3 methods to concatenate rows into one cell based on group in Excel

Combining multiple rows of data into a single cell based on a group is a common requirement when working with structured datasets in Excel. For example, you may want to merge all names associated with the same class into one cell. This article provides step-by-step instructions using various methods and optimizations for different levels of expertise and use cases.

• Group and concatenate with formulas and Filter function
• Group and concatenate with Kutools for Excel easily
• Group and concatenate with VBA code

Group and concatenate with formulas and Filter function

You can use Excel's formulas along with the "Filter" function to concatenate rows based on one column. Please do as follows.

1. In a new column, enter the following formula to concatenate the names and press "Enter". Drag down to apply it through the column range.

   =IF(A2=A1,C1&", "&B2,B2)

   
2. In a new column, enter the following formula, press "Enter" and drag down the formula.

   =IF(A2<>A3,"Last","")

   
3. Select all the data range including the helper columns. Select "Data" > "Filter" to add Filter icons to the data.
   
4. Click the "Filter icon" in last helper column, only tick the "Last" checkbox, and click "OK".
   

Now the result is shown as below, you can remove the last helper column if you do not need it any more

Group and concatenate with Kutools for Excel easily

"Kutools for Excel" offers a simple and efficient solution - "Advanced Combine Rows", allowing you to merge grouped rows into a single cell with just a few clicks. It automatically adds custom separators such as commas, spaces, or line breaks to meet diverse data presentation needs.

1. Highlight the cells that contain you data. Navigate to "Kutools" > "Merge & Split" > "Advanced Combine Rows".
2. In the "Advanced Combine Rows" window, please configure as follow:
   1. Click the column which you want to combine rows based on, and set as "primary key".
   2. For the column you want to concatenate, such as the "Names" column in this case, specify a delimiter in the "Combine" section under the "Operation" field for this column.
   3. Click "OK" button.
   4. 

Result: Kutools will automatically merge data based on the group into a single cell with specific delimiter.

Group and concatenate with VBA code

You can also use VBA to concatenate rows based on a group dynamically.

1. Press "Alt" + "F11" keys to enable the "Microsoft Visual Basic for Applications" window.
2. In the code editor, click "Tools" > "References" to enable "References" dialog, check "Microsoft Scripting Runtime" and save the changes.
   
3. Go to "Insert" > "Module" and paste the following VBA code into the Module window.
   VBA: Concatenate rows into one cell based on group

   Sub ConcatenateCellsIfSameValues()
   'UpdatebyExtendoffice20180201
       Dim I As Long
       Dim J As Long
       Dim xRg As Range
       Dim xRgKey As Range
       Dim xRgVal As Range
       Dim xStr As String
       Dim xDic As New Dictionary
       On Error Resume Next
       Set xRg = Application.InputBox("Select data range", "KuTools for Excel", Selection.Address, , , , , 8)
       If xRg Is Nothing Then Exit Sub
       Set xRgKey = Application.InputBox("Select key column", "KuTools for Excel", xRg.Columns(1).Address, , , , , 8)
       If xRgKey Is Nothing Then
           MsgBox "Key column cannot be empty", vbInformation, "KuTools for Excel"
       End If
       Set xRgVal = xRg(1).Offset(, 1).Resize(xRg.Rows.Count, xRg.Columns.Count - 1)
       For I = 1 To xRgKey.Count
           If I > xRgKey.Count Then Exit For
           xStr = ""
           For J = 1 To xRgVal.Columns.Count
               xStr = xStr & " " & xRgVal(I, J)
           Next
           If xDic.Exists(xRgKey(I).Text) Then
               xDic(xRgKey(I).Text) = xDic(xRgKey(I).Text) & xStr
               xRgKey(I).EntireRow.Delete
               I = I - 1
          Else
               xDic.Add xRgKey(I).Text, xStr
           End If
       Next
       For I = 1 To xRgVal.Count
           xRgVal(I).Value = xDic(xRgKey(I).Text)
       Next
   End Sub

   
4. Press the "F5" key to run the script. and follow any prompts to select your data range and specify key columns.
   

The result is shown as below:

When working with data in Excel, grouping and merging cells is a common yet complex task. Depending on your needs and tools, you can choose from several methods to achieve this goal. Select the most appropriate tool and method based on your specific needs and preferences to make your Excel work more efficient and convenient. If you're interested in exploring more Excel tips and tricks, our website offers thousands of tutorials to help you master Excel.

Demo: Group and concatenate with Advanced Combine Rows of Kutools for Excel

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