How to Merge Two Cells in Excel

If you’re working with Microsoft Excel, you probably know how crucial it is to keep your data organized and formatted. Merging two cells in Excel is one of the essential formatting tasks that can make your data more readable and visually appealing. Excel allows you to combine two or more cells into one larger cell, which can be useful for creating headers, subheaders, or any other custom layout you need for your spreadsheet. Whether you’re new to Excel or an experienced user, this guide will teach you how to merge two cells in Excel with just a few clicks.

Why Merge Two Cells in Excel?

Before diving into how to merge two cells, it’s worth understanding why you might need to do this in the first place. Merging cells can help you visually organize your data and make it more readable. For example, you can merge two cells to create a centered header for a table or to emphasize a critical piece of information.

How to Merge Two Cells in Excel

The process of merging cells is simple and straightforward in Excel. Here are the steps to follow:

Step 1: Select the Cells to Merge

Begin by selecting the cells you want to merge. To select two adjacent cells, click on the first cell and drag your cursor to the second cell. To select non-adjacent cells, click on the first cell, hold down the Ctrl key, and select the other cells.

Step 2: Open the Merge Cells Dialog Box

Once you’ve selected the cells, right-click anywhere in the selected area, and click on “Format Cells” from the context menu. Alternatively, you can select “Format Cells” from the “Home” tab in the ribbon menu.

Step 3: Merge the Cells

In the “Format Cells” dialog box, select the “Alignment” tab, and then select the “Merge cells” checkbox. Click “OK,” and the selected cells will combine into one larger cell.

Formatting a Merged Cell

Once you’ve merged your cells, you may want to format the resulting merged cell to make it look more polished. You can format merged cells just like any regular cell, adjusting the font, background color, or borders.

How to Unmerge Cells in Excel?

If you need to unmerge cells in Excel, simply select the merged cell, right-click it, and select “Unmerge cells” from the context menu. Alternatively, you can select “Unmerge cells” from the “Merge & Center” drop-down menu in the “Alignment” tab of the ribbon menu.

Merging cells in Excel is a straightforward way to improve the readability and organization of your data. With just a few clicks, you can combine cells to create custom headers, subheaders, or any other layout you need. Keep in mind that merged cells are still recognized as separate cells behind the scenes, so you can format them as needed. Now that you know how to merge cells in Excel, you can make your spreadsheets look more professional and visually appealing.

The Differences Between Merged and Centered Cells in Excel

You may have noticed that Excel has a “Merge and Center” function. While similar to merging cells, it’s not the same. When you merge cells, you combine multiple cells into one cell. When you use the “Merge and Center” function, you merge the selected cells and center the content within the new, merged cell. So why does this matter? Merged cells have different formatting rules than non-merged cells and can cause issues with calculations and sorting. Centered cells, on the other hand, can enhance the readability of your data and do not affect the formatting of the cells in the same way that merging cells does.

Merging Cells Horizontally vs. Vertically

When merging cells, you can choose to combine cells horizontally or vertically. Think of this as either “across” or “down” depending on your orientation. Merging cells horizontally is the most common method, but keep in mind that it will only work with two or more adjacent cells within the same row. When you merge cells vertically, you combine two or more adjacent cells in the same column taking up multiple rows. This method is less commonly used but can be helpful if you want to create a large header for a table that spans several rows.

How to Merge Cells in Excel for Mac

If you’re using Excel for Mac, you’ll be glad to know that the process for merging cells is essentially the same as on a PC. To merge two cells in Excel for Mac, select the cells you want to merge, then click the “Merge & Center” button in the “Home” tab of the ribbon menu. Alternatively, right-click the selected cells, then select “Format Cells” and follow the same steps as laid out in the PC instructions.

Avoid Overusing Merged Cells

While merging cells can be a helpful tool, it’s important to avoid overusing this function. Merging multiple cells can complicate the formatting of your spreadsheet and can cause issues with calculations, sorting, and filtering. If you find yourself needing to use merged cells frequently, consider other formatting methods such as conditional formatting, PivotTables, or creating custom number and text formats.

Final Thoughts

Merging cells in Excel can be a useful tool to visually improve the organization and readability of your data. When used properly, it can make your spreadsheets look more visually appealing and professional. However, use it sparingly and be aware of potential formatting issues that can arise. With the steps outlined in this article, you should now be able to merge cells in Excel with confidence and take full advantage of this powerful tool.

FAQ

Here are some frequently asked questions about merging cells in Excel:

Can I merge cells in Excel without losing data?

When you merge cells in Excel, any data contained in the merged cells is placed in the upper-left cell of the newly merged cell. Any data in the other cells is deleted. If you want to preserve the contents of all cells, consider either copying the data to a new cell or inserting a new merged cell in the desired location.

How do I merge cells in Google Sheets?

In Google Sheets, select the cells you want to merge, then click on the “Merge cells” button in the toolbar. Alternatively, you can right-click the selected cells, then select “Merge cells” from the context menu. Keep in mind that Google Sheets does not have a “Merge and Center” option like Excel does.

Can I merge cells in Excel and keep the formatting?

Yes, you can apply formatting to merged cells that will remain in place after merging. To do so, apply formatting to the individual cells before merging. Alternatively, you can apply formatting to the merged cell after merging by formatting it as you would any other cell.

Why can’t I merge cells in Excel?

If the “Merge cells” option is grayed out in Excel, it’s likely because the selected cells are not contiguous, meaning they’re not located next to each other. You can only merge cells that are adjacent in the same row or column.

Can I sort data in merged cells in Excel?

No, sorting data in merged cells can cause issues with calculations and formulas. To avoid these issues, it’s best to avoid sorting cells that have been merged. Instead, consider alternative formatting options such as conditional formatting or PivotTables.