Shortcuts in Excel to Insert Row


Excel is a powerful tool for data analysis and organization. It allows users to input, calculate, and manipulate data efficiently, making it indispensable for businesses and individuals alike. Whether you're a financial analyst, a project manager, or a student, mastering Excel can greatly enhance your productivity and decision-making. One crucial skill in Excel is the ability to insert rows, which allows you to insert new data or expand existing information. However, constantly navigating through menus and using mouse clicks to insert rows can be time-consuming. That's where shortcuts come in. Knowing the right shortcuts in Excel can save you time and make your data manipulation tasks even more efficient.

Key Takeaways

  • Mastering Excel and its shortcuts can greatly enhance productivity and decision-making.
  • Knowing the right keyboard shortcuts can save time and make data manipulation tasks more efficient.
  • Mouse shortcuts provide an alternative method for inserting rows in Excel.
  • Creating custom shortcuts can further streamline the process of inserting rows.
  • Removing blank rows is important for data cleanliness and accuracy.

Keyboard Shortcuts

Using keyboard shortcuts can significantly enhance your efficiency and productivity in Excel. By memorizing and implementing these shortcuts, you can save valuable time that would otherwise be spent navigating through menus and performing repetitive tasks. In this chapter, we will explore some commonly used keyboard shortcuts specifically for inserting rows in Excel.

List of Keyboard Shortcuts for Inserting Rows in Excel

Below are some frequently used keyboard shortcuts for inserting rows in Excel:

  • Ctrl + Shift + "+" (Plus Sign): This keyboard shortcut allows you to quickly insert a new row above the currently selected row. It is a convenient way to add additional rows to your spreadsheet without interrupting your workflow.
  • Ctrl + Shift + "=" (Equal Sign): Another commonly used keyboard shortcut for inserting rows is Ctrl + Shift + "=", which inserts a new row below the current selection. This shortcut provides a seamless way to add rows while keeping your focus on the data you are working with.
  • Alt + Shift + "+" (Plus Sign): Alt + Shift + "+" is an alternative keyboard shortcut for inserting rows above the selected row. It offers flexibility, allowing you to choose the most suitable shortcut based on your preference or the specific task at hand.

By incorporating these keyboard shortcuts into your Excel workflow, you can streamline the process of inserting rows and improve your overall productivity. They eliminate the need for manual navigation and ensure a smoother experience when working with large data sets.

Mouse Shortcuts

When working with Excel, there are a variety of shortcuts available to help streamline your tasks. One such shortcut is using the mouse to quickly insert rows. This alternative method can be particularly useful if you prefer using the mouse over keyboard shortcuts. Below, we will discuss the steps to access the Insert command using the mouse.

Steps to Access the Insert Command Using the Mouse

  • Step 1: Click on the row number where you want to insert a row.
  • Step 2: Right-click on the selected row number.
  • Step 3: From the context menu that appears, select "Insert."

By following these simple steps, you can quickly insert a row in Excel using your mouse. This method allows for greater precision and control, as you can visually select the specific row where you want to insert new data.

Custom Shortcut

Creating custom shortcuts in Excel can be a game-changer for increasing efficiency and speeding up your workflow. By assigning a specific keyboard combination to a frequently used action, such as inserting rows, you can quickly perform the task without having to navigate through multiple menus and options. Here's how you can create a custom shortcut for inserting rows:


  1. Go to "File" and select "Options."

    Start by clicking on the "File" tab in the Excel ribbon, located at the top left corner of the screen. In the dropdown menu, select "Options" to open the Excel Options dialog box.

  2. Click on "Customize Ribbon" and then "Customize."

    In the Excel Options dialog box, you will see a list of categories on the left side. Click on "Customize Ribbon" to access the customization options for the Excel ribbon. Then, click on the "Customize" button below the list of categories.

  3. Under "Choose commands from," select "All Commands."

    In the Customize dialog box, you will find a dropdown menu labeled "Choose commands from." Click on it and select "All Commands" from the list. This will display a comprehensive list of all available commands in Excel.

  4. Scroll down to find "InsertRow" and click on it.

    Scroll through the list of commands until you find "InsertRow." This command allows you to insert a new row in your Excel worksheet. Once you locate it, click on it to select it.

  5. Click on "New Shortcut Key" and assign a desired keyboard combination.

    At the bottom of the Customize dialog box, you will see a button labeled "New Shortcut Key." Click on it to open the Customize Keyboard dialog box. In the box labeled "Press new shortcut key," type the desired keyboard combination for your shortcut. For example, you can use "Ctrl + Shift + R."

