Excel Merge Rows Without Losing Data

Firstly, Click “Merge & Center” command under Alignment group in Home Tab. Then you will get a warning message that is “Merging cells only keeps the upper-left cell value, and discards the other values.” Merge columns without losing data. How to keep all data after merging columns. I suspect you mean is there some support for doing this as part of the merge function where excel will take some type of action such as concatenating the data or moving the data. No, there is no option in the merge command to 'merge' the cells which includes deleting any data not in the upper left cell of the merge area.


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.

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

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.

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.

  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.

Excel merge rows without losing data examples

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.


Merge 2 excel columns and keep data

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.

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.

We use Excel sheets for different kinds of projects. If you want to merge cells in excel or combining text from one or more cells is vital when we are editing it. Sometimes we may lose data in this process. Here we guide you with simple steps on merging data cells without losing any data. Let us get started.

How to Combine Text from Multiple Cells into One Cell?

Text from multiple cells can be combined into one cell by using the ampersand (&) operator.

To combine the text in two cells A1 and B1, steps to be followed are as follows:

Merge Rows Without Losing Data

  • We have to select the cell in which we want to place the combined data.
  • To start the formula, we have to type an equal sign =
  • Then we have to click on the first cell, i.e., A1, then type the ampersand operator (&)
  • If space is needed between the text of multiple cells, type the text string “(double quote, space, double quote).
  • Now click the second cell, i.e., B1 and press enter to complete the formula.

How to Merge Cells in Excel?

Excel Merge Rows Without Losing Data

To merge the cells in excel, Merge and Center option can be used in the home tab. But using this option, cells can be combined but not the text.

How To Merge Row Cells In Excel Without Losing Data

When we select the cells and use the “Merge and Center” option, it will keep the writing from the leftmost cell and remove the text from all other cells.

To merge the cells without losing text, we can use the “CONCATENATE” function. To merge cells without losing text, we can use the “Center across selection” option as an alternative to joining and Center option.

How to combine cells in Excel?

To combine the cells in excel, we have various options.

  • We can use merge and center option
  • We can use the ampersand (&) operator.
  • We can use the CONCATENATE function.

Excel concatenates multiple cells.

Concatenate function helps us to combine the content from multiple cells into one destination cell without retyping all the text. Steps to be followed to concatenate are:

Initially, we have to select the cell in which combined text to be placed. Then type the function into the cell, which starts with an equal sign (=) followed by concatenating.


Arguments can be entered in two ways,

Method 1

First, we have to open the parenthesis, type the cell references (A2, B2) separated by commas and then close the brackets at the end.

=CONCATENATE (A1, B1). Otherwise, we can click on the A2 cell, type a comma, then click on the B2 cell and then type the closing parenthesis.

If you see an alert message, click on yes.

Now we have to press ENTER after adding the cell references to the concatenate function.

No space is found between the combined texts as the concatenate function combines precisely what is in the arguments.

Method 2

You can also use =A1&B1 to merge shells data

Method 3


To fill sequential data into Excel with the fill handle, we need not type the function in every cell in the column. We can quickly copy the function to the other cell.

Excel merge cells vertically without losing data

The quick and simple way to combine two or more cells vertically is to use the built-in merge option combined with center option.

  • First select contiguous cells you want combine
  • Select the alignment group from the home tab.
  • Now click on the merge and Centre button.
  • When we click the button, the cells start to combine into a single text
  • There are other options called Merge across Merge cells that work similarly.

Align the text after merging.

  • First, select the text you wish to align with.
  • Now select the desired alignment from the alignment group.
  • This is found on the home tab.

Also Read: How to Merge Excel Files and Sheets

Why can’t I merge cells in excel

Several reasons make cells unable to be merged

The most common reasons are:

  • The cell is in a table
  • The cell is in a protected sheet
Excel Merge Rows Without Losing Data

When you are cell is in a table, you have to merge it before creating the table.

When your cell is in a protected cell editing is denied

In such cases, we need first to unlock the sheet and then go for the merging option.

There are many other problems that will not allow merging the cells.

They are:

  • When the cells have data in the form of image
  • When the entered data is massive, merging and aligning becomes a significant issue.

Merge data in excel

Combining the cells using & symbol

  • First, you need to select the cell in which you want to put the combined data
  • Now type = and select the first cell that you wish to combine.
  • Now & with the help of quotation marks enclosing space
  • Now select the next cell you wish to combine and click enter.

Combining using the concatenate function

  • Here you have to select a cell where you wish to put the combined data.
  • Now type = CONTACT(
  • Now you need to select the second cell which you wish to combine by using quotation marks, spaces, commas, or other text.

There are some problems in which merging becomes an issue.

We need to take care of the problems accordingly and later merge them.

You can merge cells horizontally and vertically into a single cell.

Aligning is the crucial point here, and do not forget to get the data to the center.