How to Number Rows in Microsoft Excel
Formatting data in Microsoft Excel can be difficult, especially when you need to make modifications to large datasets that have already been filled in. Numbering rows in Excel is an example of this type of formatting.
If a dataset is small and continuous, its rows can easily be numbered manually or by auto-filling sequences. Numbering gets messy when the dataset is large and inconsistent, some data needs to be added or removed from the middle, or when you need to filter data into a specific column.
Let’s explore the different ways to count the number of rows of a contiguous and inconsistent (empty rows) dataset in Microsoft Excel.
1. Number the Rows of a Contiguous Dataset in Excel Using Fill Handle and Fill Series
When you have a contiguous dataset with empty rows, the easiest way to count rows is to use a fill handle or fill chain.
For better understanding, let’s apply both methods of row numbering to the dataset shown below:
However, there is a workaround for this, namely manual auto-filling of the sequence. This way, even if there is an inconsistency in the dataset or an adjacent column is empty, you can still number the rows to the end.
Alternatively, if you don’t want to manually drag sequences into a large dataset, but still want the data to auto-populate at the end, you can use the Fill Series method. Let’s see how it works.
The rows will automatically be numbered till the last filled including empty ones. While this eliminates manual dragging and doesn’t stop empty row filling, it won’t work when creating professional spreadsheets because it numbers empty rows, which is not what we want.
Also, since both methods are static, if you delete a row and move or replace it, you’ll have to renumber it. Nevertheless, both methods are easy to use and work well when the data is consistent.
Let’s see how to determine the number of inconsistent datasets that contain empty rows using the COUNTA and IF functions.
2. Using the COUNTA and IF Functions to Number Rows in a Discrete Dataset
The COUNTA function skips empty rows while numbering the filled ones sequentially. To see how this works, let’s apply it to an inconsistent dataset.
You can see that it only went over the empty cells while numbering the filled cells in order. Here, the IF function decides whether the adjacent cell is empty or not. It skips rows if adjacent cells are empty and counts them if they are filled.
In addition, this method of numbering rows is dynamic, so when you add, replace, or delete a row, the numbering will update automatically.
However, what if you need to populate the dataset and want to retain the row numbers? In this case, the combination of IF and COUNTA won’t help, and neither will HANDLE or FILL SERIES.
You can then go for another approach using the SUBTOTAL function to maintain row numbering in the datasheet while filtering the data.
3. Using the SUBTOTAL Function
Let’s look at the SUBTOTAL function syntax before applying it to a dataset.
Range 1 indicates the range of the dataset where the function is to be applied. function_num indicates where in the list your desired function is located, as shown below.
As long as you have continuous data that does not contain any blank rows, you can use a Fill Handle or Fill Series to number the rows.
If the data is inconsistent, and you just need to number the rows (without filtering them later), you can use another method, combining the COUNTA function with the IF function.
The SUBTOTAL function will work whenever you need to filter data while maintaining row numbering.
Number Rows Easily in Microsoft Excel
This way, regardless of whether the data is consistent or not, you can easily number the rows. Choose the method that best suits your needs.
In addition to these three methods, you can also use the ROW function and create an Excel table for the number of rows, but each of these approaches has its own limitations.
Is it always a struggle to manage multiple worksheets with endless rows and columns? You can easily group rows and columns, so the data is easier for you to handle and easier for your clients and colleagues to navigate. Use them in your spreadsheets to make them appear more professional.