Fastest ways to insert multiple rows in Excel
Inserting multiple rows in Excel may be one of the numerous tasks you come across daily. In today's article, I hope to inspire shortcut-oriented users by showing some really quick ways to add new rows in Excel. You'll also see how to solve this task using standard menus and Ribbon buttons and how to add empty rows between multiple data lines.
If you work in Excel actively, you know that most of the tables are constantly changing. Very often, they get modified when you add new details and as a result insert multiple empty rows for them. If you add rows below or above certain data in your spreadsheets every now and then, the standard Insert command looks like the most evident solution. However if pasting blank lines is your day-to-day or even hour-to-hour routine in Excel, insert-row shortcuts are by far more effective.
This article will be useful both for the shortcut people and for users who prefer standard Excel options located on the Ribbon and within different menu lists. You will find several solutions how to insert new rows in Excel with shortcuts and learn how to add blank rows between existing lines with data.
Insert multiple rows in Excel using the standard menu options
Below you'll find the most obvious ways for pasting blank rows which is employing the Insert functionality.
- Pick one or several rows where the blanks will appear. To do this, select the destination cells and use the Shift + Space shortcut to turn them into rows.
Tip. You can also select entire lines using the row number buttons. You'll see the number of the highlighted rows next to the last button.
- Go to the Home tab in Excel and click on the Insert icon.
You will see your table in Excel with the rows inserted below the necessary line.
You can get the same result if you use the Insert menu option. Please see the steps below.
- Select the cells where the empty rows need to appear and press Shift + Space.
- When you pick the correct number of rows, right-click within the selection and choose the Insert option from the menu list.
Tip. If your cells contain any formatting, use the Insert Options icon to match the format.
Again, you'll see multiple rows inserted in your table in Excel. Now you can enter the necessary details to get your report ready.
Excel - Insert row shortcuts to speed up pasting blanks
If you think that the ways described above are fast enough, check out the below options to see what is really quick. I'll share how to insert new rows in Excel with keyboard shortcuts.
The first shortcut I'd like to cover is the one repeating the Ribbon option Insert Sheet Rows.
- Select the necessary number of rows where the blank lines will appear by picking the corresponding cells and pressing Shift + Space. The current content will be moved down to make room for the new rows.
- Then press Alt + I. Then, holding the Alt button press R.
Voila! You can see the new rows added below. Please keep reading - the most interesting details are ahead.
Use numerical keypad shortcut to add rows in Excel
Even if you don't enter large amounts of numeric data, you can still benefit from using the number pad. The Excel insert row shortcut I show below will work only if you press the Plus key on the numerical keypad.
- Select the range in Excel to insert a new row. To do this left-click on the row number button next to the fist cell of the selection and extend the range keeping the left mouse button pressed.
- Now press Ctrl + Plus on the numerical pad.
If you prefer to use the main keyboard, you can get the same results if you use the Ctrl + Shift + Plus on the main pad.
Tip. If you need to add numerous rows at a time, like one or two hundred, take the advantage of the F4 button. It repeats your last action. For example, if you want to insert 100 empty rows, select a range with 10 rows, use the shortcut you like to insert the blanks and then just press F4 ten times.
Special shortcut to insert rows in Excel if there's data to the right of your table
Ctrl + Plus hotkey is fast and reliable, but if you have data to the right of your main table like on the screenshot below, it may insert blanks where you wouldn't like them to be and break the structure.
If that's your case, in this part you'll find a solution for inserting multiple new rows in your Excel table and keeping the structure of the data next to your list as is.
- Format your data as Excel Table using the shortcut Ctrl + T, or go to the Home tab -> Format as Table button and pick the style that suites you best.
You will see the Create Table dialog box that will help you select the necessary range.
That's how your data look like after being formatted as Excel Table:
- Now that your list is formatted, select a range within your table.
- Hold the Alt key, first press H, then press I and finally - A. This is a shortcut for the option Insert Table Rows Above.
Tip. You can achieve the same result if you select the necessary range and press Ctrl + Plus on the numerical keypad.
