Excel Tutorial: How To Change Order Of Rows In Excel


Organizing and reordering rows in Excel is an essential skill for anyone working with data. Whether you are managing a large dataset or trying to present information in a clear and concise manner, the ability to change the order of rows can make a significant difference in your efficiency and the overall clarity of your work. Removing blank rows can also greatly improve the accuracy of your data analysis and the professionalism of your presentations. In this tutorial, we will explore how to effectively change the order of rows in Excel and the benefits of keeping your data organized.

Key Takeaways

  • Organizing and reordering rows in Excel is crucial for data management and presentation clarity.
  • Removing blank rows can greatly improve data analysis accuracy and professionalism.
  • Understanding the default order of rows in Excel and common scenarios for reordering is essential.
  • Using functions, shortcuts, and the "Sort" feature can greatly improve efficiency in reordering rows.
  • Maintaining consistency and accuracy is key when organizing and reordering rows in Excel.

Understanding the current order of rows in Excel

Excel is a powerful tool for organizing and analyzing data, and understanding how it organizes rows is essential for efficient data management.

A. Explain how Excel organizes data by default

By default, Excel organizes data in a worksheet in consecutive rows, starting with row 1 and extending downwards. This default order is based on the order in which the data is entered into the worksheet.

B. Provide examples of common scenarios where reordering rows is necessary
  • When working with a dataset, you may need to reorder rows to group similar items together or to sort the data in a specific order.

  • When collaborating with others on a shared Excel file, you may need to reorder rows to align with a different structure or formatting preference.

  • When importing data from an external source, the default order may not align with the desired order, requiring reordering of rows.

Removing blank rows in Excel

Blank rows in an Excel dataset can cause a variety of issues, including errors in calculations, confusion in data analysis, and difficulties in generating reports. It is important to identify and remove these blank rows to ensure the accuracy and reliability of your data.

Explaining the potential issues with having blank rows in a dataset

  • Data inaccuracies: Blank rows can interfere with calculations and lead to inaccurate results.
  • Data analysis confusion: When conducting data analysis, blank rows can create confusion and misinterpretation of the data.
  • Report generation difficulties: Blank rows can disrupt the process of generating reports, leading to inefficiencies and delays.

Provide step-by-step instructions on how to identify and remove blank rows in Excel

Follow these steps to identify and remove blank rows in your Excel dataset:

  • Step 1: Open your Excel workbook and navigate to the worksheet containing the dataset with blank rows.
  • Step 2: Click on any cell within your dataset to select it.
  • Step 3: Press Ctrl + A on your keyboard to select the entire dataset.
  • Step 4: Click on the Data tab in the Excel ribbon.
  • Step 5: In the Edit group, click on Find & Select, then choose Go To Special.
  • Step 6: In the Go To Special dialog box, select the option for Blanks and click OK.
  • Step 7: Excel will now select all the blank cells in your dataset. Right-click on any of the selected cells and choose Delete.
  • Step 8: In the Delete dialog box, select Entire row and click OK.
  • Step 9: Your blank rows have now been removed from the dataset.

Changing the order of rows in Excel

When working with data in Excel, it is often necessary to change the order of rows to better analyze or present the information. There are several methods for reordering rows in Excel, including manual sorting and using the "Sort" feature.

Discuss the various methods for reordering rows in Excel

  • Manual sorting: One way to change the order of rows in Excel is by manually dragging and dropping the rows into the desired order. This can be done by selecting the row number on the left side of the spreadsheet and dragging it to the new position.
  • Using the "Sort" feature: Excel also provides a built-in feature for sorting data. By selecting the entire dataset and using the "Sort" feature, users can specify the criteria for sorting the rows, such as by numerical value, date, or alphabetical order.

Provide tips for efficiently reordering rows, especially for large datasets

  • Use the "Sort" feature for large datasets: When working with a large amount of data, manually sorting rows can be time-consuming and prone to errors. Utilizing the "Sort" feature in Excel allows for quick and accurate reordering of rows based on specific criteria.
  • Utilize filters: Excel's filtering feature can be used to temporarily rearrange rows based on specific criteria, making it easier to analyze and manipulate the data without permanently changing the order of the rows.
  • Consider using custom sort orders: For datasets with non-standard sorting requirements, Excel allows users to create custom sort orders to better organize the rows based on specific values or categories.

Excel Tutorial: How to Change Order of Rows in Excel

Reordering rows in Excel can be a time-consuming task, especially when dealing with large datasets. Fortunately, there are several functions and shortcuts in Excel that can help you quickly and efficiently reorder your rows. In this tutorial, we will introduce some useful Excel functions and shortcuts for quick reordering and provide examples and explanations of how these can be applied to different scenarios.

Introduce Useful Excel Functions and Shortcuts for Quickly Reordering Rows

  • Drag and Drop: One of the simplest ways to reorder rows in Excel is by using the drag and drop method. You can simply click and hold on the row number and drag it to the desired position.
  • Cut and Paste: Another method is to use the cut and paste function. Select the rows you want to move, right-click and select "Cut," then navigate to the new location and right-click again and select "Insert Cut Cells."
  • Sort Function: Excel's sort function allows you to rearrange rows based on the content of a specific column. You can sort in ascending or descending order, and even create custom sort orders.
  • Filter Function: Using the filter function in Excel, you can easily filter and sort rows based on specific criteria, and then rearrange them accordingly.

Provide Examples and Explanations of How These Functions and Shortcuts Can Be Applied to Different Scenarios

Let's consider a scenario where you have a dataset of sales figures for different products and you want to reorder the rows to display the highest sales at the top:

  • Drag and Drop: You can use the drag and drop method to manually rearrange the rows to place the highest sales figures at the top.
  • Sort Function: Alternatively, you can use the sort function to sort the rows based on the sales figures column in descending order, automatically placing the highest sales at the top.

In another scenario, let's say you have a list of tasks in a project and you want to reorder them based on their priority:

  • Drag and Drop: You can use the drag and drop method to manually reorder the rows based on their priority, moving the most important tasks to the top.
  • Filter Function: Using the filter function, you can filter the tasks based on their priority and then rearrange them accordingly.

By using these functions and shortcuts, you can efficiently reorder rows in Excel to better organize and analyze your data.

Best practices for organizing and reordering rows

When working with data in Excel, it is important to maintain consistency and accuracy when reordering rows. This ensures that the information remains organized and easy to understand for anyone reviewing the data.

Discuss the importance of maintaining consistency and accuracy when reordering rows

  • Consistency in the arrangement of rows helps in easy navigation and understanding of the data.
  • Accuracy ensures that the information is correctly placed in its designated order.

Provide tips for avoiding common errors and pitfalls when reordering rows in Excel

  • Always double-check the data before reordering rows to avoid any mistakes.
  • Use the "Cut" and "Insert Cut Cells" feature in Excel to rearrange rows without losing any information.


In this tutorial, we covered the important steps for changing the order of rows in Excel. We discussed how to select and move rows, as well as how to insert and delete rows to reorganize data. It's essential to practice and apply these tips and techniques to efficiently manage your data in Excel. By using these methods, you can save time and enhance your productivity when working with large datasets.

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