How to Delete Rows with Specific Text in Excel: A Step-by-Step Guide

Deleting rows with specific text in Excel is a common task that can save you a lot of time when dealing with large datasets. This quick overview will show you how to easily find and remove rows based on the criteria you set.

Step by Step Tutorial: How to Delete Rows with Specific Text in Excel

Before diving into the steps, it’s important to note that deleting rows based on specific text will permanently remove those rows from your worksheet. Make sure to double-check the text criteria and perhaps create a backup of your data before proceeding.

Step 1: Open the Excel workbook

Open the Excel workbook that contains the data you want to modify.

This step is straightforward, just find the Excel file on your computer and double-click it to open the workbook in Excel.

Step 2: Select the range of data

Select the range of data that includes the rows you want to delete.

Click and drag to select the cells, or use the “Ctrl” + “Shift” + “Arrow” keys to quickly select a range of data. Make sure you include all the rows that may contain the specific text you’re looking for.

Step 3: Open the ‘Find & Select’ tool

Navigate to the ‘Home’ tab, and click ‘Find & Select’ in the ‘Editing’ group, then choose ‘Find’.

The ‘Find and Select’ tool is very powerful and allows you to search for just about anything in your Excel workbook.

Step 4: Enter the specific text

In the ‘Find’ dialog box, type the specific text you want to find, and then click ‘Find All’.

Make sure you enter the specific text exactly as it appears in the cells. If you’re unsure about the case sensitivity, you can adjust search options within the ‘Find’ dialog box.

Step 5: Select all found items

In the list of found items, press ‘Ctrl’ + ‘A’ to select all the rows that contain the specific text.

The ‘Find and Select’ tool will list all instances of the text, and selecting them all at once will make the next steps easier and faster.

Step 6: Close the ‘Find’ dialog box

Close the ‘Find’ dialog box by clicking the ‘Close’ button or pressing ‘Esc’ on your keyboard.

This will allow you to see the selected cells in your worksheet, which will be highlighted.

Step 7: Delete the selected rows

Right-click on one of the highlighted rows and choose ‘Delete’ from the context menu.

When you delete rows, you’re given the option to shift the remaining cells up or delete the entire row. Choose the option that best fits your needs for your dataset.

After completing these steps, the rows with the specific text you searched for will be deleted from your Excel workbook. This is a permanent action, so ensure that you’ve selected the correct rows before deleting them.

Tips: How to Delete Rows with Specific Text in Excel

  • Always backup your data before deleting rows to prevent accidental loss of important information.
  • Use the ‘Undo’ feature (Ctrl + Z) immediately if you delete the wrong rows.
  • If you need to delete rows based on multiple criteria, you can use the ‘Advanced Find’ options.
  • Consider using filters to hide rows instead of deleting them if you think you might need the data later.
  • Familiarize yourself with Excel’s ‘Go To Special’ feature, which can also be used to select specific types of data for deletion.

Frequently Asked Questions

Can I undo the deletion of rows in Excel?

Yes, you can undo the deletion by pressing ‘Ctrl’ + ‘Z’ or by clicking the ‘Undo’ button in the toolbar. However, this needs to be done immediately after the action, as further changes can override the undo history.

Is there a way to delete rows based on partial text matches?

Yes, you can use wildcards in the ‘Find’ dialog box. The asterisk (*) represents any number of characters, and the question mark (?) represents a single character.

Can I delete rows with specific text across multiple worksheets?

Yes, you can repeat the process on each worksheet or write a VBA macro to automate the task across multiple sheets.

How can I delete rows without using the ‘Find & Select’ tool?

You can use Excel’s filtering feature to show only the rows that don’t contain the specific text and then delete the hidden rows.

Is it possible to delete rows based on text color or cell formatting?

Yes, you can use the ‘Go To Special’ feature to select cells based on their formatting and then delete the corresponding rows.


  1. Open the Excel workbook.
  2. Select the range of data.
  3. Open the ‘Find & Select’ tool.
  4. Enter the specific text.
  5. Select all found items.
  6. Close the ‘Find’ dialog box.
  7. Delete the selected rows.


Managing data in Excel can sometimes feel like a maze, but knowing how to delete rows with specific text can be like having a map. This handy skill allows you to declutter your worksheet, focus on the important data, and make more informed decisions. Remember, always double-check the text you’re searching for and consider creating a backup of your data before making any permanent changes. With practice, you’ll be able to navigate through your Excel workbooks with ease and confidence. Whether you’re a student crunching numbers for a project or a professional analyzing business data, mastering these Excel tips will surely elevate your spreadsheet game. So go ahead, give it a try, and watch your productivity soar!

Join Our Free Newsletter

Featured guides and deals

You may opt out at any time. Read our Privacy Policy