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Inserting and deleting rows and columns

From: Excel 2013 Essential Training

Video: Inserting and deleting rows and columns

We're reviewing the worksheet called Insert-Delete within the file 05-Layout, and we need to add a new column, a Phone Number column between Columns C and D. When you insert columns in Excel, select the column to the right of where the new column is going to appear. Now, using the standard menu techniques we can go on the Home tab to the Cells Group and choose Insert and simply Insert Sheet Columns; and we automatically get a new column to the left. All the other data gets pushed to the right.

Inserting and deleting rows and columns

We're reviewing the worksheet called Insert-Delete within the file 05-Layout, and we need to add a new column, a Phone Number column between Columns C and D. When you insert columns in Excel, select the column to the right of where the new column is going to appear. Now, using the standard menu techniques we can go on the Home tab to the Cells Group and choose Insert and simply Insert Sheet Columns; and we automatically get a new column to the left. All the other data gets pushed to the right.

And so I'll put in our Phone Number heading here and then eventually we'll fill in the details. We can also insert rows in a similar way. It's often going to be handier to use the right mouse button. Suppose we also need to add a Social Security column, we could right-click Column D and simply choose Insert. Notice that it doesn't say Columns but by implication that's what it means because we've right-clicked on a column-- Insert, and there's a new column--and eventually maybe we'll put in a Social Security Number. Now, sometimes when you're inserting data, you have to consider what is already there.

And if we wanted to put in Pennsylvania here in this list, what about the fact that we've got formulas right there that are adding up these numbers? Should we put Pennsylvania (PA) at the bottom here and move these down first, that sort of thing? Well, we could, but it's going to be simpler here to essentially take this data and insert new cells above it. Now, we could insert a new row, but if we look at the data to the left, we really don't want a new row in the middle of that TaxTable, nor do we want a new row in the midst of the other data that we've already got accumulated here.

So sometimes what we need to do is Insert Cells. So I'm going to select these cells right here, and using the right mouse button, Insert, notice that there are three dots behind this. If we had chosen a row or earlier as we had seen, we'd choose a column, no questions asked. This means we go to a dialog box automatically. We are about to insert cells, but do we want to shift them rightward or downward? And based on the nature of the data and how we've highlighted them, Excel is suggesting we want to shift these cells down. So we click OK.

Now, as we do this keep an eye on the totals that are in row seven, they're going to get bumped down. They're still going to be accurate, and maybe we'll put in Pennsylvania (PA) over here and also over here. Although I don't have the numbers ready just yet, what's happened to the formula here? It has been adjusted automatically. So there are times when you want to Insert Cells. Now, if we insert a new set of cells above the data here, it's going to push all the formulas down. So as a general rule, you don't worry about your formulas getting destroyed if you insert rows and columns.

There are exceptions to that, but for the most part that's not a major issue. But let's suppose we wanted to add a name to the list here. If we're not too careful and if we haven't scoped out this worksheet or if we're unfamiliar with it, we could easily make the mistake of saying, "Okay, if I want to put in a new name here--and of course we can do this at the bottom--why don't we right-click here, insert a row?" And we could add a new name. But meanwhile, what has happened to the other part of the worksheet as we scroll rightward here? We've put a new empty row on the TaxTable and we've put an empty row out here. That's probably not what you had in mind.

And so here too as I press Ctrl+Z to undo--which you probably would mean to do here--and let me make these two columns narrower, so we can see this a bit better, I'll just drag them this way. If we want to put a new name above this set of data here, highlight just this data, then right-click and Insert, shift these cells down, add the new name that way. And of course that does not disrupt the data to the right. Earlier we had the Pennsylvania (PA) in there automatically. So it didn't destroy the table in any way, didn't insert any empty cells there.

So just be sensitive to the idea. There certainly are times when you want to insert a new row, at other times insert cells, and certainly the same idea applies to columns as well. Now, there will be times of course when we need to delete a column, and maybe we've decided we're not going to put the Social Security Number in here, maybe it's too late to do an undo because we've taken some other effective measures in the meantime. So we want to get rid of Column D. The easiest way would be simply to right-click Column D and choose Delete; and all of our columns shift to the left.

If it turns out that we really don't want to add a name here, of course we don't want to delete the entire row, we've got data off to the right that we want to keep, but we might want to delete the cells. So right-click and Delete and shift the cells up. This only affects the data between Columns A through I. So the data below that will shift up. Nothing to the right will change whatsoever. So inserting and deleting columns and rows as well as inserting and deleting cells makes sense. It gives us the basic tools for redesigning our worksheets when necessary.

