Merge Cells Excel Keep All Data


Does merging rows and columns in Excel seems a tough task for you to perform? Read this tutorial to learn different ways to merge rows and columns in Excel.

Microsoft Excel is a very useful application and can be used for performing various tasks. This is the reason Excel provides various useful functions to make the task easy for the users.

Excel 2013 Merge Cells Keep All Data

One of the most common tasks that everyone needs performing now and then is merging rows and columns.

  • There are a numbers of ways in Excel to combine data for two or more cells in Excel. The technique and functions for merging data are: Using CONCATENATE function, By using ‘&’ (ampersand sign), TEXTJOIN function for merging ranges (Excel 2016, Excel online) and more.
  • Select all the cells where your data is. (All the cells need to be in one area in one column). Adjust the column width so that you can fit all contents in one cell. (basically make it wide enough) Select Home Ribbon Fill Justify; Merge cells now. The text from selected cells will be magically re-arranged in top-most cell.
  • To merge multiple columns into only one cell without losing any data in Excel, you can use the Clipboard to solve the problem easily. 1.First of all, enable the Clipboard by clicking the Anchor button at the bottom-right corner of Clipboard group on the Home tab.

But the problem is that performing this is not an easy task and Excel does not provide any tool to do this.

This is quite complicated as merging rows and columns in some cases causes data loss.

This will combine all selected cells into one single cell, and center the text or data in that cell. You can do the same for cells vertically as well. For example, if you want to have the name of the month centered vertically on the right side of all rows for that month, you can do this using Merge Cells. Mar 04, 2021 The Merge Cells add-in is a multi-purpose tool for joining cells in Excel that can merge individual cells as well as entire rows or columns. And most importantly, this tool keeps all the data even if the selection contains multiple values.

Merge cells excel keep all data from backup

As while trying to combine two or more rows in the worksheet by making use of the Merge & Center button (Home tab > Alignment group), you will start getting the error message:

“The selection contains multiple data values. Merging into one cell will keep the upper-left most data only.”

And if you click OK, merged cells would contain just the value of the top-left cell and as a result, entire other data will be removed.

So this is what leads you to Panic situation!!!

To get rid of this, today in this article I am sharing different ways to easily merge rows and columns in excel without losing any data.

Below check out the fixes on how to merge rows in Excel or how to merge columns in Excel.

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How To Merge Rows & Columns In Excel Without Losing Data?

There are different methods for combining row and columns text in Excel. Here check the ways one by one to merge data without losing it. First, check how to merge rows in Excel.

Part 1# How To Merge Rows in Excel

When it comes to merging the Excel rows there are two ways that allow you to merge rows data easily.

Excel merge cells and keep all data
  1. Merge Excel rows using a formula
  2. Combine multiple rows using the Merge Cells add-in

1. How to Merge Multiple Rows using Excel Formulas

Excel provides various formulas that help you combine data from different rows. Possibly the easiest one is the CONCATENATE function. So here checks out some examples for concatenating numerous rows into one:

  • Merge rows with spaces between data: For example =CONCATENATE(B1,” “,B2,” “,B3)
  • Combine rows without any space between the values: For example =CONCATENATE(A1,A2,A3)
  • Merge rows > separate the values with comma: For Example =CONCATENATE(A1,”, “,A2,”, “,A3)

Now check how the CONCATENATE formula works on the real data.

  • On the sheet choose an empty cell and type the formula into it. Type the formula as per the data rows
  • And copy the formula across entire other cells in the row.
  • Now, simply you are having several data rows merged into one row.

2. How to Combine Rows in Excel using the Merge Cells Add-in

The Merge Cells add-in is used for merging various types of cells in Excel. This allows you to merges the individual cells and also combines data from entire rows or columns.

Please Note: You need to download a merge cell add-ins for third-party sites available online. Search in Google for add-ins.

