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Showing necessary information with the Outlining feature

From: Excel 2013 Essential Training

Video: Showing necessary information with the Outlining feature

In the worksheet called Outlining, we're seeing Budget Projections for 2014 and this sheet contains a lot of data. Now imagine if you'd like to display this information for presentation. It contains 12 months, it's got quarterly totals, a lot of information here and perhaps overwhelming, too much for a visual display and what you might want to consider doing ahead of time is hiding, for example, columns B, C and D and showing the first quarter totals and then doing the same kind of thing for the other months as well. You'd like to be able to present the data in a more compact way, not showing all the detail.

Showing necessary information with the Outlining feature

In the worksheet called Outlining, we're seeing Budget Projections for 2014 and this sheet contains a lot of data. Now imagine if you'd like to display this information for presentation. It contains 12 months, it's got quarterly totals, a lot of information here and perhaps overwhelming, too much for a visual display and what you might want to consider doing ahead of time is hiding, for example, columns B, C and D and showing the first quarter totals and then doing the same kind of thing for the other months as well. You'd like to be able to present the data in a more compact way, not showing all the detail.

Similarly, looking at the rows here, maybe you don't want to show that detail or this detail here. You do want to show some of those total rows. We've got expenses down here. You might not want to show that data as well. Now, hiding columns and rows doesn't take that long, but if you're making a presentation, you might want to have the flexibility to quickly expand and collapse the data and not necessarily show the audience the various Excel commands needed to get there. What if we could quickly Click a button or two and watch this data expand or collapse? Now there's nothing unusual in this worksheet really.

Column E has quarterly totals as does column I, and a few others to the right. So there are formulas in column E, not in every single cell as we can see, but there's one here that's tabulating the sum of these and so on. Now, just by having these in place, Excel's outlining capability will pick up on that. It will allow us to essentially collapse this data and possibly show only the quarterly totals or maybe even show only the grand total. And so, you might think that the data in this worksheet is rigged or has to be set up in a special way, it isn't.There are certain rows here, for example, row 7 that tabulate data from the two cells above.

There's a formula right there, simply adding the two and we see other kinds of rows here as well, not nearly as many as we have for columns perhaps, but nevertheless they're there. So how do we activate the outlining capability here? The active cell is somewhere within the data. We go to the Data tab and in the Outline group, we have an option called Group. Click the drop arrow and choose AutoOutline. Look what happens to the worksheet here. We could see some symbols up above.

We see some vertical numbers 1, 2, 3 and some horizontal numbers over here, 1, 2, 3, 4. I'm going to Click the 2 where we see the vertical 1, 2, 3. This collapses the display so that we only see the quarterly totals. If I Click one, we're only seeing the grand total. Now I haven't done anything with the rows just yet, but if we Click number 3, we are going to see the horizontal 1, 2, 3, 4, this will collapse the detail somewhat, but not completely. We've got interim totals there.

That's why we have four instead of three levels. We'll Click the 2 and we're not seeing too much of a display there right now, that's it. Click one and now we're down to one cell, which probably we wouldn't use very often. So a more typical display for this data might be Click the 2 or the 3 here for the horizontal data and then Click the two up top where we see the vertical 1, 2, 3 for the rows this way. Now, depending upon how you're making the presentation or what it is you want to show, you could imagine saying or thinking, those Outlining symbols take up a lot of space or a couple of options.

You may be familiar with the idea that you can quickly hide most of the ribbon except for the tabs simply by Double-Clicking the current tab. So if we Double-Click Data at the top of the screen, that collapses and gives us a bit more room. If you want to hide the Outlining symbols, you want to press Ctrl+8 and that hides them and you can get them back with Ctrl+8 as well, so maybe you want to keep the display this way. Another option here, too, is with those arrows present, so we'll press Ctrl+8 again, bring them back. If a discussion begins around what happened in the third quarter last year, if someone is interested in seeing the detail for the third quarter at least momentarily, you can Click the plus right here that's above the third-quarter and what happens? We see the detail for the third quarter for a while.

We'll leave it there for a bit. The discussion has run its course. What we do now? We collapse it. Similarly, with the data down the left-hand side, if we don't necessarily want to see the Gross Profit detail broken out this way, Click the minus, collapse it that way. Do we need to see those expenses? Well, we might at different times and at other times, maybe collapse them so we're looking at a list like this. And so in the different ways, we can expand and collapse this view. Once again, getting of rid of those symbols, it's Ctrl+8, bringing back, it's Ctrl+8.

If we Click the three in the vertical 1, 2, 3 as I just did, we see the vertical display expand. Click in the four here, we're back to the original display. If you want to redesign the layout of this particular worksheet, you want to exit this procedure and here we do want to bring back the data tabs so we'll Double-Click Data and then go to Ungroup and choose Clear Outline. And we're back to a normal display. This is potentially an ideal vehicle if you're making presentations of complex data.

So, rather than hiding the columns, let the outlining capability work for you as you use these features available from the Outlining group on the Data tab in the Ribbon.

