Converting Multiple Rows/Columns to Columns/Rows (116289)


The information in this article applies to:

  • Microsoft Excel 97 for Windows
This article was previously published under Q116289

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
Modification Type:MinorLast Reviewed:8/15/2003
Keywords:kbhowto KB116289
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