How to Make Blank Rows Between Populated Rows in Excel: A Step-by-Step Guide

Organizing data in Excel can sometimes become tedious, especially when trying to make it easier to read or analyze. One way to do this is by adding blank rows between populated rows. This can make it easier to distinguish between different sets of data or to prepare for adding new information. Let’s dive into the quick and easy steps to do this.

Step by Step Tutorial: How to Make Blank Rows Between Populated Rows in Excel

Before we get into the steps, it’s important to understand what we’re aiming for. By following this tutorial, you will learn how to quickly add blank rows between existing rows of data in your Excel spreadsheet. This can be a great way to organize your data or to prepare for future additions.

Step 1: Select the Rows

Select the rows where you want to insert blank rows.

After you’ve decided which rows you want to separate with blank rows, click on the row number on the left-hand side of Excel to highlight the entire row. If you need to select multiple rows, hold down the ‘Shift’ key while clicking the row numbers.

Step 2: Open the ‘Insert’ Dialog Box

Right-click on the highlighted rows and select ‘Insert’ from the context menu.

Once you’ve right-clicked, a context menu will appear with various options. ‘Insert’ is usually near the top of the menu. Clicking this will open another dialog box or menu with more options.

Step 3: Choose ‘Entire Row’

In the ‘Insert’ dialog box, select ‘Entire row’ and then click ‘OK.’

By selecting ‘Entire row’, Excel understands that you want to add blank rows that span the entire width of your spreadsheet, not just blank cells in a particular column. This is key to maintaining the integrity of your data structure.

After completing these steps, you’ll see that Excel has added a blank row below each of the rows you selected. This gives you that clear visual separation between rows, making your data easier to navigate and understand.

Tips: Making Blank Rows Between Populated Rows in Excel

  • Always save a copy of your original data before making any changes, just in case something goes wrong.
  • Use the ‘Undo’ feature (Ctrl + Z) if you accidentally insert too many rows or insert them in the wrong place.
  • If you need to insert multiple blank rows at once, you can select more than one row in Step 1 by holding down the ‘Ctrl’ key while clicking the row numbers.
  • Consider using the ‘Hide’ feature if you simply want to make certain data temporarily invisible without actually adding blank rows.
  • Keyboard shortcuts can save a lot of time. For example, after selecting the rows, you can press ‘Ctrl’ + ‘+’ (plus sign) to quickly open the ‘Insert’ dialog box.

Frequently Asked Questions

What if I need to add blank rows after every row?

You can modify Step 1 to select every row in your data set. Then, follow the same steps to insert a blank row after each selected row.

Can I use a formula to insert blank rows between populated rows?

Yes, there are formulas and macros that can automate the process of adding blank rows. However, these are more advanced techniques and require knowledge of Excel’s programming language, VBA.

How do I delete blank rows if I change my mind?

You can select the blank rows just as you did for populated rows and right-click to bring up the context menu. Then, select ‘Delete’ to remove the blank rows.

Can I add more than one blank row at a time?

Yes, simply select the number of rows equal to the number of blank rows you want to add and follow the same steps.

Will adding blank rows affect my formulas or charts?

Adding blank rows can affect formulas and charts if they reference a range of cells that include the new blank rows. Always check your formulas and charts after inserting blank rows to make sure they still work correctly.


  1. Select the rows where you want to insert blank rows.
  2. Open the ‘Insert’ dialog box by right-clicking on the selected rows.
  3. Choose ‘Entire row’ and click ‘OK.’


Mastering how to make blank rows between populated rows in Excel can significantly improve the readability and organization of your spreadsheets. It’s a simple trick, but it has powerful implications for data presentation and analysis. Whether you’re preparing a report, setting up data for a presentation, or simply trying to make your spreadsheet more user-friendly, adding space between rows can make a world of difference.

Remember, though, with great power comes great responsibility. It’s tempting to go wild with blank rows, but use them judiciously. Too many can make your spreadsheet look sparse and can confuse the viewer. Also, keep in mind how blank rows interact with formulas and charts – you don’t want to throw off your entire dataset with a few well-meaning clicks.

Familiarize yourself with the quick steps outlined in this article and practice the technique. Before you know it, you’ll be an Excel wizard, wielding the power of blank rows to bring order to the chaos of data. And if you’re ever in doubt or looking to learn more advanced Excel tricks, there’s a wealth of resources and online communities out there for Excel enthusiasts of all levels. So, go ahead and make those blank rows work for you – your spreadsheets will thank you!

Join Our Free Newsletter

Featured guides and deals

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