How to Insert a Row in Excel

Microsoft Excel is a powerful tool that is used across industries for its simplicity and intuitive functionality. One main advantage of Excel is that it allows you to perform the same operation in multiple ways, depending on what is easiest for you at the moment. 

When you are working with a large dataset with thousands of entries, you need to know how to insert a row in Excel to be able to add new entries or update reports efficiently. In this blog, we shall explore the various ways you can do that, from a simple shortcut to even advanced VBA techniques. By the end, you’ll know exactly which method suits your workflow, how to avoid common errors, and get the job done faster.

Table of contents:

Easiest Ways to Insert Multiple Rows in Excel

Excel provides various ways to complete the same operation depending on your specific needs. Whether you prefer using the mouse, keyboard shortcuts, or advanced tools like the Name Box to add multiple rows in Excel, you’ll find a solution that fits your workflow.

Method 1: Insert Multiple Rows Using the Ribbon Menu

The Ribbon Menu offers the best way to insert a row in Excel. It is very beginner-friendly and allows for inserting rows with only a couple of clicks.

Steps:

• Highlight existing rows to select the number of rows you want to add.
  Example: To insert 3 new rows, select 3 existing rows by clicking their row numbers on the left.
• Navigate to the Home tab on the top Ribbon.
• Click on the Insert dropdown in the Cells group.
• Choose “Insert Sheet Rows”.
• You can also right-click the selected rows and choose Insert from the context menu for a quicker approach.

Method 2: Insert Multiple Rows using Shortcut Keys in Excel

Keyboard shortcuts make life in Excel much easier. If speed is your number one priority, then you cannot go wrong with the shortcut key to insert multiple rows in Excel. 

Steps:

• Select the number of rows where you want to add new ones.
• For instance, to insert five rows, highlight five existing rows by clicking their row numbers on the left.
• Press Ctrl + Shift + “+” (hold down Ctrl and Shift, then tap the plus key).
• Excel will insert the new rows directly above your current selection.

Method 3: Insert Multiple Rows using Copy-Paste

The copy-paste method is useful when you want to duplicate existing row data to another row or insert several identical blank rows. It’s a bit more manual but incredibly useful in certain situations.

Steps to Insert Blank Rows:

• Select any blank row in your sheet.
• Right-click and choose Copy (or press Ctrl + C).
• Select the number of rows where you want to insert the copied row.
• Right-click the selection and choose Insert Copied Cells.

To avoid overwriting data, make sure to insert the copied cells before any important rows, not over them.

Method 4: Insert Multiple Rows Using the Name Box

The Name Box method is a lesser-known way to add rows in Excel, but it still gets the job done. It comes in handy when you need to add a large number of rows at once. 

Steps:

• Click the Name Box on the left of the formula bar.
• Input the range of rows you want to select.
  Example: To insert 10 rows starting from row 5, type 5:14 and press Enter.
• Excel will highlight those 10 rows.
• Right-click and choose Insert.

Combine this method with the keyboard shortcut (Ctrl + Shift + “+”) for even faster results.

How to Add a Row in Excel Tables

Inserting rows in an Excel table (structured table) is a little different than inserting rows into a regular range. Excel Tables have built-in behavior that maintains formatting, formulas, and references.

1. Insert Using Tab Key

• Click in the last cell in the table and press Tab.
• Excel will automatically insert a new row with the same formatting and formulas.

2. Insert from Right-Click Menu

• Right-click on any row number inside the table.
• Choose Insert → Table Rows Above or Table Rows Below.

3. Insert Using Ribbon

• Click anywhere inside the table.
• Go to the Table Design tab.
• Choose Table Row Above or Below from the Insert menu.

How to Insert Non-Adjacent Rows in Excel

Inserting multiple non-adjacent rows in Excel isn’t as straightforward as inserting a block of rows. But you can still achieve this using a manual process.

Using Ctrl + Click to Select Non-Adjacent Rows

1. Hold down the Ctrl key.
2. Click the row numbers for each spot where you want to insert a new row.
   Example: Click row 4, row 7, and row 10.
3. Right-click on a selected row number to open the context menu.
4. Choose Insert.

How to Insert a Row Above or Below a Selected Row in Excel

The most common scenario for inserting rows in Excel is to add a row above or below a specific row. This is a simple process in Excel.
Insert a Row Above a Specific Row

• Right-click the row number on the left of the row where you want to insert a new one above.
• Click Insert.
• Excel will insert a blank row above the selected row.

Insert a Row Below a Specific Row

Excel doesn’t directly offer an “Insert Below” option, but here’s a quick workaround:

• Right-click the row number of the row below where you want the new row to appear.
• Select Insert — Excel inserts the row above this, effectively placing it below your intended row.

Advanced Excel VBA Trick to Insert Rows in Excel

An Excel VBA (Visual Basic for Applications) can be used to execute complex logic-based row insertion. For example, if you want to add a row above and/or below every existing row, using VBA would be the most efficient approach.

Step-by-Step:

1. Press Alt + F11 to open the VBA Editor.
2. Click Insert → Module.
   

   

3. Paste the following code:

Sub InsertRowsBetween()

    Dim i As Long
    Dim lastRow As Long
    
    lastRow = Cells(Rows.Count, 1).End(xlUp).Row
    
    For i = lastRow To 2 Step -1
        Rows(i).Insert
    Next i
End Sub

4. Press F5 to run the code.

Excel Cheat Sheet to Add Rows

Conclusion

Inserting rows in Excel, even though a simple concept, can get overwhelming when you are working with a large dataset. In this blog, we have discussed the various ways in which we can insert a row in Excel, from keyboard shortcuts to even advanced Excel VBA. Remember to use what you have learned in real-world scenarios and check out our advanced Excel course for a more in-depth understanding.

How to Insert a Row in Excel – FAQs