Join Dennis Taylor for an in-depth discussion in this video Rows and columns: Insert, delete, hide, and unhide, part of Excel Essential Training (Office 365).
- [Instructor] It's not uncommon to need to add a new column in a worksheet, or a new row. On this worksheet, it's called Insert-Delete, and it's in the file 05 Layout. I'm going to add a new record above Diane Andrews here. So I'm going to right click row three and insert. Then I'll type in the information. But in this worksheet, maybe I've forgot something, I'm scrolling to the right here, there's other data off to the right. Now worse things could happen, I didn't delete any data, but I introduced cells over there that I really shouldn't have. So let's undo this, control Z.
What can we do? Let's just highlight these cells right here and be sure, as we do right click this time, not on the row number, but within the highlighted area. Right click, this time Insert is followed by three dots, that means there will be a dialog box appearing. And there it is, and what do we want to do? Shift cells down. Click OK, we'll put in the data later. But off to the right, we have not disrupted. Now, if it's the case of delete, this is going to be much more serious. First of all, let me undo this, control Z.
At a later time, I'm saying, Danielle here has left the organization, let's just get rid of her records here, all that information. We right click and delete. Of course you know what's happened here, I wasn't paying attention and what happened? Well, we lost some data off to the right. And by the way, sometimes when you do this, it's not obvious until maybe it's too late. But it's certainly happened here, and disrupted this table, we've got a missing entry there, and we lost a state or something over there, we're not sure. Obviously, we'd want to undo that too, and similar, as with insert, we take the same kind of action.
If we wanna get rid of the data here for Danielle Atkinson, we highlight just these cells, and right click within them, choose delete, and this time shift cells up, so the information about her will disappear, nothing will happen anywhere to the right of column I. Her data's gone, and nothing got changed over here. At other times, you might want to insert a column. We need a new column here for phone number, we want it to be to the left of column D, so we right click on column D and insert. We'll put in the phone number here and add the data later.
So it turns out I don't need that, right click and delete. Much less likely to need to insert cells within a column as we saw with a row. On the next worksheet over, it's called hide/unhide, we're about to print this, we just don't want to print social security number. So right click column D, and hide the column. The Quick Print Preview is control P, and there's no gaping hole in here to indicate there ever was ever any data there anyway. And we did need to print it, so that's the perfect solution there. We'll print it eventually, let's press escape, come back.
At a later time we need to get it back, so we drag across those two columns, that's where the hidden column is, right click and unhide is certainly one way to do it. Another way, I'll press control Z again to undo the action, drag across these cells, double click the column boundary, and that causes the data to reemerge as well too. Always be on the lookout for hidden columns. I've been surprised over the years how often I have missed them and haven't thought about it. And what if, for example, I'm gonna hide column B, hide column I, maybe some other columns are hidden way off to the right, it's a larger worksheet perhaps.
How do we get back all of these hidden columns? Click in the upper left corner, that selects the entire worksheet. And then what? We can either right click a column and choose unhide, or double click any column boundary. Double click means best fit, double click, all the hidden columns reemerge. But always be on the lookout for them, you'd be surprised how often they can be easily overlooked. Same thing with rows. They're less likely to be hidden, but in the list to the left here, the Insert-Delete worksheet, if we're hiding all the people in a certain department here, we don't want them in the printout here, I'll hide this group right here, drag across these, right click and hide.
Now, when you copy and save and print, and use this worksheet, a lot of times you're not looking down there. Do you assume automatically as you're working with the data that that data's there? Well, you might scroll up and down, but you might not. So, even here, if it's unfamiliar data, data you haven't seen in a while, it's not a bad idea. Click in the upper left corner to select the entire worksheet, either double click any row boundary, or right click and unhide. In this case, we did get the data back. So valuable features, and notice that all these commands were done with the right mouse button or by double clicking.
We didn't use any of the standard menu choices.
- Working with the Excel interface
- Entering data
- Creating formulas and functions
- Formatting your data
- Adjusting rows and columns
- Finding and replacing data
- Inserting and deleting sheets
- Sorting and filtering data
- Creating charts and PivotTables
- Printing and sharing worksheets
- Protecting worksheets and workbooks
Skill Level Beginner
Q: This course was updated on 1/7/2019. What changed?
A: A new video was added that covers working with Excel Ideas.