How To Combine Rows In Excel Pivot Table: Easy Guide

Have you ever struggled with combining rows in an Excel pivot table? Do you find it challenging to streamline your data analysis and reporting due to the limitations of Excel’s tools? If so, you’re not alone. Many Excel users face the frustration of not having a reliable solution for merging rows in pivot tables.

But fear not! In this article, we will guide you through four different methods that will empower you to safely combine rows in your Excel pivot tables. Whether you need to merge multiple rows without losing data, combine duplicate rows while keeping unique values, repeatedly merge blocks of rows, or even copy matching rows from another table, we have you covered.

With our easy-to-follow instructions and expert techniques, you’ll be able to enhance your data analysis and reporting capabilities using Excel pivot tables. Say goodbye to manual labor and hello to efficient and accurate data consolidation.

How to Merge Rows in Excel Without Losing Data

Merging rows in Excel is a common task when working with data. However, it can be challenging to combine rows without losing any valuable information. In this section, we will explore two effective methods for merging rows in Excel while preserving all the data.

Method 1: Using CONCATENATE Function or Concatenation Operator

The first method involves using Excel’s CONCATENATE function or the concatenation operator (&) to join the values from multiple cells into one. This method is useful when you want to merge specific cells without altering the rest of the data in the row.

To merge rows using the CONCATENATE function:

1. Select the cell where you want to combine the data.
2. Enter the CONCATENATE function in the formula bar, followed by the cell references you want to merge. For example, =CONCATENATE(A1,B1,C1).
3. Press Enter to merge the cells and display the combined result.

You can also use the concatenation operator (&) instead of the CONCATENATE function. Simply enter the cell references with the operator between them. For example, =A1&B1&C1.

Method 2: Using Merge Cells Add-In

If you need to merge entire rows or columns in Excel, including all the data contained within, the Merge Cells add-in is a versatile tool that can simplify the process.

The Merge Cells add-in allows you to merge individual cells, rows, or columns while keeping all the data intact. To use this add-in:

1. Select the cells, rows, or columns you want to merge.
2. Click on the “Merge Cells” button in the toolbar or access it through the add-in menu.
3. The cells, rows, or columns will be merged, preserving all the data.

This add-in provides a convenient solution for merging cells in Excel without losing any valuable data.

Each method has its advantages and limitations, so choose the one that best fits your merging requirements in Excel.

How to Combine Duplicate Rows Into One (Keeping Unique Values Only)

If you have a database with duplicate rows and you want to combine them into one, while keeping only the unique values, the Merge Duplicates add-in is the perfect solution. With just a few clicks, you can select the duplicate rows, run the Merge Duplicates wizard, and specify the key column to check for duplicates. The add-in will then combine the data from duplicate rows into one row, making it easier to analyze and report on.

The Merge Duplicates add-in in Excel provides a fast and efficient way to combine duplicate rows. Here’s how it works:

1. Select the range of cells that contain the duplicate rows you want to combine.
2. Go to the “Merge Duplicates” tab in the Excel ribbon.
3. Click on the “Merge Duplicates” button.
4. The Merge Duplicates wizard will appear. Choose the key column that you want to check for duplicates. This is the column that contains the values you want to compare to determine if the rows are duplicates.
5. Select the columns that you want to combine. These are the columns that contain the data you want to merge into one row.
6. Choose how you want to handle the duplicates. You can keep the first occurrence, the last occurrence, or merge the values using a custom separator.
7. Click on the “Merge” button to combine the duplicate rows.

The Merge Duplicates add-in will process the data and merge the duplicate rows into one row, keeping only the unique values. This makes it easier to work with the data and perform analysis or create reports.

Example:

Suppose you have a database of customer orders with duplicate entries. Each entry represents an order made by a customer, but some customers have placed multiple orders. To combine the duplicate rows into one, you can use the Merge Duplicates add-in.

By selecting the “Customer Name” column as the key column and combining the “Order Quantity” column, the Merge Duplicates add-in will merge the duplicate rows for each customer, resulting in a consolidated view of the orders:

As you can see, the duplicate rows have been combined into one row for each unique customer, while preserving the unique values in the columns.

How to Repeatedly Merge Blocks of Rows Into One Row

If you have an Excel file with blocks of rows that you want to merge into one, you can use a helper column and the Merge Duplicates wizard. This method is especially useful if you have a large dataset and need to combine rows in a repetitive manner.

The first step is to add a helper column that assigns a unique number to each block of rows. This column will act as a key identifier for merging the rows. To create the helper column, follow these steps:

1. Select an empty column next to your data.
2. In the first cell of the helper column, enter the number 1.
3. In the second cell of the helper column, enter the formula =IF(A2=A1,B1,B1+1), where column A contains the data to be merged. This formula checks if the value in the current row is the same as the value in the previous row. If it is, it assigns the same number as the previous row; if it isn’t, it increments the number by 1.
4. Drag the fill handle of the second cell down to the last row of your data to apply the formula to the entire column.

Once you have the helper column set up, you can proceed to merge the blocks of rows using the Merge Duplicates wizard. Here’s how:

1. Select the entire dataset, including the helper column.
2. Go to the “Data” tab in the Excel ribbon and click on the “Remove Duplicates” button.
3. In the “Remove Duplicates” dialog box, select the helper column as the key column and check the columns that you want to merge. Make sure to leave the “My data has headers” option unchecked.
4. Click the “OK” button to start the merging process.

This will merge the rows based on the values in the helper column, resulting in a single row for each block of rows. The data from the selected columns will be combined, while the rest of the columns will be discarded.

Here’s an example of how the data looks before and after merging:

After merging the blocks of rows, the resulting table will look like this:

This method allows you to easily merge blocks of rows in Excel by using a helper column and the Merge Duplicates wizard. It saves you time and effort compared to manually combining the rows. With the merged data, you can now perform further analysis or create reports more efficiently.

How to Merge Matching Rows From 2 Excel Tables Without Copying/Pasting

If you have two Excel tables with a common column(s) and you need to merge matching rows, there is an efficient solution available – the Merge Two Tables add-in. With this powerful tool, you can simplify the process of merging data from two tables into a single table, without the need for tedious copying and pasting.

To get started, all you need to do is select a cell in your main table and run the Merge Two Tables add-in. Next, choose the second table that contains the matching rows, specify the key column(s) that you want to use for merging, and select the columns that you want to add to the main table.

Once you’ve made these selections, the add-in will seamlessly merge the matching rows from the two tables, allowing you to consolidate the data and create a comprehensive table for further analysis and reporting. This eliminates the manual effort of comparing and combining the data by hand, saving you valuable time and reducing the risk of errors.

The Merge Two Tables add-in is a valuable tool for anyone who regularly works with Excel tables and needs to merge matching rows. It provides a streamlined and efficient solution, ensuring that your data analysis and reporting processes are simplified and accurate. Try the Merge Two Tables add-in today and experience the convenience and effectiveness it brings to your Excel workflow.

Vaishvi Desai

Vaishvi Desai is the founder of Excelsamurai and a passionate Excel enthusiast with years of experience in data analysis and spreadsheet management. With a mission to help others harness the power of Excel, Vaishvi shares her expertise through concise, easy-to-follow tutorials on shortcuts, formulas, Pivot Tables, and VBA.