How to Add Multiple Rows in Excel: A Step-by-Step Guide

Adding multiple rows in Excel is a task that you might need to perform while working with large datasets. The process is straightforward: select the number of rows you want to add, right-click, and choose ‘Insert’. Voila! You’ve added multiple rows to your Excel spreadsheet. Now, let’s dive into the details.

Step by Step Tutorial on How to Add Multiple Rows in Excel

Before we jump into the steps, it’s essential to understand why we might need to add multiple rows. Perhaps you’re compiling a list, and you realize you need more space for additional data. Or maybe you’re organizing your expenses, and you’ve gone over the original number of rows you accounted for. Adding rows in Excel gives you that extra space you need.

Step 1: Select the Row

Click on the row number where you want to add new rows.

When you select a row, Excel highlights the entire row across your spreadsheet. If you want to add rows above the selected row, click on the row number below where you want your new rows. For example, if you want to add rows above row 5, click on row 6.

Step 2: Use the ‘Shift’ or ‘Ctrl’ Key for Multiple Selections

Hold down the ‘Shift’ or ‘Ctrl’ key and click on additional row numbers to select more than one row.

Using the ‘Shift’ key allows you to select a series of rows, while the ‘Ctrl’ key enables you to select multiple rows that aren’t necessarily next to each other. The number of rows you select is the number of new rows that will be added.

Step 3: Right-Click and Select ‘Insert’

Right-click on the selected rows and choose ‘Insert’ from the context menu.

When you right-click, a menu will pop up. Look for the ‘Insert’ option – it usually has an icon of a row with a plus sign next to it. Click on it, and Excel will add the same number of new rows as the ones you selected.

After completing these steps, you’ll see that new rows have been added to your Excel spreadsheet. They will be inserted above the row or rows you initially selected.

Tips on Adding Multiple Rows in Excel

  • If you need to add a specific number of rows, it’s often faster to use the ‘Shift’ key to select a block of existing rows.
  • You can also add rows by using the Excel ribbon. Go to the ‘Home’ tab, find the ‘Cells’ group, and click on ‘Insert’.
  • To quickly add a single new row, you can use the keyboard shortcut ‘Ctrl’ + ‘+’.
  • If you’re adding rows in a table, Excel will automatically extend the table format to the new rows.
  • Remember to check for formulas or cell references that might be affected by inserting new rows. Adjust them if necessary.

Frequently Asked Questions

How do I add multiple rows in Excel using a keyboard shortcut?

To add multiple rows using a keyboard shortcut, select the row where you want to add new rows, hold down ‘Shift’ to select additional rows, then press ‘Ctrl’ + ‘+’.

Can I add more than one row at a time without selecting multiple rows first?

No, you need to select the same number of rows that you want to add. If you want to add five new rows, you need to select five existing rows before inserting.

What happens if I have formulas in the rows I’m adding above?

Excel will typically adjust formulas to account for the new rows, but it’s always a good idea to double-check your formulas after inserting new rows.

Can I use the ‘Insert’ function to add rows at the end of the spreadsheet?

Yes, you can add rows at the bottom of the spreadsheet by selecting the last row and using the ‘Insert’ function.

Will adding rows mess up my formatting?

Excel will try to apply the same formatting to the new rows, but you may need to adjust the formatting manually to ensure consistency across your spreadsheet.


  1. Select the row where you want to add new rows.
  2. Use the ‘Shift’ or ‘Ctrl’ key for multiple selections.
  3. Right-click and select ‘Insert’.


By following these steps, adding multiple rows in Excel becomes a breeze. It’s a simple yet powerful feature that can make managing and organizing data much easier. Whether you’re dealing with financial reports, contact lists, or any other kind of data, knowing how to add rows efficiently can save you time and hassle.

Remember, Excel is a versatile tool, and there are often several ways to accomplish the same task. The method described here is just one way to add multiple rows. Once you get the hang of it, you’ll find that it’s a quick and convenient way to expand your spreadsheets.

Don’t be afraid to experiment with different approaches to find what works best for you. And if you find yourself needing to add rows often, practice will make the process even faster.

Happy spreadsheeting!

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