As you can see, new rows didn't appear between the rows to the right:
Add empty rows between multiple data lines in Excel
Suppose you have a report in Excel and need to insert a blank line between each of the existing rows in your table. There are two ways to solve this task - the first will work for relatively small lists and the second - for bigger ones.
If your spreadsheet is not so large, look at the steps below:
- Keep the Ctrl key pressed and manually select each row with data by clicking on the row number.
- Press the Insert button on the Ribbon or use any Excel shortcut I listed above to see the results.
The second option will suite better if you have a big data table.
- Create a helper column. Enter 1 and 2 in the starting cells, grab the fill handle and drag it to the last data cell.
- Now copy the series in the helper column and paste the range just below the last cell.
- Select the entire table, go to the Data tab in Excel and press the Sort button.
- On the window that will appear choose to sort by your Helper column (in my example its column D) -> Values -> Smallest to Largest.
- Click OK and see the results. Empty rows will appear between the lines with data.
Now you can delete the helper column.
That's it! You learned several shortcuts to insert multiple rows in Excel 2016, 2013, 2010 and other versions. Now you know all the fastest ways for adding blank rows to your data. I'll readily answer any questions you may have. Feel free to post your query below. Be happy and excel in Excel!
105 Responses to "Fastest ways to insert multiple rows in Excel"
I am inserting new rows to an existing spreadsheet and when I do that the row has no gridlines. Help?
File > Options > Advanced > Display Options for This Worksheet > Show Gridlines
Hi Doreen!
Thank you for your question. Most likely you have custom gridlines (color, size or style). For us me to be able to help you better, please email your workbook at support@ablebits.com
I have a two page worksheet. How can I insert a new row in the first sheet but the last row in the first worksheet will automatically go down to the next page below the header in the second page? Please help
Hello Denise,
You need a special macro for this task. I am really sorry we can’t help you with this. Please look for a solution on these forums: http://www.Mrexcel.com or http://www.excelforum.com
Thank you very very very much!
god bless you!
I was badly in trouble and was killing myself to find a way for inserting multiple blank rows in a huge list of data. thank you dude :)
Thank you so much for your feedback, Hamid,
Happy to hear you found the article helpful.
I m follow Add empty rows between multiple data lines in Excel sheet.
Very quickly create format option.
REgards,
Jaheer
Hello, Jaheer,
Please give me more details about the problem you have.
I have a huge spreadsheet containing unique names of genes in one of the columns, and information about the genes in the subsequent columns. These gene names sometimes have similar letters in their name. Eg. genes that start with the name LRRC and usually have a numerical value after them. I am trying to select the entire row of every gene whose name starts with LRRC (which are scattered in the spreadsheet) and then copy it into the new spreadsheet. How do I do this? I've tried finding all, selecting all of the genes, but this isn't time efficient, as there are often hundreds of genes with this same name...
Hello,
Please try our Advanced Find and Replace add-in:
Enter LRRC into the Find what field
Click Find all
Press Select cells and pick the option Select rows with all found entries.
Hi
Can you please tell me how do i insert multiple rows in odd numbers rows ( in row # 3,5,7,9......) in huge list of data? Thanks.
Please use the following macro to insert every other row from the first selected cell to the end of your data.
Sub InsertEveryOtherRow()
Dim rowNo, rowStart, rowFinish, rowStep As Long
Dim rng2Insert As Range
rowStep = 2
rowStart = Application.Selection.Cells(1, 1).Row + 1
rowFinish = (ActiveSheet.UsedRange.SpecialCells( _
xlCellTypeLastCell).Row * 2) - rowStart
Application.ScreenUpdating = False
Application.Calculation = xlCalculationManual
For rowNo = rowStart To rowFinish Step rowStep
ActiveSheet.Cells(rowNo, 1).EntireRow.Insert
Next
Application.ScreenUpdating = True
Application.Calculation = xlCalculationAutomatic
End Sub
If you are not very good at VBA, please see this article:
https://www.ablebits.com/office-addins-blog/2013/12/06/add-run-vba-macro-excel/
Thank you. This script helped me to insert multiple blank rows in between thousands of records I have. However, I had to run the macro multiple times to achieve my results. Is there a way to have custom selection? Say for example, I have 12 vendors and I want to insert 12 blank rows between each row. It would be nice if you have a parameter in the macro that inserts the rows based on that parameter.
