XL98: Converting Multiple Rows/Columns to Columns/Rows

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

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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.


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),
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


Article ID: 192357 - Last Review: October 26, 2013 - Revision: 2.0
Applies to
  • Microsoft Excel 98 for Macintosh
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