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This video is part of

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Excel 2013 Essential Training

82 video lessons · 64848 viewers

Dennis Taylor
Author

 
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  1. 1m 6s
    1. Welcome
      43s
    2. Using the exercise files
      23s
  2. 29m 37s
    1. What is Excel used for?
      1m 49s
    2. Using the menu system
      4m 30s
    3. The Quick Access Toolbar
      4m 41s
    4. The structure of a worksheet or workbook
      3m 41s
    5. Using the Formula bar
      1m 43s
    6. Using the Status bar
      2m 24s
    7. Navigation and mouse pointers
      2m 20s
    8. Shortcut menus and the Mini toolbar
      3m 24s
    9. Using the built-in help
      2m 54s
    10. Creating new files
      2m 11s
  3. 24m 1s
    1. Exploring data entry and editing techniques
      4m 41s
    2. Entering data with AutoFill
      4m 6s
    3. Working with dates and times
      3m 32s
    4. Using Undo and Redo
      4m 50s
    5. Adding comments
      2m 55s
    6. Using Save or Save As
      3m 57s
  4. 30m 7s
    1. Creating simple formulas: Totals and averages
      5m 25s
    2. Copying a formula for adjacent cells
      2m 54s
    3. Calculating year-to-date profits
      3m 9s
    4. Creating a percentage-increase formula
      4m 7s
    5. Working with relative, absolute, and mixed references
      4m 7s
    6. Using SUM and AVERAGE
      3m 25s
    7. Using other common functions
      7m 0s
  5. 46m 7s
    1. Exploring font styles and effects
      4m 7s
    2. Adjusting row heights and column widths
      3m 37s
    3. Working with alignment and Wrap Text
      4m 2s
    4. Designing borders
      3m 26s
    5. Exploring numeric and special formatting
      5m 36s
    6. Formatting numbers and dates
      4m 31s
    7. Conditional formatting
      4m 21s
    8. Creating and using tables
      9m 59s
    9. Inserting shapes, arrows, and other visual features
      6m 28s
  6. 20m 40s
    1. Inserting and deleting rows and columns
      4m 52s
    2. Hiding and unhiding rows and columns
      4m 2s
    3. Moving, copying, and inserting data
      5m 42s
    4. Finding and replacing data
      6m 4s
  7. 17m 51s
    1. Exploring the Page Layout tab and view
      7m 20s
    2. Previewing page breaks
      4m 56s
    3. Working with Page Setup and printing controls
      5m 35s
  8. 30m 30s
    1. Creating charts
      4m 36s
    2. Exploring chart types
      7m 47s
    3. Formatting charts
      5m 42s
    4. Working with axes, labels, gridlines, and other chart elements
      5m 35s
    5. Creating in-cell charts with sparklines
      6m 50s
  9. 12m 49s
    1. Freezing and unfreezing panes
      2m 39s
    2. Splitting screens horizontally and vertically
      4m 48s
    3. Showing necessary information with the Outlining feature
      5m 22s
  10. 23m 0s
    1. Displaying multiple worksheets and workbooks
      4m 17s
    2. Renaming, inserting, and deleting sheets
      2m 23s
    3. Moving, copying, and grouping sheets
      3m 39s
    4. Using formulas to link worksheets and workbooks
      6m 1s
    5. Locating and maintaining links
      6m 40s
  11. 20m 25s
    1. Using IF functions and relational operators
      3m 43s
    2. Getting approximate table data with the VLOOKUP function
      7m 6s
    3. Getting exact table data with the VLOOKUP function
      4m 42s
    4. Using the COUNTIF family of functions
      4m 54s
  12. 23m 50s
    1. Unlocking cells and protecting worksheets
      7m 50s
    2. Protecting workbooks
      2m 40s
    3. Assigning passwords to workbooks
      4m 41s
    4. Sharing workbooks
      4m 7s
    5. Tracking changes
      4m 32s
  13. 28m 32s
    1. Sorting data
      6m 9s
    2. Inserting subtotals in a sorted list
      8m 25s
    3. Using filters
      6m 16s
    4. Splitting data into multiple columns
      5m 4s
    5. Removing duplicate records
      2m 38s
  14. 35m 2s
    1. Creating PivotTables
      8m 36s
    2. Manipulating PivotTable data
      9m 47s
    3. Grouping by date and time
      6m 0s
    4. Grouping by other factors
      2m 33s
    5. Using slicers to clarify and manipulate fields
      4m 7s
    6. Using PivotCharts
      3m 59s
  15. 23m 29s
    1. Using Goal Seek
      6m 8s
    2. Using Solver
      6m 34s
    3. Using Scenario Manager
      6m 11s
    4. Using Data Tables
      4m 36s
  16. 24m 31s
    1. Definition and examples
      6m 48s
    2. Creating a simple macro
      7m 0s
    3. Running a macro
      10m 43s
  17. 29s
    1. Next steps
      29s

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