Colums B&C are Merged in rows 1-23, when I insert rows in this section the merged formating does not carry over using format same as above or below. Is there a setting that can correct this? Please advise.
Is there a way to do this when the value changes - for example, I have 8 rows with "12345", then 8 rows of "54321" then 8 more of "92939". I would like to know if I can have a macro to insert blank rows between each "group" ?
I think this can work
Sub InsertEvery8th
Dim rowNo, rowStart, rowFinish, rowStep As Long
Dim rng2Insert As Range
rowStep = 8
rowStart = Application.Selection.Cells(1, 1).Row + 1
rowFinish = (ActiveSheet.UsedRange.SpecialCells( _
xlCellTypeLastCell).Row * 2) - rowStart
Application.ScreenUpdating = False
Application.Calculation = xlCalculationManual
For rowNo = rowStart To rowFinish Step rowStep
ActiveSheet.Cells(rowNo, 1).EntireRow.Insert
Next
Application.ScreenUpdating = True
Application.Calculation = xlCalculationAutomatic
End Sub
Thank you x 1 Million for this. Used it in 10 files varying depending on the file every 110th, 109th, or 99th. You have to add one more number than the total set you have. So if you want a Row added for every 99 entries, the value is 100.
It also adds a row before the first row after the header row. I'm sure this would be easy to code out, for me as a luddite it was only 10 files with 22,000 entries, so not a big deal to remove manually afterwards.
Its really helpful
I have an excel file in which I have 20 sheets, all with formulas that are connected to the first page. I want to be able to insert/delete lines on the first page and that line on all sheets to be inserted or deleted as well, how do I accomplish this?
Thanks,
No matter what, it greets me with "Excel cannot shift non-blank cells off of the worksheet....." :-(
Hello,
Sorry that you are having difficulties. Please have a look at this article with the steps how to resolve it:
https://support.microsoft.com/en-us/kb/305568
I would like to add 3 empty rows after each vendor that I have listed in a column, How do I do this?
Hello, Lori,
Most likely you need a macro or VBA. Sorry, I cannot help you with this.
Thanks a lot for the trick it really saved my time
Happy to hear that you fount the article helpful!
You're amazing!
Hi I am trying to insert two lines after each break in name change ome of my clients I have multiple times and some only once. Like subtotaling I want to add lines after each name change? Please help.
Hello, Sabina,
Most likely you need a macro or VBA. Sorry, I cannot help you with this.
is it posible to count excel rows with text, without counting the blank rows in between.. automatically??
Hello, Ran,
Please have a look at this article:
http://excelhints.com/2008/10/16/count-rows-with-data-in-a-macro/
Special shortcut to insert rows with copied data in Excel if there's data to the down of your table
Hello, Phani,
For us to be able to help you better, please send me a sample with your data in Excel.
Thanks.
Very helping.
Fantastic job with the last trick, I struggled with it so much to insert multiple rows between data. Very very handy!
Good job.
Thanks a ton.
Thank you for your feedback, Pavithra.
Wonderful tip, this was quite helpful for me, if you need multiple rows in between copy the additional colom as said above....suposse the additional column is filled with 1 to 5 Numbers...and now if you need to add 5 rows, just copy and paste to last cell 5 times the result will so
Example:
Text Additional column
A 1.00
b 2.00
c 3.00
d 4.00
e 5.00
1.00
2.00
3.00
4.00
5.00
After sorting with additional column you will find the result as below-
A 1.00
1.00
b 2.00
2.00
c 3.00
3.00
d 4.00
4.00
e 5.00
5.00
So,I Find this as the quickest method and helped me a lot in my daily job.
Thanks again
Thanks for sharing, Yogesh!
