By David Ringstrom, CPA
- Excel 2007 and later: As shown in Figure 1, on the Home tab, choose Insert and then Insert Sheet Rows or Insert Sheet Columns.
- Excel 2003 and earlier: Choose Insert and then Sheet Rows or Sheet Columns
- In any version of Excel, you can also insert rows and columns by way of the worksheet frame. As shown in Figure 2, select one or more rows or columns, right-click on the selection, then choose Insert.
- Some users rely on a keystroke approach to insert rows:
- You can also press Ctrl-+ or Ctrl-Shift-+ without preselecting any rows or columns. When you do so, Excel will display the prompt shown in Figure 3. Press R to select Rows or C to select Columns, and then press Enter.
- As shown in Figure 4, choose Insert on the Home tab, right-click on Insert Sheet Rows, and then choose Add to Quick Access Toolbar.
- Press Alt-4 as many times as needed.
- Press Alt-4 once to insert the initial row, and then press either F4 or Ctrl-Y to repeat this action.
- Hold down the Shift key and then use the Down arrow key to select multiple cells. Press Alt-4 to insert multiple rows at once.
- Select one or more rows by way of the worksheet frame with your mouse, and then press Alt-4, or click the Insert Sheet Rows icon on the Quick Access Toolbar with your mouse.
- Make sure to use the 4 key that's along the top of your keyboard. If you press Alt and the 4 on your number pad, you'll insert a diamond symbol into your worksheet.
- If your fingers slip and you press Alt-F4, you'll likely encounter the prompt shown in Figure 5. Alt-F4 is a Windows keyboard shortcut for closing the active program.
Figure 5: If you press Alt-F4 instead of Alt-4, you'll be instructing Excel to close.
- You can reassign the numeric shortcut for Quick Access icons by changing the order of the commands. To do so, as shown in Figure 6, click the arrow at the right of the Quick Access Toolbar and then choose More Commands. Select a command from the list on the right, and then use the arrow keys to reposition the command on your Quick Access Toolbar. For instance, if you made Insert Rows be the first icon on your toolbar, its keyboard shortcut would become Alt-1.
- To remove an icon from your Quick Access Toolbar, right-click on it and choose Remove from Quick Access Toolbar.
A previous version of this article first appeared on www.accountingweb.com .
David H. Ringstrom, CPA heads up Accounting Advisors, Inc., an Atlanta-based software and database consulting firm providing training and consulting services nationwide. Contact David at firstname.lastname@example.org or follow him on Twitter. David speaks at conferences about Microsoft Excel, and presents webcasts for several CPE providers, including AccountingWEB partner CPE Link