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How to Collapse Rows in Excel Using WPS Office?(A Step-By-Step Guide)

April 25, 2024

When someone sends you a file with a large dataset, it's usually grouped to make it easier to manage. While this organization is helpful, it can also make accessing specific information tricky because some data is hidden within those groups. If you're unsure how to expand these groups to reveal the hidden data, don't worry because it really is a piece of cake. This article will guide you through the steps on how to collapse rows in Excel using WPS Office, allowing you to easily access the information you need.

How to Collapse Rows in Excel Using WPS Office

Before Collapsing Data: Group/Ungroup Rows

Grouping data in Excel files can be extremely helpful for better organizing and effectively managing your data. Let's say you have some rows that you only want to hide when presenting them or casually showing them to your colleagues. In such cases, grouping allows you to simply collapse them with minimal effort. Now, if you have the free WPS Office suite and are wondering how to collapse rows in Excel using WPS Office, then in order to do this, you first need to learn how to group and ungroup rows in WPS Office.

Group Rows:

Let's explore the easy steps that would allow you to group rows in WPS Office.

Step 1: First, open our Excel file on WPS Office to make the required changes.

Step 2: Once the file is open, select the cells you wish to group together. In our example, we will be grouping the first 7 rows excluding the header row.

WPS Office select the cells you wish to group

Step 3: After selecting the cells, click on the "Data" tab in the ribbon.

Step 4: Next, click on the "Group" button in the Data ribbon to open the Group dialog box.

WPS Office Group button in Data ribbon

Step 5: Here, users can choose either "Rows" or "Columns". Since we want to group the first 7 rows, we will select "Rows" and then click "OK".

WPS Office select Rows option to group rows together

Step 6: You will notice an extended line in the Row headers on the left. This extended line covers all the selected rows grouped together and has a "Minus" sign at the end.

WPS Office rows grouped together

If you see the extended line, it means you have successfully executed the steps and your selected rows are grouped together in WPS Office.

Ungroup Rows:

Similar to grouping, users can also ungroup rows in WPS Office with a few simple steps:

Step 1: Let's open the Excel sheet in WPS Office where we have our rows grouped together. To identify if rows are grouped, look for the extended line in the Row headers.

Step 2: Select the cells that have been grouped together using your cursor.

WPS Office select cells to ungroup

Step 3: To ungroup rows in WPS Office, go to the "Data" tab in the ribbon.

Step 4: Now, click the "Ungroup" button in the Data ribbon to open the Ungroup options.

WPS Office Ungroup button in Data ribbon

Step 5: In the Ungroup dialog, select "Rows" and click on "OK".

WPS Office ungrouping rows

If the extended line in Row Headers disappears, then the rows in your Excel file have successfully been ungrouped using WPS Office.

Easy Steps to Collapse Rows in WPS Office

Once the data has been grouped, users can now collapse rows in Excel using WPS Office using two different methods. Let's take a look at both of these methods:

Method 1: Click the button on the left

This method is the simplest way to collapse rows provided within WPS Office, as it allows for a simple click to collapse and uncollapse rows.

Step 1: Open the Excel file in WPS Office and navigate to the row headers on the left.

Step 2: If your rows are grouped together, you will see an extended line in the row headers.

WPS Office grouped rows

Step 3: Click on the "Minus" button at the end of the extended line to collapse the grouped rows.

WPS Office collapse rows using Row header


Step 4: Similarly, click on the "Plus" button to uncollapse rows in WPS Office.

WPS Office expanding rows using Row header

Method 2: Collapse data on the toolbar

The next method to collapse rows in WPS Office involves the use of the Data ribbon.

Step 1: In WPS Office, navigate to the "Data" tab in the ribbon menu and click on "Hide Details" to collapse rows.

WPS Office collapse rows using Data tab

Step 2: To uncollapse, click on "Show Details" in the "Data" tab, and all the grouped rows will be shown in your Excel file in WPS Office.

WPS Office uncollapse rows using Data tab

Collapsing rows is a valuable tool and is quite often used in industries by various professions. There's always some data that either needs to be hidden or simply grouped and collapsed to keep the interface clean. WPS Office understands this importance, which is why it not only provides easy solutions to group and collapse rows but also offers advanced options to effectively organize data in your Excel files. With no compatibility issues with Excel files, WPS Office is a perfect choice for professionals seeking a more advanced office suite at no cost at all.

Group Data Using Great Data Processing Tools - WPS Office

WPS Office has earned a solid reputation in the office suite industry, mainly because it's user-friendly yet robust enough for professionals One of the key features in WPS Spreadsheet is the ability to quickly group and ungroup selected data, providing an easy way to manage large and complex datasets.

The grouping function allows users to collapse or expand sections of data with a few simple operations. This feature is incredibly useful for keeping the spreadsheet interface tidy, which in turn enhances work efficiency. By grouping related data, users can focus on specific sections without being overwhelmed by the entire spreadsheet. This flexibility is a huge plus, especially when dealing with extensive reports or complex analyses.

WPS Spreadsheet

Also, the ability to fold data keeps your workspace clean and manageable, reducing visual clutter. This not only makes it easier to navigate your spreadsheet but also speeds up tasks like data analysis and reporting. All in all, WPS Spreadsheet's grouping feature contributes to a smoother workflow, allowing users to get more done with less effort.


1. Does collapsing rows affect the actual data in the WPS Office?

No, collapsing rows only adjusts the visual layout of the data and does not change the original information. It simplifies navigation through large datasets.

2. Is grouping and collapsing data possible on the WPS Office mobile app?

Yes, WPS Office offers consistent features across both desktop and mobile platforms, allowing you to group and collapse data wherever you are.

3. Can I collaborate with others on a WPS Spreadsheet that has grouped or collapsed data?

Yes, you can share a WPS Spreadsheet with grouped or collapsed data. When others access it, they will see the same grouping or collapsing you've applied, keeping everything intact.

Effortless Data Management With WPS Office

Collapsing a group of data in Excel is simple, but knowing how to collapse rows in Excel using WPS Office offers an even simpler approach. WPS Spreadsheet, designed for a global audience, provides a user-friendly interface that resembles Microsoft Office but is easier to navigate, making it ideal for anyone who values a streamlined experience. With WPS, you can quickly group, collapse, or expand data with just a few clicks, allowing you to manage large datasets efficiently. If you're looking for an efficient way to handle large datasets while minimizing the learning curve, download WPS Office to make your work with spreadsheets faster and more efficient.

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.