How to Insert a New Row in Excel

The fastest way to add a row

Right-click on the row number where you want the new row to appear, then click Insert. Excel will add a blank row above the row you clicked on, and shift everything below it down by one row. This works whether you're adding a single row or multiple rows at once.

If you want to add a row at the bottom of your data, click on any cell in the last row, then right-click the row number and select Insert. The new row appears above it. Alternatively, you can click on a cell below your data and start typing — Excel will automatically expand your table.

Key Takeaways

Right-click the row number where you want to insert a row, then click Insert to add a blank row above it.
To add multiple rows at once, select multiple row numbers before right-clicking, then click Insert.
The menu bar method works the same way: click Home, then Insert, then Insert Sheet Rows.
Inserted rows are always blank — they don't copy formatting or formulas from surrounding rows unless you manually fill them in.
You can undo an insertion by pressing Ctrl+Z (or Cmd+Z on Mac) immediately after.

Adding multiple rows at the same time

Select as many row numbers as you want to add. Click on the first row number, then hold Shift and click on the last row number in your selection. Right-click anywhere in the highlighted area and click Insert. Excel will add that many blank rows above the first row you selected.

For example, if you need to add five rows, click row 10, hold Shift, and click row 14. Right-click and select Insert. Excel adds five blank rows starting at row 10, and your original row 10 becomes row 15.

Using the Home menu instead of right-clicking

Click on the row number where you want to insert a row. Go to the Home tab at the top of the screen. Click the Insert button (it has a dropdown arrow next to it). Select Insert Sheet Rows.

This method works identically to right-clicking, but some people find it easier to remember. The dropdown menu also shows Insert Sheet Columns if you need to add columns instead, and Insert Sheet Rows Above or Insert Sheet Rows Below depending on your version of Excel.

What happens to formulas and formatting when you insert a row

A newly inserted row is completely blank — it has no formatting, no borders, and no formulas. If the rows above and below contain formulas that reference row numbers (like =SUM(A1:A10)), those formulas do not automatically update to include the new row. You will need to edit them manually or re-enter them.

If you want the new row to match the formatting of surrounding rows, select the new row, then use the Format Painter tool or manually apply borders, colors, and fonts. Some people copy a nearby row, insert a blank row, then paste the formatting only — right-click the new row, click Paste Special, and select Formats.

Inserting a row in the middle of a table or list

Click on any cell in the row above where you want the new row to go. Right-click the row number and click Insert. The new row appears above the row you clicked, and all data below shifts down. This works the same way whether your data is a formal Excel table or just a range of cells.

If you're working with an Excel table (created with Insert > Table), you can also click inside the table, right-click, and select Insert > Table Rows Above or Table Rows Below. The new row automatically inherits the table's formatting and any formulas in the columns.

Undoing an insertion you didn't mean to make

Press Ctrl+Z (Windows) or Cmd+Z (Mac) immediately after inserting the row. This removes the row and restores your spreadsheet to its previous state. You can undo multiple actions by pressing the shortcut several times.

If you've made other changes since the insertion and want to keep those changes but remove only the inserted row, you'll need to manually delete the row instead. Right-click the row number and click Delete.

Frequently Asked Questions

Can I insert a row in the middle of a formula?

Yes. If you insert a row between cells that are part of a formula, Excel does not automatically update the formula to include the new row. You must edit the formula manually to include the new row in the calculation. For example, if you have =SUM(A1:A10) and insert a row at A5, the formula still sums A1 through A10 — it skips the new row at A5.

What's the difference between inserting and just typing in an empty row?

Inserting a row shifts all data below it down, protecting anything that was already there. Typing in an empty row below your data doesn't shift anything — it just fills in blank cells. Use insert when you need to add data in the middle of existing information. Use typing when you're adding data at the end.

Can I insert a row at the very top of the spreadsheet?

Yes. Click on row 1 (the row number on the left), right-click, and click Insert. A new row 1 appears, and your original row 1 becomes row 2. This is useful if you want to add a title or header row above your data.

Do inserted rows get the same column width as the rows around them?

Yes. A new row automatically uses the same column widths as the rest of your spreadsheet. It does not copy cell formatting like colors, borders, or fonts — only the column structure stays the same.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.