Thank you
loved th method thanks for sharing
I am using MS Excel v10. I am trying to step into my V.B. / Macro and add an entry that will insert a blank row after each line showing Total! Please tell me there is an easy way to do this. I am doing it manually now and when you have multiple sheets it becomes burdensome. Can you help me? Thanks, R, Dave
Hello, Dave,
Please have a look at the code in this topic:
http://answers.microsoft.com/en-us/office/forum/office_2007-customize/insert-a-blank-row-after-each-subtotal-line/6214472f-f4d9-4510-996f-f20bf3e883f8?db=5
To insert a blank row after each row that houses the word "TOTAL" down through your spreadsheet until "GRAND TOTAL"
1) At the top (under the MACRO TITLE), type "Dim inX As Integer" (exactly as written in the quotations).
2) At the end (between your last line in your MACRO and "END SUB", but on a different line), copy and paste the following:
inX = 2
Do Until Range("C" & inX) = "Grand Total"
If Right(Range("C" & inX), 5) = "Total" Then
Rows(inX + 1 & ":" & inX + 1).Insert Shift:=xlDown,CopyOrigin:=xlFormatFromLeftOrAbove
End If
inX = inX + 1
Loop
End Sub
thanx for soln. can you pls help inserting columns in similar way.
Hello,
We will consider this for one of our future articles.
It's always nice to find a solution that's both simple and innovative.
I coded something before I read this article but your solution was much smarter.
Thanks
I'm trying to download data to Excel 2010 but it stops and gives message that there's too much data. It is only allowing the 65K some rows. How do I get all my download into into one file? Thanx!!!!
Hello Deirdre,
Try to change a format of workbook.
File > Options > Save > Save file in this format: Excel Workbook (*.xlsx)
Please see more info:
http://answers.microsoft.com/en-us/office/forum/office_2010-excel/my-excel-2010-only-has-65536-rows-how-do-i-change/16811354-abad-41eb-bc65-049d47cfc553
it may also be useful:
Excel cannot complete this task with available resources error, Excel 2010
https://support.microsoft.com/en-us/kb/2655178
Hello. I have a spreadsheet that needs to have data entered every 6 months for many specific items. Is there an easy way to add a row after the last entry for each item in order to make room to add the newest data or do I have to manually insert a row every time for each item?
Ex:
A B C
OW-1 7/22/14 36.21
1/19/15 37.89
7/27/15 43.87
OW-2 7/22/14 46.19
1/19/15 44.24
7/27/15 51.89
OW-3 7/22/14 35.14
1/19/15 32.13
7/27/15 36.57
After posting my question, the format of the example shifted all of my data to to be left aligned. The item identifiers are in column A, dates in column B and data in column C (Note: the item identifier is only listed once at the first entry, therefore the proceeding rows only have data in column B and C.)
Hello Angela,
I recommend you find and select all cells that contains "OW" (hit Ctrl+F shortcut).
Then run the following macro to select entire rows of selected cells:
Sub SelectEntireRows()
Selection.EntireRow.Select
End Sub
Now, when the row selected, you can use the insert function described above.
thanks its really Work.
How do I create a series between each blank row I want to insert numbers 1 to 100 but I don't want to add each individually is there a short cut?
Hello Christian,
You can select multiple areas and fill it with numbers using the following macro:
Sub FillSelectedAreas()
Dim area As Range
Dim cell As Range
Dim i As Integer
For Each area In Selection.Areas
i = 1
For Each cell In area
cell.Value = i
i = i + 1
If i > 100 Then
Exit Sub
End If
Next
Next
End Sub
Hi,
I have a list of accounts and month end dates, below is a sample:
account end_date return
xxx-xxx-xxxx-1 Friday, May 31, 2013 -0.67
xxx-xxx-xxxx-1 Sunday, June 30, 2013 -0.36
xxx-xxx-xxxx-1 Wednesday, July 31, 2013 3.44
xxx-xxx-xxxx-1 Saturday, August 31, 2013 -2.23
xxx-xxx-xxxx-1 Monday, September 30, 2013 2.89
I am trying to insert rows for all of the days between each month end date. For example I want to insert a new row for June 1, June 2, June 3.... June 29. Can anyone help me out? Thanks.
i am trying to serial number 123 again 123 again 123 serial key plz send
THANKS
I neeD to add two rows but no empty rows. something like this:
Site Name Class Name Participant Name
Childplus CLEARWATER CENTER 4A CLEARWATER Ambrocio, Natalie
ELC
DIF
Childplus CLEARWATER CENTER 4A CLEARWATER Cordes, ALan
ELC
DIF
Childplus DUNEDIN CENTER 4B DUNEDIN Lopez, Carlos
ELC
DIF
I want insert at different location in data execel sheet. Insert row must be a particular named down row.