Follow the given steps to combine two or more rows in your table:

  1. Choose rows you are looking to merge > click on the Merge Cells icon.
  2. Now the merge cells dialog window opens with a table or range selected already. And in the upper part of the window, you can see the three basic things:
    • How you want to join cells– For combining rows of data > choose “column by column“.
    • How to separate merged values with – an array of standard separators is available to choose from > comma, space, semicolon, anda line break. So select the separator as per your desire.
    • Where you need to place the merged cells > either the top cell or bottom cell.
  1. Now check the lower part of the Windows to check if you need any additional options:
    • Clear the content of selected cells – Choose this if need data to remain in the merged cells only.
    • Merge all areas in the selectionThis option allows you to merge rows in two or more non-adjacent ranges.
    • Skip empty cells and Wrap text – Well, these are self-explanatory.
    • Lastly, Create a backup copy of the worksheetThis option is checked by default. It is just a precaution that keeps you on the safe side and prevents the risk of data loss.
  1. Click the Merge button > to check the result – possible the merged rows of data separated by line breaks.

So, these are the two ways that allow you to merge rows in Excel without any data loss. Now, check out the ways on how to combine two columns in Excel.

Part 2# How To Merge Columns In Excel

Here check out the 3 ways to merge data from several columns into one without using VBA macro.

  • Merge two columns using formulas
  • Combine columns data via NotePad
  • The fastest way to join multiple columns

1. Merge Two Columns using Excel Formulas

1. Into your table > insert a new column > in the column header place the mouse pointer > right-click the mouse > select Insert from the context menu. Name the newly added columns for eg. – “Full Name”

2. In the cell D2, write the formula: =CONCATENATE(B2,” “,C2). The B2 and C2 are the addresses of First Name and Last Name. And in the formula, the quotation marks “” is the separator that will be inserted between merged names any other symbol can be used as a separator e.g. a comma.

3. Just like this, join data from several cells into one by making use of any separator of your choice.

4. Simply, copy the formula to other cells of the Full Name column. If the First name or the Last name is deleted, then the corresponding data in the Full name Column will also be gone.

5. Next, try converting the formula to a value so that you can remove the unnecessary columns from the Excel worksheet. Choose entire cells with data in the merged column (choose the first cell in “Full Name” Column > press Ctrl +Shift + Arrow Down)

6. Now copy the contents of the columns to clipboard > right click on the cell in the same column (“Full Name”) > choose “Paste Special” context menu > choose “Values” radio button > click OK.

7. Now remove “First Name” & “Last Name” columns that are not required. Click the column B header > press and hold Ctrl > click column C header.

8. After that make a right-click on any selected columns > select Delete from the context menu.

9. This is it, now you have successfully merged the names from 2 columns into one.

2. Combine columns Data via Notepad

This is another way that allows you to merge several columns. Here you don’t need any formulas. This is suitable for combining adjacent columns to make use of the same delimiter for all of them.

For Example: If looking for combining 2 columns with First Names and Last Names into one:

  1. Choose both columns you need to merge: Click B1 > press Shift + ArrrowRight for choosing C1 > then hit Ctrl + Shift + ArrowDown for choosing entire data cells with data in two columns.
  • And copy data to clipboard > open Notepad > insert data from the clipboard to the Notepad
  • Then copy tab character to clipboard > hit Tab right in Notepad > hit Ctrl + Shift + LeftArrow > press Ctrl + X.
  • After that Replace Tab characters in Notepad with the separator, you require.
  • Hit Ctrl + H for opening the “Replace” dialog box > paste the Tab character from the clipboard in Find what field > type the separator Space, comma etc in “Replace with” field. Hit the Replace All button > to close the dialog box press Cancel
  • Now select the entire text in the Notepad and copy it to Clipboard.
  • Then switch back to Excel worksheet (press Alt + Tab) > choose B1 cell and paste text from Clipboard to your table.
  • And rename column B to Full Name and remove the “Last name” column.

So, this is the second way that allows you to merge columns in Excel without any data loss.

