Outlining

Quick reference

• 00:04 Sometimes when we're working with our documents, we wanna compress certain
• 00:08 sections to get them out of the way so that we can focus on more summary level or
• 00:12 more detail level, depending on what our needs are at the time.
• 00:16 For that use, we actually have something called Outlining Tools or
• 00:20 Grouping Tools inside Excel.
• 00:21 I'm gonna show you how those work in this video.
• 00:24 To start this off, what we're gonna do is we're gonna select rows 6 through 11.
• 00:29 And we're gonna go to Group.
• 00:32 And what you'll notice is when we click on that we get a little
• 00:36 thing on the left-hand side here with the- button beside it, and
• 00:40 it shows what rows are actually being grouped together.
• 00:43 When I click that- sign, the section actually collapses.
• 00:47 It hides the individual pieces.
• 00:49 Now this obviously won't print so we can actually now print this out and
• 00:52 show just our gross revenues.
• 00:54 We don't actually have to look at the detail that goes with it.
• 00:58 So let's take a look at how we can actually do this with other things,
• 01:00 maybe salaries.
• 01:02 The key here is you select to the line immediately above the one you want to
• 01:06 show as your subtotal, or as your group one level rather.
• 01:10 So we'll click salaries here and we'll go grab our supplies,
• 01:14 let me just scroll this down a little bit.
• 01:16 There we go, to Supplies.
• 01:19 We'll group that one as well.
• 01:20 You'll notice that I grouped the blank line above Supplies,
• 01:23 that's because when I compress these,
• 01:26 I really want both of these things to show supplies and salaries side by side.
• 01:31 I'll also go and grab my other costs.
• 01:36 And then I'll apply an additional level, where I'll actually go select Other Costs,
• 01:42 and go and select all the way up to the line immediately below Gross Revenues.
• 01:47 And we'll group it here and you'll notice that we now have three grouping levels.
• 01:52 This is really useful to us because at this point if I click 3,
• 01:57 it expands everything.
• 01:59 Okay, so the Revenues have been expanded.
• 02:02 If I click 2, it will collapse the secondary level of grouping here, so
• 02:06 all of my Salary, Supplies, and Other Costs are now collapsed.
• 02:09 And if I click 1, it'll select it right down to Gross Revenues and Total Costs.
• 02:15 Now one of the things that gets a little bit weird in this is dealing with borders,
• 02:19 and you can see that we've got borders in some of these places here where we
• 02:22 probably shouldn't have them.
• 02:23 We don't really need a border on the Total Cost line.
• 02:26 So let's expand everything for a second and see what's going on.
• 02:29 When I collapse Gross Revenue, there's no border on it.
• 02:32 No problem.
• 02:33 This has got a border top and bottom and when I collapse it
• 02:36 It's only got a border on the bottom, that seems somewhat reasonable.
• 02:40 When I collapse Supplies, it has a border on the bottom, but
• 02:43 we still see a border on the top for this one.
• 02:46 That's not really so good.
• 02:48 And likewise, we end up with a bunch of them here.
• 02:52 The reason for this is because if we actually expand all these things again,
• 02:57 the borders that are actually showing here are actually look like they're on the top
• 03:02 and bottom of this cell, which in this case actually when we collapse this,
• 03:06 we can see that there is a border on the bottom but
• 03:08 the border on the top gets hidden.
• 03:10 And that's because this border is actually on the bottom of the cell,
• 03:14 it's not on the top of this cell.
• 03:17 And this is the challenge we have is when we collapse this cell,
• 03:21 it leaves the bottom border showing and when I collapse this one,
• 03:28 because the border is on the bottom of the 79007,
• 03:31 even though I hid row 20 this border doesn't go away.
• 03:35 So this where we need to start messing around with our borders a little bit and
• 03:39 I find the easiest way to do this is to right click, Format Cells, and
• 03:43 actually clear the borders off.
• 03:44 We'll say None, we'll say OK.
• 03:47 What we'll do now is we'll expand this one,
• 03:50 we'll put a border on the bottom of this cell, let's go with the 18.
• 03:54 And we'll come to the cell below and we'll do a border on the top.
• 04:01 Now, when I collapse these,
• 04:04 those borders should hide except that this guy's got borders top and bottom.
• 04:09 So we'll go and we'll clear these borders off.
• 04:11 No border.
• 04:13 Again, we'll come back to this cell.
• 04:14 We'll say border on the bottom.
• 04:17 Come to this cell.
• 04:18 Say border on the top.
• 04:21 Let's try it again, that looks a little bit better.
• 04:26 This cell is not hidden and that's why we can still see the border here.
• 04:30 So, let's go down and deal with this guy here as well.
• 04:33 What happens when we collapse these ones?
• 04:34 Actually those ones look pretty good, and when we collapse this one now,
• 04:38 we've got a border, it looks like top and bottom on these ones.
• 04:43 So, again, we'll come in and
• 04:44 we'll say let's go and clear the borders on these cells.
• 04:49 And now we have to think really carefully where we want this.
• 04:52 I believe I want a border on Other Costs on the bottom, and
• 04:57 I'd like my border below Total Costs here.
• 05:02 And now if we collapse it, it looks like things are working quite nicely for us.

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