Google Sheet How to Collapse Rows: A Step-by-Step Guide

Collapsing rows in Google Sheets can be a real game changer when it comes to organizing and analyzing your data. You can easily hide the details you don’t need to see, and focus on the bigger picture. Plus, it makes your spreadsheet look clean and professional. Here’s how to do it in a snap.

Step by Step Tutorial on How to Collapse Rows in Google Sheets

Before we dive into the steps, let’s clarify what we’re aiming to achieve. Collapsing rows in Google Sheets allows you to group and hide certain rows under a parent row. This makes it easier to navigate through large amounts of data without getting overwhelmed. Ready? Let’s go!

Step 1: Select the Rows You Want to Group

Click and drag your mouse over the rows you want to group together.

When you select the rows, make sure you’re choosing the correct range that you want to collapse. The rows should be adjacent to each other, and they’ll collapse under the first row of your selection.

Step 2: Right-Click and Choose ‘Group Rows’

After selecting the rows, right-click and find the option that says ‘Group rows (X-Y)’.

Grouping rows is different from merging cells. When you group rows, you can expand or collapse them, while merging cells combines them into one cell.

Step 3: Collapse the Grouped Rows

Look for the group indicator on the left side of your sheet, and click the minus (-) sign to collapse the rows.

Once you collapse the rows, you’ll see a plus (+) sign in the group indicator. You can click this at any time to expand the rows again.

After you’ve followed these steps, your rows will be neatly collapsed, allowing for a clearer view of your data. This is especially useful if you’re working with a large dataset, as it helps to keep things organized without removing any data.

Tips for Collapsing Rows in Google Sheets

  • Make sure your data is structured correctly before you start grouping rows. It’ll save you a lot of hassle down the line.
  • Use keyboard shortcuts to speed up the process: Alt + Shift + Arrow keys can be used to group or ungroup rows.
  • Remember that you can group rows within groups for even more organization.
  • If you’re sharing the spreadsheet with others, let them know about the grouped rows to avoid confusion.
  • You can also group columns in a similar way if needed.

Frequently Asked Questions

Can I collapse rows in Google Sheets on mobile?

Yes, you can collapse rows in the Google Sheets mobile app by selecting the rows, tapping the three dots in the upper right corner, and selecting ‘Group rows’.

What happens if I add a new row within a collapsed group?

Any new row added within a collapsed group will automatically be part of the group and remain hidden until you expand the group.

Can I collapse multiple, non-adjacent groups of rows?

Yes, you can create multiple groups of rows that can be collapsed or expanded independently, even if they’re not next to each other.

How do I ungroup rows if I change my mind?

To ungroup rows, select the grouped rows, right-click, and choose ‘Ungroup rows’.

Can I use collapse rows feature to create a summary report in Google Sheets?

Absolutely! Collapsing rows is a great way to create summary reports where viewers can expand details as needed.


  1. Select the rows you want to group.
  2. Right-click and choose ‘Group rows’.
  3. Collapse the grouped rows.


Managing data in Google Sheets can sometimes feel like you’re trying to wrangle a bunch of wild cats. But with the ability to collapse rows, you’ve got a handy lasso to keep everything in order. This feature is like a secret weapon for anyone who needs to present data in a clear and concise way. Whether you’re a teacher trying to organize student information, a small business owner keeping track of inventory, or just someone trying to keep their personal budget in check, collapsing rows in Google Sheets can make your life a whole lot easier.

So, go ahead and give it a try! Clean up that cluttered spreadsheet, impress your coworkers with your newfound organizational skills, and maybe even find some joy in the art of spreadsheet management. And if you’re ever in doubt, just remember that the option to group and collapse rows is right there at your fingertips, ready to turn that data chaos into a well-ordered masterpiece. Happy sheeting!

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