[Libs-Or] Tech-Talk: EXCEL/G-Sheets- Transposing Rows and Columns in Your Spreadsheet

Tue Dec 31 13:37:27 PST 2024

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EXCEL/Google Sheets - Transposing Rows and Columns in Your Spreadsheet

Intermediate

Have you ever set up a spreadsheet with all kinds of data, and then realized that it would communicate better if you switched it around so that data in the columns was displayed in the rows and vice versa? It would take a lot of time to manually switch the rows to columns, but there’s an easier way! You can use the "transpose" option.

For example, let's say that you’re working with an Employee Training Worksheet that looks like this (we simplified it for this example):

[A table showing employees' training dates]

You might find it easier to see which employees have taken the Effective Communications class if you rearranged it like this:

[Table showing employee names with training dates for Basic Orientation, Effective Communications, and Team Building courses.]

Transposing your columns and rows is easy. Let's look at how to do it in both Excel and Google Sheets.

Desktop Excel or Excel 365 WEB Version

To rearrange your data and transpose the rows and columns:

[Spreadsheet showing a selection of cells with dates and names. A "Paste Special" dialog box is open with the "Transpose" option checked.]
·     Highlight the range of cells you would like to transpose.

·     Right-click and choose Copy.

·     Click on a cell outside the range that you have copied.

·     Right-click again then select (click on) Paste Special.

·     For Desktop Excel: Click the Transpose box and then click OK (as pictured).

·     For Excel WEB Version: Select Transpose Rows and Columns from the menu.

The reordered range of cells you highlighted will now appear in the spot where you clicked.

Transpose in Google Sheets

To transpose rows to columns in Google Sheets, there are two options: 1) use the Paste Special or 2) the TRANSPOSE function. We'll give you the steps for both. NOTE: Paste Special maintains any formatting (color, fonts) that you have added.

Paste Special

·     Select the data you want to convert.

·     Right-click and select Copy.

·     Put your cursor in the cell to select it where you want the transposed content to appear.

·     Right-click and select Paste Special and the select Transposed from the menu.

[Spreadsheet menu with options for pasting special, inserting rows/columns, and deleting. An arrow points to "Transposed" under paste special.]

TRANSPOSE Function

·     In your Sheet, click on the cell where you want the transposed data to be transferred to.

·     In the cell, enter the formula =TRANSPOSE(array_or_range)

·     Replace array_or_range with the range you want to transpose. For example: (A1:H4)

·     Press Enter.

[https://files.constantcontact.com/ee1208b4001/2421f341-8ae0-4a14-aaba-12a38d6beaa5.png]

In either option, the reordered range of cells you highlighted will now appear in the spot where you clicked.

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Communications: Talking/Writing

Getting people to buy-in to what you ask

Whenever you're talking to someone (or writing a note), you're often asking them to do something, right? Maybe it's a task or perhaps it's a request to change their opinion about an issue.

In any case, you are far more likely to get people to agree with you, to accept the task willingly, to consider changing their mind ... if you tell them what the benefit is to do so.

And the best way to remember to add the benefit to every statement (or request) that you make, is to attach the words "so that" to almost everything you say. (OK, that may seem extreme, but when you practice including these two magical words as many times as you can remember, you'll start to get in the habit.)

Examples:
·     Let's add another speaker so that there will be a balance of opinions.
·     I'd like you to clean the lobby so that it is fresh for our special visitors.
·     You may wish to consider a new training template so that we can cover the additional topic appropriately.
·     It's time to go to bed (to kids) so that you will be more energetic tomorrow.

Challenge yourself! See how many times a day you can find an opportunity to say "so that" followed by the benefit.

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Cheers,
Darci Hanning, MLIS (she/her/hers)
Public Library Consultant / CE Coordinator
Continuing Education Resources: https://libguides.osl.state.or.us/conted
State Library of Oregon | Library Support and Development Services
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