What Is Insert Rows In Google Sheets?
Insert Rows in Google Sheets allows users to insert a single or multiple rows into an existing dataset which helps in structuring and organizing the dataset. Using the Google Sheets Insert Rows, users can further delete, hide, unhide and move rows and increase or decrease row-height, according to the entered data.
For example, we have the student scores given below against their names. To add another row of student data, let us use the Google Sheets Insert Rows to insert a row and enter the new data.
Select Row 6 and insert one Row above, i.e. between Rows 5 and 7, as shown below.
The resulting dataset is shown above. We have a new row inserted after ow 5 and it takes the name as Row 6. And the previous Row 6 becomes Row 7. Now, we have a new row to add the student data.
Key Takeaways
- Insert Rows in Google Sheets is a feature to insert an extra row or multiple rows in an existing dataset to enter missed or new data. It can be performed in various ways such as, using the Insert tab, using the right-click method and even by using Macros.
- While resizing a row, we will not select the first option, i.e., “Enter new row-height in pixels. (Default: 100)” option, in the “Resize row” dialog box. It is because, we will not be able to get the width in pixel. Also, the entered data in the dataset may vary in size. Therefore, selecting the “Fit to data” option is always recommended.
- By default, we do not have the Unhide option. However, once we hide any rows, immediately the “Unhide rows” option appears in between the “Hide” and the “Resize” options, that we get when we right-click on the Row names.
Shortcut Keys To Insert Rows In Google Sheets
The Shortcut Keys to Insert Rows in Google Sheets are as follows:
- To insert a row above –
- Select a row and press the keys “Ctrl+Alt+Shift+=”. Or
- Select a row and press the keys “Alt+i”, then “r”, then “r”.
- To insert multiple rows above –
- Select a row and press the keys “Alt+i”, then “r”, then “r” and repeat until we insert the required rows.
- Select as many rows as many we want to insert and then press the keys “Alt+i”, then “r”, then “r”. [For example, if 2 rows must be inserted, then select 2 rows and apply the shortcut.]
- To insert a row below – Select a row and press the keys “Alt+i”, then “r”, then “b”.
- To insert multiple rows above –
- Select a row and press the keys “Alt+i”, then “r”, then “b” and repeat until we insert the required rows.
- Select as many rows as many we want to insert and then press the keys “Alt+i”, then “r”, then “b”. [For example, if 2 rows must be inserted, select 2 rows and apply the shortcut.]
How To Insert Rows In Google Sheets?
A few ways to Insert Rows in Google Sheets are,
- Using the Right-Click on the Row.
- Using the Insert Tab.
Method #1 – Using the Right-Click on the Row
Step 1: Select the Row name, here Row 3, where we want to Add a Row.
Step 2: Right-click and select “Insert 1 row above” or “Insert 1 row below”, as required, to insert a row, as shown below.
Method #2 – Using the “Insert” tab
Step 1: Select the Row name, here Row 3, where we want to Add a Row.
Step 2: Select the “Insert” tab – click the “Rows” right-arrow – select “Insert 1 row above” or “Insert 1 row below”, as required, as shown below.
Examples
We will perform the below mentioned work-arounds as Insert Rows in Google Sheets examples,
- Insert Multiple Rows in Google Sheets.
- Alternate Method to Insert Rows in Google Sheets.
- Delete and Clear Rows in Google Sheets.
- Insert multiple rows in Google Sheets using Macros.
Let us consider the following employee details dataset that consists of the employee names, their IDs, departments and January to June salaries and perform the above-mentioned modifications for the dataset.
Example #1 – Insert Multiple Rows in Google Sheets.
Remember that we have the option to insert one row above or below when we click on a Row name, as we learnt earlier. Therefore, to insert multiple rows, we must select that many rows and insert. We will understand that better with the example.
The steps to Insert Multiple Rows in Google Sheets are as follows,
Step 1: Select Rows 7 and 8 – right-click to see the available options, as shown below.
Step 2: Select the “Insert 2 rows above” option to get the following modified dataset. The rest of the dataset moved to the corresponding rows.