Thanks Guys... simple & crisp article which helped me save many hours and made my day... Appreciate your help
Thanks a lot your teaching was really useful.
Thanks for help. It's really helpful for my big data file.
THANK YOU, both work!
Thank you, the helper column did the job, plain and simple!
Thank you so much dear. 2nd method of entering rows multiple was much of a help. otherwise I would have wasted ma whole day to do that.
Genius and helpful thank you
Hi I know this is a very old thread. Is it still alive??
Thanks for your article! My question is how can I insert or delete a row and the other data maintain its numerical order. For example, if I insert a new row between numbered rows 5 and 6, how can I make sure that the new data is now numbered #5 and all of the subsequent or following data shifts up by one space and reflects its new position? So, in this case what used to be #5 in the list is now numbered #6?
Can anyone tell me how I can take the data below and create multiple rows for each column for the unique number. For Instance I need 3 rows for unique number 123, a row with Number, a row with current, and a row with amount.
Unique Number Current Amount
123 381.43 125.87 114.43
1234 50.37 55.41 50.37
12345 40.26 55.41 50.37
123456 44.8 59.29 0
234 647.31 194.19 176.54
2345 324.71 78.77 71.61
23456 324.71 238.7 71.61
234567 549.01 78.77 71.61
345 549.01 238.7 71.61
3456 42.99 65.71 59.74
34567 385.95 84.91 77.19
345678 385.95 308.76 77.19
456 0 84.91 77.19
4567 0 308.76 77.19
45678 119.47 65.71 59.74
Nice
Thankyou. This guide helping much
I have the following formula in my spreadsheet. I want to add 5 blank columns below - I'm trying to convert a horizontall organized spreadsheet into more vertical format.
Family name spouse (2 names vertically stacked) Children (up to 5 vertically stacked)
Here is the formula -
=OFFSET('All Members Master'!E4,(ROW(A1)-1)*1,0,1,1)
The family name needs 4 blank spaces below it to compensate for the space for up to 5 children.
I'm pretty good with formulas but haven't used macros before.
Thanks in advance.
WOW,
Thank you this worked for me,
"2.Now copy the series in the helper column and paste the range just below the last cell."
I have been using different trial versions of software.
but this has solved it.
Thanks
How I can insert multiple rows (15) for multiple enteries (5) at once simultaneously.
How I can insert multiple rows (10)to multiples enteries (6)in once simultaneously.
The Helper column thing is such an ingenious workaround! Kicking myself, why didn't I think of that. lol
The Helper column thing is such an ingenious workaround! Kicking myself, why didn't I think of that. lol
Thanks a lot for the blank lines inserting idea. Saved me a lot of time!
Thank you so much. You helped me like an angel.
Very helpful, thank you
Hello,
I am preparing packing list in excel. For the details of every 1 container i need 1 row in my format of packing list. So if i entered the details for number of containers, rows should be automatically added or deleted as per my requirement. Can it be happen?
Hello,
I'm afraid there's no easy way to solve your task with a formula. Using a VBA macro would be the best option here.
However, since we do not cover the programming area (VBA-related questions), I can advice you to try and look for the solution in VBA sections on mrexcel.com or excelforum.com.
Sorry I can't assist you better.
how to insert 20 rows after filtered data
Thank you so much. 2nd method of entering rows multiple was much more help and save my time.
How do I insert blank rows after rows of each product when rows of data are different per product in a series of many products?
Product no Description Price
00001 SR1500 Gl77 1000.00
00001 SR1530 LGA2 50.00
00001 SR1250 GHV1 500.00
00002 SR1325 BNJ3 1200.00
00002 SR2001 NBD4 1356.00
00003 SR2658 MNJ1 4589.00
00003 SR1236 NBH9 1254.00
Hello,
I'm formatting a spreadsheet using List Data Validation in some cells and things like Date formatting in other cells for quicker fill out. This spreadsheet data will grow every time by adding a new row of information. Is there a way to automatically insert a new formatted row once a new row of information is filled? I always want to have just one empty formatted row below my last filled-out row without having to copy and paste row formatting every time.
