How to Swap Rows in Excel: A Step-by-Step Guide

Swapping rows in Excel may seem daunting at first, but it’s actually quite simple. Whether you’re organizing data or just trying to make your spreadsheet look a little cleaner, moving rows around is a handy skill to have. In just a few clicks, you can shift entire rows of data to exactly where you need them to be. Ready to become a row-swapping pro? Let’s dive in!

Step by Step Tutorial: How to Swap Rows in Excel

Before we get into the nitty-gritty, let’s understand what these steps will do. By following this tutorial, you’ll learn how to switch the positions of two rows in your Excel spreadsheet. This can be useful for organizing data, changing the order of items, or fixing a mistake in your spreadsheet’s layout.

Step 1: Select the First Row You Want to Swap

Click on the number of the first row you want to swap to highlight the entire row.

When you click on the row number on the left side of your Excel spreadsheet, the entire row will be selected. Make sure you click on the row number and not a cell in the row, as this will only select that specific cell.

Step 2: Cut the Selected Row

Right-click on the highlighted row and select ‘Cut’ or use the keyboard shortcut Ctrl+X.

After selecting the row, you need to cut it to move it. You can right-click and choose ‘Cut’ from the drop-down menu or use the keyboard shortcut Ctrl+X, which is quicker and more efficient.

Step 3: Select the Row Where You Want to Move the Cut Row

Click on the number of the row where you want to move the cut row.

This step is just like the first step – click on the row number where you want your cut row to go. Remember, you’re selecting the entire row, not just a cell.

Step 4: Insert Cut Cells

Right-click on the selected row and choose ‘Insert Cut Cells.’

Once you’ve selected where you want to move your cut row, right-click on the row number, and you’ll see an option for ‘Insert Cut Cells.’ This will move the cut row to that location and shift the other rows accordingly.

After completing these actions, your rows will have swapped places. The data in the first row you selected will now be in the new position, and vice versa. It’s a simple way to reorganize your data without having to retype or copy and paste information from one place to another.

Tips for Swapping Rows in Excel

  • Always make sure you’re selecting the entire row by clicking on the row number, not just a single cell.
  • Use the keyboard shortcuts Ctrl+X to cut and Ctrl+V to paste for a faster process.
  • If you need to swap multiple rows at once, you can hold down the Shift key while clicking the row numbers to select a range of rows.
  • After swapping rows, double-check your data to ensure everything is in the correct order.
  • Remember that ‘Undo’ (Ctrl+Z) is your friend if you make a mistake while swapping rows.

Frequently Asked Questions

Can I swap rows in Excel without overwriting data?

Yes, using the ‘Insert Cut Cells’ option will shift the existing rows down instead of overwriting them.

What do I do if I accidentally swap the wrong rows?

You can simply use the ‘Undo’ function (Ctrl+Z) to revert the changes you made.

Is there a way to swap non-adjacent rows?

Absolutely! The process is the same whether the rows are next to each other or not. Just cut the first row and choose ‘Insert Cut Cells’ where you want to place it.

Can I swap rows between different worksheets?

Yes, you can cut a row from one worksheet and insert it into another worksheet within the same Excel file.

Will swapping rows affect my formulas?

It shouldn’t, as long as the formulas reference cells by their column and row identifiers. However, it’s always good practice to double-check your formulas after moving rows around.


  1. Select the first row you want to swap.
  2. Cut the selected row.
  3. Select the row where you want to move the cut row.
  4. Insert cut cells.


Swapping rows in Excel is a straightforward process that can make managing your data much easier. Whether you need to organize your spreadsheet or correct a mistake, the ability to move entire rows of data with just a few clicks is a powerful tool in your Excel toolkit. Remember to use the keyboard shortcuts for cutting and pasting to speed up the process and always ensure you’re selecting the entire row to avoid any mishaps. With a bit of practice, you’ll be swapping rows like a seasoned pro. Happy organizing, and here’s to cleaner, more efficient spreadsheets!

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