XL: Converting Multiple Rows/Columns to Columns/Rows

ID: Q116289

The information in this article applies to:

Microsoft Excel for Windows, versions 3.x, 4.x, 5.0, 5.0c
Microsoft Excel for Windows 95, versions 7.0, 7.0a
Microsoft Excel 97 for Windows
Microsoft Excel for the Macintosh, versions 3.x, 4.x, 5.0, 5.0a

SUMMARY

In Microsoft Excel, you can use a worksheet formula to covert data that spans multiple rows and columns to a database format (columnar).

MORE INFORMATION

The following example converts every four rows of data in a column to four columns of data in a single row (similar to a database field and record layout). This scenario is similar to what you would do when you open a worksheet or text file containing data in a mailing label format.

Example

To see an example that converts data, follow these steps:

1. In a new worksheet enter the following data:

       A1: Smith, John
       A2: 111 Pine St.
       A3: San Diego, CA
       A4  (555) 128-549
       A5: Jones, Sue
       A6: 222 Oak Ln.
       A7: New York, NY
       A8: (555) 238-1845
       A9: Anderson, Tom
      A10: 333 Cherry Ave.
      A11: Chicago, IL
      A12: (555) 581-4914

2. Enter the following formula:

      C1: =OFFSET($A$1,(ROW()-1)*4+INT((COLUMN()-3)),MOD(COLUMN()-3,1))

   Fill this formula across to column F and down to row three.

3. Select cells C1:F3.

4. On the Edit menu, click Copy.

5. With the same range of cells selected, click Paste Special on the

   Edit menu and then click Values. Click OK.

The formula can be interpreted as follows

   OFFSET($A$1,(ROW()-f_row)*rows_in_set+INT((COLUMN()- f_col)/col_in_set),
   MOD(COLUMN()-f_col,col_in_set))

where:

   f_row = row number of this offset formula

   f_col = column number of this offset formula

   rows_in_set = number of rows which make one record of data

   col_in_set = number of columns of data

Additional query words: mailing labels convert data formula transpose

Keywords          : kbdta xlformula xllist 
Version           : WINDOWS:4.0,5.0,5.0c,7.0,97; MACINTOSH:3.0,4.0
Platform          : MACINTOSH WINDOWS
Issue type        : kbhowto

Last Reviewed: January 8, 1999