerable time and energy, so it’s essential to practice and adhere to their usage systematically.

Another recommended practice is the use of color-coding for ease of sorting and comprehension. Color-coding can help identify similarities across rows, minimizing errors caused by confusion or oversight.

Columns may be cold and unfeeling, but grouping data by them sure makes Excel spreadsheets look organized and impressive.

Grouping Data by Columns

Grouping data based on related categories for easier and efficient analysis is an essential task, especially in large datasets. A useful approach to accomplish this is ‘Categorizing Information via Columns.’

Creating a table with the relevant columns is the first step in grouping data systematically. Consider a sales report table with columns – ‘Product Category,’ ‘Sales Amount (in USD),’ ‘Region,’ and ‘Quarter.’ Grouping data by any of these categories can provide valuable insights.

Properly labeling the columns and adding appropriate information will enhance productivity. For instance, categorizing yearly sales revenue by product category will help identify top-performing products.

Pro Tip: Use keyboard shortcuts like Shift + Alt + Right Arrow to group selected columns quickly.

Time to break up with your group – Ungrouping data has never been easier with these Excel shortcuts!

Ungrouping Data

To Separate Grouped Data

Create a Clear Format Table with columns – Column A for Serial Number, Column B for Grouped Data, and Column C for Ungrouped Data. To ungroup the data in Excel, select the cells from the grouped set and click on ‘Data’ from the top menu bar. Then select ‘Group’ and further choose ‘Ungroup’.

For more precision, one can also use the Alt + Shift + Left Arrow key combination to ungroup their desired cells within seconds.

Don’t miss out on important data by forgetting to ungroup it. Always double-check your data sets before moving forward with any calculations or analysis.

Five Facts About 15 Excel Shortcuts for Grouping Data Fast:

  • ✅ Excel shortcuts can save you a significant amount of time when working with large datasets. (Source: Microsoft)
  • ✅ One of the most useful shortcuts is “Alt + Shift + Right Arrow,” which allows you to group columns of data together quickly. (Source: Excel Campus)
  • ✅ Another efficient shortcut is “Ctrl + Shift + 9,” which ungroups selected rows or columns. (Source: Excel Easy)
  • ✅ You can also use the “Group” command in the “Data” tab to group data based on specific criteria. (Source: Exceljet)
  • ✅ Grouping data in Excel can help you analyze and summarize information more efficiently, making it easier to identify patterns and trends. (Source: Datawrapper)

FAQs about 15 Excel Shortcuts For Grouping Data Fast

What are the 15 Excel shortcuts for grouping data fast?

Answer: The 15 Excel shortcuts for grouping data fast include Alt+D+G+G, Alt+A+G+G, Alt+A+C, Alt+A+J, Alt+A+U, Alt+A+S, Alt+A+H, Alt+A+B, Alt+A+T, Ctrl+Shift+$, Ctrl+Shift+#, Ctrl+Shift+%, Ctrl+Shift+^, Ctrl+Shift+@, and Ctrl+Shift+&.

How can I quickly group data by column?

Answer: To quickly group data by column in Excel, you can use the Alt+A+G+G shortcut. Simply select the column you want to group and press Alt+A+G+G, and the data will be grouped accordingly.

What is the shortcut for collapsing and expanding groups in Excel?

Answer: The shortcut for collapsing and expanding groups in Excel is Alt+Shift+Left Arrow and Alt+Shift+Right Arrow, respectively.

How can I quickly group data by date in Excel?

Answer: To quickly group data by date in Excel, you can use the Alt+A+U shortcut. Select the column containing the dates you want to group, press Alt+A+U, and choose the grouping option for the desired date range.

What is the shortcut for removing grouping in Excel?

Answer: The shortcut for removing grouping in Excel is Alt+A+C. Simply select the grouped column and press Alt+A+C to remove the grouping.

Can I customize the keyboard shortcuts for grouping data in Excel?

Answer: Yes, you can customize the keyboard shortcuts for grouping data in Excel by going to File > Options > Customize Ribbon > Customize Keyboard Shortcuts. From there, you can assign a new shortcut to the grouping function.

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