How to Switch Excel Columns and Rows

Everyone looks at information in a slightly different way. Some people create Excel spreadsheets where the data is useful, but it doesn’t work with the way you view or interact with the data. One common example is where you want to swap or switch Excel row or column data so Row data becomes Column data and so on. There are several ways to transpose the information, but there is one simple method that doesn’t require any Excel functions. Includes sample spreadsheet.

I recently was given a large Microsoft Excel spreadsheet that contained vendor evaluation information. The information was useful, but because of the way the data was organized, I couldn’t use tools like Auto Filter. I would also have issues if I needed to import the information into a database. A simple example of such a spreadsheet is shown below.

Excel Spreadsheet Needing to Swap Columns & Rows

Instead, I want to have the Company names display vertically in Column A and the Data Attributes display horizontally in Row 1. This would make it easier for me to do comparisons and analysis. For example, I can’t easily filter the spreadsheet for vendors in CA. I also didn’t want to re-enter the data. The fix is rather easy using Excel’s transpose feature.

To Swap Excel columns to Rows,

1. Open the spreadsheet you need to change. You may also download the example sheet at the end of this tutorial.
2. Insert a blank worksheet.
3. Click the first cell of your data range such as A1.
4. Shift-click the last cell of the range. Your selection should highlight.
5. From the Home tab, select Copy.


Copying the current Excel data

6. At the bottom of the page, click the tab for the blank worksheet such as Sheet2.
7. In the blank worksheet, click cell A1.
8. From the Home tab, select Paste. The Paste dialog should appear.


Selecting Transpose icon to Swap Column

As you hover over the paste options, you can see that effect display.

9. Click the box for Transpose.

Once you transpose the data, your company names will show in Column A. I can now sort or filter the data in many ways.

End Result After Swapping Excel Columns

Note: For older versions of Excel, the Copy & Paste commands are on the Edit menu.

Why Did I Use Another Worksheet?

Some of you may be wondering why I opted to create a new spreadsheet. The reason is if I tried to paste my swapped columns and rows into cell A1, Excel would give me an error.

Excel Error When I Try to Paste Data

I’m using a different size because my columns and rows are swapped. By using a new worksheet, I avoided this error. Alternatively, I could’ve selected a blank cell down on the same sheet.

Additional Resources

Example Practice Sheet to Swap Columns & Rows

More Excel Tutorials