Show transcript

This video is part of

Image for Excel 2013 Essential Training
Excel 2013 Essential Training

82 video lessons · 64717 viewers

Dennis Taylor
Author

 
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  1. 1m 6s
    1. Welcome
      43s
    2. Using the exercise files
      23s
  2. 29m 37s
    1. What is Excel used for?
      1m 49s
    2. Using the menu system
      4m 30s
    3. The Quick Access Toolbar
      4m 41s
    4. The structure of a worksheet or workbook
      3m 41s
    5. Using the Formula bar
      1m 43s
    6. Using the Status bar
      2m 24s
    7. Navigation and mouse pointers
      2m 20s
    8. Shortcut menus and the Mini toolbar
      3m 24s
    9. Using the built-in help
      2m 54s
    10. Creating new files
      2m 11s
  3. 24m 1s
    1. Exploring data entry and editing techniques
      4m 41s
    2. Entering data with AutoFill
      4m 6s
    3. Working with dates and times
      3m 32s
    4. Using Undo and Redo
      4m 50s
    5. Adding comments
      2m 55s
    6. Using Save or Save As
      3m 57s
  4. 30m 7s
    1. Creating simple formulas: Totals and averages
      5m 25s
    2. Copying a formula for adjacent cells
      2m 54s
    3. Calculating year-to-date profits
      3m 9s
    4. Creating a percentage-increase formula
      4m 7s
    5. Working with relative, absolute, and mixed references
      4m 7s
    6. Using SUM and AVERAGE
      3m 25s
    7. Using other common functions
      7m 0s
  5. 46m 7s
    1. Exploring font styles and effects
      4m 7s
    2. Adjusting row heights and column widths
      3m 37s
    3. Working with alignment and Wrap Text
      4m 2s
    4. Designing borders
      3m 26s
    5. Exploring numeric and special formatting
      5m 36s
    6. Formatting numbers and dates
      4m 31s
    7. Conditional formatting
      4m 21s
    8. Creating and using tables
      9m 59s
    9. Inserting shapes, arrows, and other visual features
      6m 28s
  6. 20m 40s
    1. Inserting and deleting rows and columns
      4m 52s
    2. Hiding and unhiding rows and columns
      4m 2s
    3. Moving, copying, and inserting data
      5m 42s
    4. Finding and replacing data
      6m 4s
  7. 17m 51s
    1. Exploring the Page Layout tab and view
      7m 20s
    2. Previewing page breaks
      4m 56s
    3. Working with Page Setup and printing controls
      5m 35s
  8. 30m 30s
    1. Creating charts
      4m 36s
    2. Exploring chart types
      7m 47s
    3. Formatting charts
      5m 42s
    4. Working with axes, labels, gridlines, and other chart elements
      5m 35s
    5. Creating in-cell charts with sparklines
      6m 50s
  9. 12m 49s
    1. Freezing and unfreezing panes
      2m 39s
    2. Splitting screens horizontally and vertically
      4m 48s
    3. Showing necessary information with the Outlining feature
      5m 22s
  10. 23m 0s
    1. Displaying multiple worksheets and workbooks
      4m 17s
    2. Renaming, inserting, and deleting sheets
      2m 23s
    3. Moving, copying, and grouping sheets
      3m 39s
    4. Using formulas to link worksheets and workbooks
      6m 1s
    5. Locating and maintaining links
      6m 40s
  11. 20m 25s
    1. Using IF functions and relational operators
      3m 43s
    2. Getting approximate table data with the VLOOKUP function
      7m 6s
    3. Getting exact table data with the VLOOKUP function
      4m 42s
    4. Using the COUNTIF family of functions
      4m 54s
  12. 23m 50s
    1. Unlocking cells and protecting worksheets
      7m 50s
    2. Protecting workbooks
      2m 40s
    3. Assigning passwords to workbooks
      4m 41s
    4. Sharing workbooks
      4m 7s
    5. Tracking changes
      4m 32s
  13. 28m 32s
    1. Sorting data
      6m 9s
    2. Inserting subtotals in a sorted list
      8m 25s
    3. Using filters
      6m 16s
    4. Splitting data into multiple columns
      5m 4s
    5. Removing duplicate records
      2m 38s
  14. 35m 2s
    1. Creating PivotTables
      8m 36s
    2. Manipulating PivotTable data
      9m 47s
    3. Grouping by date and time
      6m 0s
    4. Grouping by other factors
      2m 33s
    5. Using slicers to clarify and manipulate fields
      4m 7s
    6. Using PivotCharts
      3m 59s
  15. 23m 29s
    1. Using Goal Seek
      6m 8s
    2. Using Solver
      6m 34s
    3. Using Scenario Manager
      6m 11s
    4. Using Data Tables
      4m 36s
  16. 24m 31s
    1. Definition and examples
      6m 48s
    2. Creating a simple macro
      7m 0s
    3. Running a macro
      10m 43s
  17. 29s
    1. Next steps
      29s

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