  6. Click "Assign" and then "Close" to save the custom shortcut.

    After typing the desired keyboard combination, click on the "Assign" button in the Customize Keyboard dialog box to assign the shortcut to the "InsertRow" command. Finally, click "Close" to save the custom shortcut and exit the dialog boxes.

By following these steps, you can create a custom shortcut in Excel to quickly insert rows in your worksheets. This will save you time and effort, allowing you to focus on the more important aspects of your work. Mastering custom shortcuts can significantly enhance your productivity and make you a more proficient Excel user.

Shortcut Alternatives

In addition to using keyboard shortcuts, there are several other techniques you can employ to quickly insert rows in Excel. These alternative methods can be useful in specific scenarios, providing you with more flexibility and convenience when managing your spreadsheet.

a. Using the "Insert" button in the "Cells" group on the Excel ribbon

If you prefer using the mouse to navigate through Excel's interface, you can take advantage of the "Insert" button located in the "Cells" group on the Excel ribbon. Here's how:

  • Select the row above which you want to insert a new row.
  • Click on the "Insert" button in the "Cells" group on the Excel ribbon.
  • A new row will be inserted above the selected row.

This approach provides a straightforward and intuitive way to insert rows, especially for users who are more comfortable with visual cues and graphical elements.

b. Utilizing the "Right-click, Insert" option directly on a selected row

If you prefer using context menus and the right-click functionality, you can directly insert a row by following these steps:

  • Select the row above which you want to insert a new row.
  • Right-click on the selected row to open the context menu.
  • In the context menu, click on the "Insert" option.
  • A new row will be inserted above the selected row.

This method provides a quick and efficient way to insert rows, allowing you to streamline your workflow by eliminating the need for additional clicks and navigations.

c. Taking advantage of the "Insert Sheet Rows" command to add multiple rows

In situations where you need to insert multiple rows at once, the "Insert Sheet Rows" command can be incredibly useful. Here's what you need to do:

  • Select the number of existing rows equivalent to the number of rows you want to insert.
  • Right-click on the selected rows to open the context menu.
  • In the context menu, click on the "Insert" option.
  • Select the "Entire Row" option in the "Insert" dialog box.
  • Specify the number of rows you want to insert.
  • Click on the "OK" button.
  • The specified number of new rows will be inserted above the selected rows.

This technique allows you to efficiently insert multiple rows in one go, saving you time and effort when dealing with larger datasets or extensive spreadsheets.

Removing Blank Rows

When working with large datasets in Excel, it is common to encounter blank rows that may have been inserted unintentionally or as a result of manipulating data. These blank rows not only clutter the spreadsheet but can also affect data analysis and calculations. It is essential to remove these unnecessary rows to maintain data cleanliness and ensure accurate results.

Steps to Remove Blank Rows in Excel:

  • Select the entire data range: Begin by selecting the entire range of data in which you want to remove blank rows.
  • Go to "Home" tab and click on "Find & Select" in the Editing group: Located in the Excel ribbon, navigate to the "Home" tab and look for the "Editing" group. Click on the "Find & Select" option.
  • Choose "Go To Special" and select "Blanks": From the dropdown menu, select "Go To Special." A dialog box will appear. In the dialog box, choose the option for "Blanks" and click "OK."
  • Right-click on the selected blank cells, and choose "Delete": Once the blank cells are selected, right-click on any of the selected cells. From the context menu, choose the "Delete" option.
  • Select "Entire row" and click "OK" to remove the blank rows: Another dialog box will appear, providing options for how the deletion should be performed. Select "Entire row" and then click "OK." This will remove the blank rows from the selected range.

By following these simple steps, you can easily remove blank rows in Excel and ensure that your data remains clean and organized. Removing unnecessary rows not only improves the appearance of your spreadsheet but also enhances data accuracy and integrity.


In conclusion, utilizing shortcuts to insert rows in Excel provides significant benefits in terms of time-saving and efficiency. Whether you prefer using keyboard shortcuts, mouse shortcuts, or creating personalized shortcuts, the flexibility offered by Excel allows you to choose the method that works best for you. With the importance of maintaining data accuracy and readability in mind, removing blank rows becomes a crucial step in your Excel workflow. By practicing and incorporating these shortcuts into your routine, you can enhance your productivity and improve your overall Excel experience.

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