How to Split Data into Equal Groups in Excel (3 Methods)

How to Split Data from One Cell into Multiple Rows in ExcelWe may face some situations while dealing with Excel where all our data are in a column. But we need to split them into several equal groups. After splitting, the data looks more attractive. In this article, we will discuss 3 methods on how to split data into equal groups in Excel with suitable examples and proper illustrations.

How to Split Data into Equal Groups in Excel: 3 Methods

We can split data in different ways. We can apply conditions to split data i.e. how many groups or how many cells each group contains. To show all the methods, we will use the following dataset.

1. Combine INDEX, COLUMNS, ROWS, and IF Functions to Split Data into Equal Groups

The IF function is one of the widely used functions of Microsoft Excel. It is a logical function that checks whether a condition is met and returns one value if TRUE, and another value if FALSE.

The INDEX function returns a value or reference of the cell at the intersection of a particular row and a column in a given range.

The COLUMNS function returns the number of columns in an array or reference.

The ROWS function returns the number of rows in a reference or array.

We will make a formula combining these 4 functions to split data.

Step 1:

• We will split the given data into 3 equal groups. So, we have added the No. of Groups cell in the dataset and put 3 in the corresponding cell.

Step 2:

• Now, go to Cell D7.
• Put the following formula on that cell.

Step 3:

• Press Enter and drag the Fill Handle icon towards the right side all the way.

We expand the formula toward the right side. Because our primary aim is to split data into groups first. Based on groups and the number of available data, cells will be added to the groups.

Step 4:

• Now, drag the Fill Handle icon downwards to complete the splitting.

The data are split into multiple columns in different groups.

Read More: How to Split Data from One Cell into Multiple Rows in Excel

2. Split a Long List into Multiple Equal Groups with Excel VBA

We have a long list containing 12 cells. We want to split them into 3 groups with 4 cells each. Follow the steps below based on Excel VBA code.

Step 1:

• First, go to the Sheet Name section at the bottom border of each sheet. Then, press the right button of the mouse.
• Choose the View Code option from the list.

Step 2:

• Now, the VBA application window will appear. Choose the Module option from the Insert tab.

• VBA command module window appears now. We write VBA code on this window and run from here.

Step 3:

• Copy and paste the following VBA code on the command module.

Sub split_data_into_equal_groups()
    Dim input_1 As Range
    Dim output_1 As Range
    Dim text_1 As String
    Dim out_array_1 As Variant
    Dim n, m As Long
    On Error Resume Next
    text_1 = ActiveWindow.RangeSelection.Address
Sel:
    Set input_1 = Nothing
    Set input_1 = Application.InputBox("Select input range:", "Range", text_1, , , , , 8)
    If input_1 Is Nothing Then Exit Sub
    If input_1.Areas.Count > 1 Then
        MsgBox "Multiple selections are not supported, select again", vbInformation, "Range"
        GoTo Sel
    End If
    If input_1.Columns.Count > 1 Then
        MsgBox "Multiple selections are not supported, select again", vbInformation, "Range"
        GoTo Sel
    End If
    Set output_1 = Application.InputBox("Select a cell to view the output:", "Start Range", , , , , , 8)
    If output_1 Is Nothing Then Exit Sub
    n = Application.InputBox("Number of cells per column:", "Cell Number", , , , , , 1)
    If n < 1 Then
        MsgBox "incorrect enter", vbInformation, "Cell Number"
        Exit Sub
    End If
    ReDim out_array_1(1 To n, 1 To Int(input_1.Rows.Count / n) + 1)
    For m = 0 To input_1.Rows.Count - 1
      out_array_1(1 + (m Mod n), 1 + Int(m / n)) = input_1.Cells(m + 1)
    Next
    output_1.Range("A1").Resize(n, UBound(out_array_1, 2)) = out_array_1
End Sub

Step 4:

• Press F5 to run the code. A dialog box will appear to choose the range.
• We choose Range B5:B16 as the input.

Step 5:

• 2nd dialog appears. This box requires a cell reference to start the output data. We select Cell D5 Then, press OK.

Step 6:

• 3rd dialog box view now. It indicates how many cells per group contains. We put 4 here.

Step 7:

• Finally, press OK.

Our data is split into 3 groups equally. We need to mention how many cells per group are contained when running the code.

3. Use a Custom VBA Function to Split Data into Even Groups

In this section, we will form a custom VBA Function to split data into equal groups.

Step 1:

• Press Alt+F11 to enter the VBA command module.
• Put the following VBA code on the command module and save the code.

Function GroupValues(range_1 As Range)
Dim output As Variant
n = Application.Caller.Columns.Count
m = Application.Caller.Rows.Count
ReDim output(1 To m, 1 To n)
k = 1
For row_1 = 1 To m
    For column_1 = 1 To n
        If range_1.Cells(k) <> "" Then
            output(row_1, column_1) = range_1.Cells(k)
        Else
            output(row_1, column_1) = ""
        End If
        k = k + 1
    Next column_1
Next row_1
GroupValues = output
End Function

Step 2:

• Go to the dataset. Choose Range D5:F8, where data will turn into groups.
• Now, go to the formula bar and put the following formula.

Step 3:

• This is an array formula. So, press Ctrl + Shift + Enter.

We can see that the data of a long list transforms into equal groups. This GroupValues is a custom VBA function.

Read More: Excel Macro to Split Data into Multiple Files

How to Split Data and Tag with Group Numbers

In the previous section, we split data into groups equally. But in this section, we will just tag each data with group numbers, and will not divide them into groups. Also, mention that we will apply the below methods only for numeric data.

1. Split Data Using the Combination of MAX, ROUNDUP, and PERCENTRANK Functions

The MAX function returns the largest value in a set of values. Ignores logical values and texts.

The ROUNDUP function rounds a number up, away from 0.

The PERCENTRANK function returns the rank of a value in a dataset as the percentage of the dataset.

We combine the MAX, ROUNDUP, and PERCENTRANK functions to split data. However this combination is applicable only for numeric data.

We will consider the dataset below for operation.

Step 1:

• Go to Cell C5.
• Put the following formula.

Step 2:

• Now, press the Enter button.

Here, we can see that the given data are tagged with group numbers instead of splitting them. Data are marked with a corresponding group number in the adjacent cell.

2. Combination of ROUNDUP, ROW, and COUNT Functions to Split Data

The ROW function returns the row number of a reference.

The COUNT function counts the number of cells in a range that contains numbers.

We will combine the ROUNDUP, ROW, and COUNT functions to get the corresponding group number of each numeric data.

Step 1:

• Go to Cell C5 and put the following formula.

Step 2:

• Press the Enter button to execute the formula.

We can see that each data set carries the corresponding group number with them. Data will not split applying this method.

Download Practice Workbook

Conclusion

In this article, we described how to split data into equal groups in Excel. I hope this will satisfy your needs. If you have any questions or suggestions, let us know in the comment box.

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