How to Create Row Groups Using Excel to Hide Account Detail

Most people who view financial reports prefer to look at the highest account level first then open the detail when needed.  In this tip, we will show you how to set up groups using Microsoft® Excel® to hide account detail.  For this example, I’m going to start with my list of accounts already set up. 

1. You can see that my list includes my Revenue and Cost of Sales accounts and subtotals. The list shows my account detail; however, I would like to hide the account detail per group with the option to view.  

2. Firstly, you need to create separation between each group as I have done in the above picture by inserting a space between my last Revenue account, 45000 and my Cost of Sales Total.

3. Next, starting with the Revenue accounts, select rows 2 through 12 by clicking on row 2 and dragging the mouse down until row 12 is included.

4. Then, from the Excel ribbon select the Data tab, then, from the Outline group select Group. Now, you should see a vertical line with a minus sign or “ – “ in the margin of the spreadsheet.

5. Click the minus sign to minimize the Revenue group view. You will see that the minus sign turns to a plus sign or “+” which indicates that you can maximize the group view.

6. Follow the same steps for the Cost of Sales accounts. Select rows 15 through 24 by clicking on row 15 and dragging the mouse down until row 24 is included.

7. Again, from the Excel ribbon select the Data tab, then from the Outline group select Group. You should see a line with a minus sign or “ – “ on in the margin of the spreadsheet.

8. You can now click the minus sign to minimize the Cost of Sales group view.
9. In the upper right section of the margin of the worksheet you will see a 1 2. This enables you to click between the 2 group views.