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Microsoft Excel 2010 : Inserting Blank Rows (part 1) - Separating Subtotaled Rows for Print

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12/3/2013 3:21:25 AM

When subtotals are inserted into a dataset, only one row is added between the groups. The report may appear crunched together for some reviewers (see Figure 1), and they may request that rows be inserted, separating the subtotaled groups from each other. You can insert blank rows into a subtotaled report in two ways.

Figure 1. The close rows in this report can make it difficult to see the different groups.

1. Separating Subtotaled Rows for Print

If the report is going to be printed, blank rows probably don’t need to be inserted. Just the illusion needs to be created because the actual need is for more space between the subtotal and the next group. This can be done by adjusting the row height of the subtotal rows.

Increasing the Amount of Space After a Subtotal

To increase the amount of space after a subtotal placed below the data, follow these steps:

1.
Collapse the dataset so that only the subtotals are in view.

2.
Select the entire dataset, except for the header row.

3.
Press Alt+; (semicolon) to select the visible cells only.

4.
Go to Home, Cells, Format, and select Row Height.

5.
Enter a new value in the Row Height dialog, as shown in Figure 2.



Figure 2. Adjust the row height of the subtotal rows to give the appearance of an extra row between the groups.

6.
Click OK.

7.
Go to Home, Alignment, and select the Top Align button.

8.
Spacing now appears between each group, as shown in Figure 3.

Figure 3. Adjust the row height and text alignment of the subtotal rows to separate the groups.
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