3. Join Columns Using Merge Cells Add-in For Excel

This is the easiest and quickest way for combining data from numerous Excel columns into one. Just make use of the third party merge cells add-in for Excel.

And with the merge cells add-in you can merge data from many cells by using any separator you like (for example carriage return or line break). With this, you can join row by row, column by column, or merge data from the selected cell into one without any loss.

There are many third-party add-ins online sites that allow you to download the add-ins and merge the cells easily in just a few clicks.


So this is all about merging rows and columns in Excel without any data loss.

Follow the given steps to combine text in rows and columns easily.

Hope the given different steps will allow you to perform the task easily in the rows and column. Here I have described different methods of merging rows and columns data in Excel without any data loss.


Excel Merge Cells But Keep All Data

So make use of anyone that you find easy for you.

However if in case you come to face any issue or data loss situation in Excel then make use of the MS Excel Repair Tool. This is the best tool that allows you to repair and recover data from the corrupted, damaged Excel file.

Additionally, you can learn advanced Excel to become more productive and easily utilize Excel functions and formulas.

5 Easy Methods To Merge Rows and Columns in Excel Without Losing Data
Merging Excel rows and column is a very important task but if facing problem then read this article to rows and columns in Excel without losing any data...
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Margret Arthur is an entrepreneur & content marketing expert. She writes tech blogs and expertise on MS Office, Excel, and other tech subjects. Her distinctive art of presenting tech information in easy to understand language is very impressive. When not writing, she loves unplanned travels.

Merge Cells for Excel key features

Excel Merge Cells And Keep All Data

  • Combine Excel data row by row, column by column or into one cell.
  • Select a standard separator or enter your own.
  • Define where to place the merged results.
  • Remove values from the selected cells after merging.
  • Merge all areas in the selection.
  • Skip empty cells from merging.
  • Wrap text in the merged cells.
  • Back up the original worksheet.


You can get this add-in as a part of Ultimate Suite for Excel - 40+ tools destined to cut your time and clicks on the most frequent spreadsheet tasks.

Merge Cells Excel Keep All Data Free

How Merge Cells Wizard works

Whether you need to combine data in cells, rows, or columns, Merge Cells Wizard for Microsoft Excel is the add-in to help you.

The intuitive wizard displays all available merging options for you. All you need is to select the range or ranges with the values to be combined and the plug-in will neatly join cells, rows, or columns with data.

You can use one of the pre-defined separators or enter your own, clear the cells after merging or join all areas in the selection, skip empty cells, apply text wrapping or automatically save the original copy of your spreadsheet before merging.

Merge data row by row, column by column or into one cell

With Marge Cells Wizard you can combine data exactly as you need it: by row, column or into one cell. Now it takes about 5 clicks to merge parts of names, addresses, or create labels for printing.

Select any separator or enter your own

When you join cells, you can specify the boundary between values by using a separator. It can be one of the common delimiters like line break, comma, space, or semi colon. You can really enter any character or a combination of characters in the Other field.

Define where to place merged results

The enhanced functionality of the add-in enables you to select the destination cell where the results will be moved. While merging rows, you can place them to the left or right cell of each row. When you combine columns, you can choose between placing outcome to the top or the bottom cell of each column. If you join into one cell, it is possible to pick the top left/right or the bottom left/right cell of the range.

Remove values from selected cells after merging

With this merging tool for Excel and its Clear the contents of selected cells option, you can delete values from the cells you pick for the merge.

How Do I Merge Cells In Excel And Keep All Data

Merge areas in the selection

If you need to merge all cells in your Excel worksheet by row, column or into one cell, you just tick the Merge all areas in the selection checkbox. It can be useful if you want to avoid empty ranges in your table.

Merge Cells Excel Keep All Data From Closed

Back up the original worksheet

Can I Merge Excel Cells And Keep All Data

With this handy tool and the possibility to create a backup copy of the current table, you will regain the original data any time you need them again. This smart feature lets you choose the best merging option without closing the file or losing your data.