Working with large Excel spreadsheets containing many columns can get disorganized quickly. Fortunately, Excel provides several easy methods to reorder, rearrange, and move columns in your spreadsheets. Follow these tips and best practices for organizing column data efficiently.
Table of Contents
Use Column Headers
Always use clear, descriptive column headers in the first row to identify what type of data is contained in each column. Format the column header row differently with bold, centered text to differentiate it visually. Consistent column headers make Excel spreadsheets much easier to scan and understand.
Move Columns with the Mouse
The quickest way to rearrange a column is to click the column header, hold down the Shift key, then click and drag the column border left or right to the desired position. This will cut the column and insert it in the new location without overwriting existing data.
You can also copy and insert columns this way by holding both Shift and Ctrl (Windows) or Shift and Command (Mac) while dragging.
Cut, Copy and Paste Columns
Select the column you want to move, Cut it (Ctrl + X) or Copy it (Ctrl + C), then right click the column next to where you want it inserted and select “Insert Cut Cells” or “Insert Copied Cells”. This method allows you to move non-adjacent columns.
Use the Sort Feature
Excel’s Sort feature lets you reorder multiple columns at once. Highlight the columns, go to Data > Sort, choose the column you want to sort by, sort order, and options. This will rearrange entire rows to sort columns.
Hide and Unhide Columns
Temporarily hide columns you don’t need by selecting them and pressing Ctrl + 0. Bring them back with Ctrl + Shift + 0. This lets you focus on organizing only relevant columns.
Use Column Manager (Excel Add-In)
The Column Manager add-in creates a pane listing every column for easy reordering. Just drag columns on the pane to rearrange them in the sheet. It also lets you insert, delete, hide, unhide, and autofit columns in a couple clicks.
Format Consistently
Use consistent formatting, borders, colors, text wrapping, and cell padding across rows and columns. This makes Excel sheets easier to scan and comprehend. Avoid merging cells that disrupt formatting.
Break Up Long Formulas
Split lengthy formulas into smaller steps placed in rows between the source data and results. This improves readability and debugging.
Plan Ahead
Leave room for expansion by spacing columns and sections with blank columns. This makes adding future data points less disruptive.
Use Tables
Format your data as Excel Tables to take advantage of features like sortable column headers, structured references, and dynamic naming when inserting rows or columns.
Freeze Panes
Freeze column and row headers in place so they remain visible when scrolling through large spreadsheets.
Following these tips will help you rearrange columns with ease and maintain well-organized Excel data for analysis and reporting. Let the Column Manager add-in do the heavy lifting while you focus on data.