Example #2 – Alternate Method to Insert Rows in Google Sheets.
We will use the Insert tab method to Insert Rows in Google Sheets as follows,
The steps to Insert Rows in Google Sheets are as follows,
Step 1: Choose rows 1 to 4 – select the “Insert” tab – click the “Rows” right-arrow, to see the options available, as shown below.
Step 2: We see that we can insert 4 rows above and below as we have selected 4 rows. Therefore, select the “Insert 4 rows below” option to get the following modified dataset. The rest of the dataset moves to the corresponding rows.
Example #3 – Delete and Clear Rows in Google Sheets
The steps to Delete and Clear Rows in Google Sheets are as follows:
Step 1: Scenario 1 – To delete rows: Select the row to delete, here rows 7 and 8 – right-click and select the “Delete rows 7 – 8” option, as shown below.
The updated dataset is shown below, where rows 7 and 8 are deleted and the other rows have moved up.
Step 2: Scenario 2 – To clear rows: Select the rows to clear, here rows 2 and 3 – right-click and select the “Delete row” option, as shown below.
The dataset is updated as shown below, where only the data in the rows 2 and 3 are cleared and the dataset is untouched.
Example #4 – Insert multiple rows in Google Sheets using Macros.
Macros are a set of instructions that automate repetitive tasks, such as formatting cells, entering data, or generating reports that helps save time and reduce errors.
The steps to Insert multiple rows in Google Sheets using Macros are as follows:
Step 1: Choose rows 5 to 8 – select the “Extensions” tab – click the “Macros” option right-arrow – select the “Record macro” option, as shown below.
Step 2: Immediately the window shown below opens and the recording starts. We can perform the necessary actions.
Step 3: Since we have already selected rows – go to the “Insert” tab – click the “Rows” option right-arrow – select the “Insert 3 rows above”, as shown below.
The updated dataset will appear, as shown below.
Step 4: All this time the steps performed are getting recorded. Now, click the “Save” button.
Step 5: The “Save new macro” window appears. Save the macro with a name as “Insert Multiple Rows” in the “Name” field and click the “Save” button, as shown below.
Step 6: Once, we Insert multiple rows in Google Sheets using Macros, let us open and view the saved macro. Therefore, select the “Extensions” tab – click the “Macros” option right-arrow – select the “Insert Multiple Rows” option because that is the name of the Macro created, as shown below.
Important Things To Note
- When we cut a row, ensure to insert a new row before pasting the cut cells. Or else it will get pasted on the existing data. Meaning, it will overwrite the data.
- If the rows are hidden, when we copy data and paste it, the hidden rows, by default, will get copy-pasted.
- If we select one row, then, we get option to insert only one row. To insert multiple rows, select that many rows and then we can see the option to insert that many rows to the left or to the right.
- The same holds good while deleting the rows. Multiple rows give us multiple rows delete option.
Frequently Asked Questions (FAQs)
A few reasons the Insert Rows in Google Sheets may not work are,
• To add multiple rows, we have just selected one row. And so, we have adding one row to left or right option, available.
• We are trying to Unhide Rows, when we have not hidden any data yet.
• We have modified the dataset. And so, the Row names have changed.
A few points to remember when moving rows in Google Sheets are,
• Ensure to use the “Cut” option and not the “Copy” option, when we want to move a Row.
• Before pasting, insert or add a new row. Or else, the existing row data will be overwritten.
• Unlike Excel, we do not have the insert cells option in the google sheets. Therefore, use the “Paste” option.
The procedure to Hide and Unhide Row in Google Sheets are as follows:
First, select row 3 – right-click on the selection and choose the “Hide row” option, as shown below.
The modified dataset appears with up and down arrows in-between the Row Names 2 and 4.
Step 2: The unhide option appears, only if there are hidden rows. We can see in the previous image, in Step 1, after Hide option, we have Resize option.
To Unhide the rows, select rows 2 and 3 – right-click on the selection and choose the “Unhide rows” option, that appears between the Hide and Resize options, as shown below.
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