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To merge multiple rows and columns in Excel, follow the built-in Merge commands in the Alignment group. Excel applies the merge to a selected rectangular range. Excel keeps the content of the upper-left cell and deletes the rest of the data in the merged area.

How to merge cells using the Ribbon

To merge cells using the Ribbon:

1. Highlight the block of cells you want to merge.

2. Go to the Home tab.

3. Locate the Alignment group.

4. Select one of these Merge options:

   • Merge & Center: Creates one large cell and places the text in the center.

   • Merge Across: Merges cells in each selected row independently.

   • Merge Cells: Creates one large cell without centering text.

5. Confirm the merge when Excel warns that only the upper-left value remains.

Windows and Mac provide the same steps. The Command key on Mac replaces the Control key in shortcuts.

How to merge rows and columns with keyboard shortcuts

To merge with a keyboard shortcut:

1. Select the cells.

2. Use:

   • Windows: Alt → H → M → select the merge action key.

   • Mac: Command + Option + M.

Excel assigns the action key after Alt → H → M:

• C for Merge & Center

• M for Merge Cells

• A for Merge Across
  Windows uses access keys, and Mac uses a single shortcut.

How to merge cells without losing data

Merging normally removes all values except the upper-left one. A helper formula preserves data before merging.

To keep text from several cells:

1. Insert a temporary cell beside the range.

2. Enter a combining formula:  

   =TEXTJOIN(" ",TRUE,A1:C1)

3. Copy the formula result.

4. Paste it as Values into the upper-left cell of the range you want to merge.

5. Apply the merge command.

6. Delete the temporary helper cell.

The function TEXTJOIN keeps all values and supports customizable delimiters.

How to unmerge multiple merged rows and columns

To unmerge merged cells:

1. Select the merged cell or select the entire sheet.

2. Go to Home → Alignment.

3. Select Unmerge Cells.

Excel converts the merged region back into individual cells. Excel leaves the content of the original merged cell in the upper-left restored cell.

How to merge rows and columns for formatting layouts

To design layout sections using merges:

1. Select the header area spanning the desired rows and columns.

2. Apply Merge & Center to create a grouped heading.

3. Format with bold, background color, or borders.

4. Repeat for each grouping block of the sheet.

Merged cells support large titles, dashboards, and grouped report structures. Excel processes merged cells as one element for alignment and spacing.

Common issues when merging and how to fix them

Cells contain data

Excel blocks merges when cells contain data that would be lost. The fix is to remove or relocate text using a function such as TEXTJOIN or manual cut-and-paste before merging.

Merged cells block sorting and filtering

Sorting and filtering require non-merged structures. The fix is to unmerge cells, fill values down, and reapply sorting.

Merged cells misalign rows during editing

Merged cells disrupt row heights when used widely. The fix is to replace merging with Center Across Selection.

What is “Center Across Selection”?

Center Across Selection spreads a value across cells visually without merging them.

To apply Center Across Selection:

1. Select the range.

2. Press Ctrl + 1 (Windows) or Command + 1 (Mac).

3. Go to the Alignment tab.

4. Change Horizontal to Center Across Selection.

5. Apply the setting.

Center Across Selection preserves sorting and filtering.

When to use merging

Merging helps create headings, report sections, and dashboard labels. Merging does not work well for databases, sorting, filtering, or structured tables.

When to avoid merging

Avoid merging when building models, entering large datasets, or running formulas that depend on uniform row and column sizes. Unmerged cells maintain structural consistency.

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