This tutorial shows how to wrap text in a cell automatically and how to insert a line break manually. You will also learn the most common reasons for Excel wrap text not working and how to fix it.
Primarily, Microsoft Excel is designed to calculate and manipulate numbers. However, you may often find yourself in situations when, in addition to numbers, large amounts of text need to be stored in spreadsheets. In case longer text does not fit neatly in a cell, you can of course proceed with the most obvious way and simply make the column wider. However, it's not really an option when you work with a large worksheet that has a lot of data to display.
A much better solution is to wrap text that exceeds a column width, and Microsoft Excel provides a couple of ways to do it. This tutorial will introduce you to the Excel wrap text feature and share a few tips to use it wisely.
What is wrap text in Excel?
When the data input in a cell is too large fit in it, one of the following two things happens:
- If columns to the right are empty, a long text string extends over the cell border into those columns.
- If an adjacent cell to the right contains any data, a text string is cut off at the cell border.
The screenshot below shows two cases:
Use Open in Excel to Insert a line break, start a new line of text or add space between lines of text in a cell. Jump to Early versions of Microsoft Excel for the Mac. - On earlier versions of Excel for the Mac, the. How to start new line in a spreadsheet cell.
The Excel wrap text feature can help you fully display longer text in a cell without it overflowing to other cells. 'Wrapping text' means displaying the cell contents on multiple lines, rather than one long line. This will allow you to avoid the 'truncated column' effect, make the text easier to read and better fit for printing. In addition, it will help you keep the column width consistent throughout the entire worksheet.
The following screenshot shows how wrapped text looks like in Excel:
How to wrap text in Excel automatically
To force a lengthy text string to appear on multiple lines, select the cell(s) that you want to format, and turn on the Excel text wrap feature by using one of the following methods.
Method 1. Go to the Home tab > Alignment group, and click the Wrap Text button:
Method 2. Press Ctrl + 1 to open the Format Cells dialog (or right-click the selected cells and then click Format Cells…), switch to the Alignment tab, select the Wrap Text checkbox, and click OK.
Compared to the first method, this one takes a couple of extra clicks, but it may save time in case you wish to make a few changes in cell formatting at a time, wrapping text being one of those changes.
Tip. If the Wrap Text checkbox is filled in solid, it indicates that the selected cells have different text wrap settings, i.e. in some cells the data is wrapped, in other cells it is not wrapped.
Result. Whichever method you use, the data in the selected cells wraps to fit the column width. If you change the column width, text wrapping will adjust automatically. The following screenshot shows a possible result:
How to unwrap text in Excel
As you can easily guess, the two methods described above are also used to unwrap text.
The fastest way is to select the cell(s) and click the Wrap Text button (Home tab > Alignment group) to toggle text wrapping off.
Alternatively, press the Ctrl + 1 shortcut to open the Format Cells dialog and clear the Wrap text checkbox on the Alignment tab.
How to insert a line break manually
Sometimes you may want to start a new line at a specific position rather than have lengthy text wrap automatically. To enter a line break manually, just do the following:
- Enter cell edit mode by pressing F2 or double-clicking the cell or clicking in the formula bar.
- Put the cursor where you want to break the line, and press the Alt+Enter shortcut (e. press the Alt key and while holding it down, press the Enter key).
Result. Inserting a manual line break turns on the Wrap Text option automatically. However, the line breaks entered manually will stick in place when the column is made wider. If you turn off text wrapping, the data displays in one line in a cell, but the inserted line breaks are visible in the formula bar. The following screenshot demonstrates both scenarios (a line break in entered after the word 'owl'):
Excel wrap text not working
As one of the most often used features in Excel, Warp Text was designed as simple as possible and you will hardly have any problems using it in your worksheets. If text wrapping does not work as expected, check out the following troubleshooting tips.
1. Fixed row height
If not all wrapped text is visible in a cell, most likely the row is set to a certain height. To fix this, select the problematic cell, go to the Home tab > Cells group, and click Format > AutoFit Row Height:
Or, you can set a specific row height by clicking Row Height… and then typing the desired number in the Row height box. A fixed row height comes in especially handy to control the way the table headers are displayed.
2. Merged cells
Excel's Wrap Text does not work for merged cells, so you will have to decide which feature is more important for a particular sheet. If you keep the merged cells, you can display the full text by making the column(s) wider. If you opt for Wrap Text, then unmerge cells by clicking the Merge & Center button on the Home tab, in the Alignment group:
3. The cell is wide enough to display its value
If you try to wrap a cell(s) that is already wide enough to display its contents, nothing will happen, even if later on the column is resized and becomes too narrow to fit longer entries. To force the text to wrap, toggle the Excel Wrap Text button off and on again.
This is how you wrap text in Excel to display longer text on multiple lines. I thank you for reading and hope to see you on our blog next week!
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Starting a New Line within the same Excel Cell has puzzled many Excel users. You will find below the wrong and the right way to Start New Line in Excel Cell.
Start New line in Excel Cell
In case you haven’t yet tried it, try entering 2 lines of text, one below the other into the same Excel Cell.
1. Place the curser into any Cell in Excel and type This is my first line.
2. Now the task is to enter the second Line (This My Second Line) below the first line in the same Excel Cell.
If you are like most users, you will hit the Enter Key to move to the second line. However, pressing the Enter key will land you in another cell (B3), instead of keeping you in another line in the same cell B2.
As you can see in above image, the cursor has moved to Cell B3, instead of remaining in the same Cell B2, where you were trying to enter the second line of text.
So, let us move ahead and take a look at the wrong and right way to start a New Line in the same Excel Cell.
1. Wrong Way to Start New Line in Same Excel Cell
It is possible to fit 2 lines of text within a single Excel Cell by using the ‘Text Wrap’ function.
1. Type This My First Line in Cell B2.
2. Press the Space Key on the keyboard of your computer and enter This is my second line in the same Excel Cell (B2).
3. Now, click on the Wrap Text button and you will see the two lines of text within the same Excel Cell.
While it is possible to Fit 2 lines in Single Excel Cell using the Wrap Function, it is not the right way to Start New Line in the Same Excel Cell.
To understand this, increase the width of Cell B2 and you will see the second line merging with the First line.
Now, if you decrease the width of Cell B2, you won’t find the Second Line going back to its original position (One line below another).
This method loses line breaks, whenever the cell width is adjusted and you will end up losing all your work.
2. Right Way to Start New line in Excel Cell
The right way to start New Line in Excel Cell is to use ALT + Enter Keyboard Shortcut.
This keyboard trick will actually bring the Curser below the first line, allowing you to start the second line.
Also, the line break will always remain in place and it will not go away when you adjust the width of the Cell.
1. Type This is My First Line in Cell B2.
2. Next, press the ALT Key on the keyboard of your computer and hit the Enter Key. This will place the Curser right below the first line within the same Cell.
3. Now, you can type This is My Second Line.
As simple as that – You now have 2 lines (one below the other) in a Single Excel Cell.
Now, try to increase the width of Cell and you will once again see the lines merging. However, the line break will still be there and it will not go away.
You will always be able to bring the Second Line below the First one by adjusting the width of the Cell.
In case required, you can use this method to start multiple lines in the same Excel Cell and all the line breaks will always stay in place.