How to Insert Multiple Rows in Excel
Quick methods to insert one or multiple rows and columns in your spreadsheets
Quick Answer
Single row: Right-click row number → Click Insert.
Multiple rows: Select the number of rows you want to insert → Right-click → Click Insert. Excel inserts that many rows above your selection.
Keyboard shortcut: Select rows → Press Ctrl + Shift + + (Windows) or Cmd + I (Mac)
Method 1: Right-Click Menu (Easiest)
Insert Single Row:
- 1.Click the row number where you want the new row (new row will appear above this)
- 2.Right-click the row number
- 3.Click Insert from the context menu
- 4.A new blank row appears above the selected row
Insert Multiple Rows:
- 1.Click the first row number
- 2.Hold Shift and click the last row number to select multiple rows
- 3.Example: To insert 5 rows, select 5 consecutive row numbers
- 4.Right-click the selection
- 5.Click Insert
- 6.Excel inserts the same number of blank rows above your selection
Key Rule: The number of rows you select = the number of rows Excel inserts.
Best For:
- Quick single or multiple row insertion
- Visual selection of insertion point
- Most intuitive method for beginners
- Works the same for columns
Method 2: Keyboard Shortcuts (Fastest)
Windows
Ctrl + Shift + +Press Ctrl and Shift, then press + (plus key)
Mac
Cmd + IOr Control + I
Step-by-Step:
- 1.Select the row(s) where you want to insert
- 2.Press the keyboard shortcut
- 3.Rows are inserted immediately
Note for Windows: If Ctrl+Shift++ doesn't work, try Ctrl++ (without Shift) or check your keyboard layout settings.
Method 3: Home Tab Ribbon
Step-by-Step Instructions:
- 1.Select row(s) where you want to insert
- 2.Click Home tab
- 3.Click Insert dropdown in the Cells group
- 4.Choose Insert Sheet Rows
Ribbon Options:
- Insert Cells: Opens dialog for detailed insertion options
- Insert Sheet Rows: Inserts entire rows
- Insert Sheet Columns: Inserts entire columns
Method 4: Insert Cells Dialog (Advanced Control)
For more control over what gets inserted and how existing data shifts, use the Insert dialog.
Step-by-Step Instructions:
- 1.Select a cell or range where you want to insert
- 2.Right-click → Insert... (with ellipsis)
- 3.Choose an option:
- • Shift cells right: Inserts cells and pushes existing data right
- • Shift cells down: Inserts cells and pushes existing data down
- • Entire row: Inserts complete rows
- • Entire column: Inserts complete columns
- 4.Click OK
When to use: When you need to insert cells within a row rather than entire rows, or control how data shifts.
How to Insert Columns (Same Methods)
Inserting columns works exactly the same as inserting rows - just select column letters instead of row numbers.
Quick Guide:
- 1.Single column: Click column letter → Right-click → Insert
- 2.Multiple columns: Select multiple column letters → Right-click → Insert
- 3.Shortcut: Same as rows (Ctrl+Shift++ on Windows, Cmd+I on Mac)
Remember: New columns appear to the LEFT of your selection, new rows appear ABOVE your selection.
Tips & Best Practices
Common Issues & Solutions
Insert option is greyed out?
Worksheet is protected. Go to Review tab → Unprotect Sheet (may require password)
Inserted wrong number of rows?
Press Ctrl+Z immediately to undo. The number of rows you select = number inserted.
Formulas broke after insertion?
Check if you used absolute references ($A$1) which don't update. Use relative references (A1) or structured references in Tables.
Can't insert at end of data?
Excel has row limit (1,048,576). If you're near the bottom, you can't insert more rows.
Want to insert rows with specific data?
Insert blank rows first, then copy/paste data, or use VBA for automated insertion with data.