Thank you very much!
this article of inserting rows in columns was very helpful
Hi , I am working with a large dataset & want to insert 10 blank rows between each row. I tried to manipulate the vba code posted by Alexander as another poster seemed to have a similar problem, but I can't get it to work! Please help (code I tried to manipulate below):
Sub InsertEveryOtherRow()
Dim rowNo, rowStart, rowFinish, rowStep As Long
Dim rng2Insert As Range
rowStep = 2
rowStart = Application.Selection.Cells(1, 1).Row + 1
rowFinish = (ActiveSheet.UsedRange.SpecialCells( _
xlCellTypeLastCell).Row * 2) - rowStart
Application.ScreenUpdating = False
Application.Calculation = xlCalculationManual
For rowNo = rowStart To rowFinish Step rowStep
ActiveSheet.Cells(rowNo, 1).EntireRow.Insert
Next
Application.ScreenUpdating = True
Application.Calculation = xlCalculationAutomatic
End Sub
Please advise! Thanks :-)
Sir/mam
4 Rows after 1 blank row insert its possible for Microsoft excel please advise me
I've created an Excel workbook that has tabs for each month of the year and several timesheets on each monthly worksheet for each employee. The timesheets include different projects and in alternating columns(one column has the number of hours, the next column to the right has a letter to signify the phase. What I would like to do is calculate for each project, how much time is being spent on each phase for the entire year. I'm not sure how to go about this. Is this something a Pivot Table would be suitable for?
I've created an Excel workbook that has tabs for each month of the year and timesheets on each monthly worksheet for each employee. They include different projects and in alternating columns(one column for each date has the number of hours, the next column to the right of it has a letter to indicate the phase. What I would like to do is calculate for each project, how much time is being spent on each phase for the entire year.What's the best way to do this?
please I have more than 500,000 data in a single column. I want the content in each column to be repeated 6x and an empty column to separate or mark the begin of each column...
please how can I do this? it is seriously giving me headache, I can't go through the stress of doing it manually...
thanks in advance.
Hi Maria,
This is very helpful.
How can I do If I do not want to insert new row all.
I want to insert new row for certain cells.
For instance, I have 100,000 items. And I want to insert new row under 300 items.
How do I do that?
Thanks in advance.
Thank you Maria!!
Very helpful. Inserting blank rows after each row with sorting saved a lot of time.
how i can add 7 rows of each cell.
Hi,
Can you please tell me how to add row(s) after a gap of rows in a large database in a go.
E.g. I need to add a row in a large database after every 10th row. How to add ?
Regards,
Ghizali Ahmed
I seek to insert as many no of rows as mentioned in Quantity column in a list (sample of which) as referred below
Asset Cap-date Use Asset description Quantity
100010 20-06-2014 94 SEZ Land 50
200001 18-01-2002 60 Helipad and pathway at sit 1
200004 09-04-2004 60 Drains 60
How I can automate insertion of exact no of rows as mentioned in quantity column underlying each row.
Thanks
You guys are awesome. My life and multiple career spreadsheets are little, but still imp to me. :)
Thanks for making my day a whole lot better.
xx
Lizzi Tremayne Author
Wonderful ! Simple application of basics !
Thank you
I need to add a row in between which I now how to do it if these are blank rows.
But...i need to add a row in between, all with the letter C in it (not blank rows).
Please HELP!
Dude, thank you so much. You saved me so much time.
Wow, its like miracle for me, saved my 60 min
I have 100 names one below the other , i need to 40 rows for all names.
How do i do that?
Question. I have a spreadsheet with data that needs to be made into a chart. However, they would like very obvious spacing between some of the data so it looks like three separate data sets in one chart. The only way we could think of to do this was to add a blank column between the columns we wanted separate. The problem is when you show the Data Table, there are now black columns in that too. So, is there a way to do this so it doesn't look silly? Either adding space between columns (padding didn't work) or manually removing the empty column from the Data Table.
Thanks. Very Helpful