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Numbers file with unorganized data

Hello everyone. I have a list of names, addresses and phone numbers. The list has over 500 individuals. When I paste it into Numbers, it becomes a list, therefore 1500 rows. I would like to make 500 rows and 3 columns (name, address, tel). They are all in a list format (see example below). Is there a way I can organize everything by name, address, phone number? Thanks in advance!


Here is an example of how each of the clients were presented in the file:


John Doe (person 1, name)

123 Main Street (address)

555-555-5555 (telephone)

Bob Doe (person 2, name)

456 Main Street (address)

111-111-1111 (telephone)

....so on , so forth

MacBook Air 13″, macOS 10.15

Posted on Feb 23, 2021 9:15 PM

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Question marked as Top-ranking reply

Posted on Feb 24, 2021 1:10 AM

Here is one way



Formula in cell B1 =INDEX($A,(ROW()−1)×3+COLUMN()−1)

Fill right to column D

Fill down 500 rows


The table has to be as shown in the screenshot for that exact formula to work. No header row, the data starts in cell A1. I could have simplified the math in the formula but it makes more sense as written. The zeros in the table are because I only had two sets of name/addr/tel. If I had filled the formula down to only two rows there would have been no zeros.

8 replies
Question marked as Top-ranking reply

Feb 24, 2021 1:10 AM in response to amymarvi

Here is one way



Formula in cell B1 =INDEX($A,(ROW()−1)×3+COLUMN()−1)

Fill right to column D

Fill down 500 rows


The table has to be as shown in the screenshot for that exact formula to work. No header row, the data starts in cell A1. I could have simplified the math in the formula but it makes more sense as written. The zeros in the table are because I only had two sets of name/addr/tel. If I had filled the formula down to only two rows there would have been no zeros.

Feb 24, 2021 11:58 AM in response to amymarvi

Fill right from B1:

  1. Select cell B1 (one click)
  2. Hover the cursor on the right edge of the cell and a little yellow dot will appear
  3. Grab that dot and drag it to the right


Fill down with B1-D1

  1. Select the range B1-D1
  2. Hover the cursor over the bottom edge of the selection box and a yellow dot will appear
  3. Grab that dot and drag down


However, you don't actually have to "fill down". For 500 rows it might be faster to select the range B1-D1, Copy, Select the columns B-D in their entirety, Paste.

Feb 24, 2021 11:48 AM in response to Badunit

Thank you for the formula! When you mention 'fill right to column D' and 'fill down 500 rows', what do mind clarifying what you mean? Thus far, I input the formula in B1. Do i need to input the the formula for column c,d, too? Then, I was hoping that I could apply the formula quickly down the rows and columns, instead of manually filling one by one. I watched this youtuber do it on excel, and as you can see at minute 1:04, he quickly applies the formula , he doesn't fill anything manually down the rows or across the columns.

https://www.youtube.com/watch?v=qesJ2SaONFw.

Hope you can explain how to do the same on Numbers!

Numbers file with unorganized data

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