Join Dennis Taylor for an in-depth discussion in this video Inserting, deleting, hiding, and unhiding columns and rows rapidly, part of Excel for Mac 2011 Tips and Tricks.
- In this workbook we're looking at a worksheet called HR List. Inserting, deleting columns and rows is something we need to do all the time. It could be a lot faster, perhaps, than the method you're using right now. I need a new column to the left of column C. Without clicking column C first, I'm simply going to point anywhere in the panel where the C is located and right-click and insert. It could hardly be faster. At a later time after looking around and deciding maybe not to do that, I don't need that column anymore, I'll right-click column C and delete just as easily.
Sometimes we know that we're going to need additional columns in multiple locations. I'm about to put in a new column to the left of column D. I also need one to the left of column G. So first click column D. Then with the command key, click column G, and then right-click either of those two columns and Insert. We have a new column to the left of either one of them. Let's say I don't want to do that. I haven't done anything else in the meantime. Command Z to undo that. Same thing applies with rows.
I need to put in a row above Michael Adkins, row 5, right-click and Insert. Now, was that a good idea? Do I have other data off to the right? Maybe that wasn't such a good idea. So sometimes we don't really want to insert a row. We want to insert cells. Let's undo that. Command Z again. What I should have done and can certainly do now, I want to put in a new record here. Highlight the data this way. Right-click. This time Insert is followed by three dots, which means an additional dialogue box.
And there it is. We want to Shift these cells down, this row portion and everything below it. And at a later time, looking at the data this way, we don't need that anymore. Do we want to delete the row? Well, let's look to the right and see. Would that be a good idea? Of course not. What we really need to do here, if we decided not to put a data there and it's too late to undo in some cases, right-click and Delete. Here too it's followed by three dots, that means a dialogue box. This time Shift cells up.
Similarly, the same need occurs with columns. Now, on a different worksheet called Profits, let's look at this. For whatever reason, I want this to open up a little bit. I'd like to see some empty rows between this data. First thought might be let's highlight these rows right here, right-click and Insert. And what do we get, not a row above each one, but one solid cluster of new rows. Let's undo that. This time do it a little bit different. I'm going to click row 3. And then with the command key held down, click row 4, row 5, 6, 7, 8, 9, 10, 11, 12, the right-click and Insert.
And now I've got an empty row above each one of these. Now, that may or may not be the best layout, but it's certainly more efficient than what I was trying to do before. Of course, certainly doing these one at a time would not have been that efficient. Maybe I'll change my mind, command Z. But we can certainly do that too. Now, sometimes you want to hide rows, going back to that previous HR List. I'm about to print this. I really don't need to see the Social Security number and Phone numbers on the list. I'll drag across those two columns. And furthermore, while I'm at it, I don't want to be printing out the compensation amount.
That's sort of semi-private stuff, maybe. So I'll hold down the command key and click column K. And then right-clicking any of those selected columns, select Hide. We could get the print preview with command P. And although you can't read that too easily, as you look at it, you can get a rough idea about how that's looking, and how we're not really seeing those entries. Escape from that. Now, at a later time we want to bring back our data. A couple of different ways of doing this. If I wanna simply bring back column K, and I'm alerted to it, of course, not only because I know my alphabet but because J blank L, of course K is missing there.
We could drag across here and do one of two things. Right-click and Unhide. That's certainly a logical thing to do. Let me undo that. We could simply double-click the boundary between the two or the right edge of L, either way, between the letters up there or on the right side of L brings back the data. Let me again hide it by undoing. Sometimes you want to bring back all hidden columns throughout a worksheet. Columns D and E are hidden. Column K is hidden. Maybe there's some other columns off to the right that we're not even seeing.
And we want to bring back all of them. Click on the upper left corner. Double-click any boundary between columns or perhaps more logically, right-click any column and Unhide, all hidden columns come back. Let me again undo that. Sometimes it's slightly faster after having selected the entire worksheet, simply double-click any column boundary. And the hidden columns will reemerge. So different techniques here for rapidly inserting rows and columns, hiding rows and columns, bringing them back quickly and easily.
Learn the top shortcuts, find out how to most efficiently navigate and control the display, and discover the best ways to select, enter, and format data. The course also includes ways to leverage drag-and-drop features, shortcuts for formulas and operations, data management efficiency techniques, guidelines for working with charts efficiently, and a selection of quick tips.
- Converting formulas to values with a simple drag
- Entering today's date or time instantly
- Accessing Ribbon commands from the keyboard
- Creating split screens fast
- Navigating and zooming quickly
- Entering data more efficiently
- Performing calculations without formulas
- Applying formatting with keyboard shortcuts
- Quickly cleaning up extra spaces and deleting duplicate entries