How to Move Rows in Excel
Need to rearrange data in your Excel spreadsheet? Moving rows is a common task whether you are reorganizing information, sorting manually, or adjusting the order of entries. This guide covers four methods to move rows up, down, or to any location in Excel without losing data.
Quick Answer
To move a row in Excel: Click the row number to select it > Position your cursor on the row border until it becomes a four-headed arrow > Hold Shift and drag the row to its new location > Release to drop.
Alternative: Select the row, press Ctrl+X (Cmd+X on Mac) to cut, click the destination row, right-click and select "Insert Cut Cells".
Method 1: Drag and Drop (Fastest)
The quickest way to move a row in Excel is using drag and drop. This method lets you visually place the row exactly where you want it.
Steps to Move a Row by Dragging
- Select the entire row by clicking on the row number (1, 2, 3, etc.) on the left side of the spreadsheet. The entire row will highlight.
- Position your cursor on the top or bottom border of the selected row. Wait until the cursor changes to a four-headed arrow (move cursor).
- Hold the Shift key on your keyboard. This is crucial, as it tells Excel to insert the row rather than overwrite existing data.
- Drag the row up or down to the new location. You will see a green line indicating where the row will be inserted.
- Release the mouse button to drop the row in its new position.
Important: Always hold Shift while dragging. Without Shift, Excel will replace the destination row with your selected row, potentially losing data.
Method 2: Cut and Paste
Cut and paste is a reliable method that works the same way on all platforms and is especially useful when moving rows a long distance in your spreadsheet.
Steps
- Select the row by clicking its row number.
- Cut the row:
- Windows: Press Ctrl + X
- Mac: Press Cmd + X
- Or right-click and select Cut
- Click the row number where you want to insert the cut row. The cut row will be inserted above this row.
- Insert the cut row:
- Right-click and select Insert Cut Cells
- Or press Ctrl + Shift + = (Windows) / Cmd + Shift + = (Mac)
Why not just Paste? Using Ctrl+V (Paste) will overwrite the destination row. "Insert Cut Cells" specifically inserts without overwriting, pushing existing rows down.
Method 3: Keyboard-Only Method
If you prefer keeping your hands on the keyboard, you can move rows without touching the mouse.
Windows Keyboard Sequence
- Click any cell in the row you want to move.
- Press Shift + Space to select the entire row.
- Press Ctrl + X to cut the row.
- Use Arrow keys to navigate to the destination row.
- Press Shift + Space to select that row.
- Press Ctrl + Shift + = (or Ctrl + +) to insert cut cells.
Mac Keyboard Sequence
- Click any cell in the row you want to move.
- Press Shift + Space to select the entire row.
- Press Cmd + X to cut the row.
- Use Arrow keys to navigate to the destination.
- Press Shift + Space to select that row.
- Press Ctrl + Shift + = to insert cut cells.
| Action | Windows | Mac |
|---|---|---|
| Select entire row | Shift + Space | Shift + Space |
| Cut row | Ctrl + X | Cmd + X |
| Insert cut cells | Ctrl + Shift + = | Ctrl + Shift + = |
| Undo | Ctrl + Z | Cmd + Z |
Method 4: Using the Right-Click Menu
The right-click context menu provides another way to move rows, which can be more intuitive for some users.
Steps
- Select the row by clicking its row number.
- Right-click on the selected row.
- Select Cut from the context menu.
- Navigate to where you want to insert the row.
- Right-click on the destination row number.
- Select Insert Cut Cells.
The row will be inserted at that position, and all rows below will shift down.
Moving Multiple Rows at Once
You can move multiple rows simultaneously using the same methods. The key is selecting multiple rows first.
Selecting Multiple Adjacent Rows
- Click the first row number you want to select.
- Hold Shift and click the last row number in the range.
- All rows between will be selected.
Selecting Non-Adjacent Rows
- Click the first row number.
- Hold Ctrl (Windows) or Cmd (Mac) and click additional row numbers.
- Each clicked row will be added to the selection.
Note: When moving non-adjacent rows, they will be combined into a continuous block at the destination. Excel cannot maintain the gaps between them.
Once multiple rows are selected, use any of the methods above (drag with Shift, cut and insert, etc.) to move them all at once.
Tips & Best Practices
Always use Shift when dragging
Holding Shift while dragging ensures Excel inserts the row rather than overwriting existing data. This is the most common mistake when moving rows.
Use Undo if something goes wrong
Press Ctrl+Z (Cmd+Z on Mac) immediately if you accidentally overwrite data or move a row to the wrong place. Excel supports multiple levels of undo.
Check formulas after moving
If your spreadsheet contains formulas referencing moved rows, verify they still work correctly. Excel usually adjusts references automatically, but complex formulas may need review.
Consider sorting instead
If you are reorganizing many rows, using Data > Sort might be faster than manually moving individual rows. You can sort by any column.
Save before large reorganizations
Before making significant changes to row order, save your file. This gives you a restore point if needed.
Use Tables for easier management
Convert your data to an Excel Table (Ctrl+T). Tables handle row movements more gracefully and maintain formatting automatically.
Frequently Asked Questions
How do I move a row up or down in Excel?
Select the row by clicking its number, position your cursor on the row border until you see a four-headed arrow, then hold Shift and drag up or down to the new position. Alternatively, cut the row (Ctrl+X) and insert it at the destination using right-click > Insert Cut Cells.
What is the keyboard shortcut to move rows in Excel?
There is no single shortcut, but you can use this sequence: Select the row (Shift+Space), cut it (Ctrl+X), navigate to the destination, select that row (Shift+Space), and insert (Ctrl+Shift+=). On Mac, use Cmd instead of Ctrl for cut.
How do I move multiple rows at once in Excel?
Click the first row number, hold Shift and click the last row number to select a range. For non-adjacent rows, hold Ctrl (Cmd on Mac) while clicking row numbers. Then use drag and drop with Shift held, or cut and insert cut cells.
Why is my row not moving when I drag it in Excel?
Make sure you are holding the Shift key while dragging. Without Shift, Excel will swap or overwrite cells. Also ensure your cursor shows a four-headed arrow on the row border before dragging. Protected sheets may also prevent row movement.
How do I move a row without overwriting data?
Always hold Shift while dragging, or use cut (Ctrl+X) followed by Insert Cut Cells from the right-click menu. Both methods insert the row at the new location instead of replacing existing data.
Can I move rows in Excel Online?
Yes, Excel Online supports moving rows. Use cut (Ctrl+X) and then right-click > Insert Cut Cells at the destination. Drag and drop also works, though the behavior may differ slightly from desktop Excel.
How do I move a row to another sheet?
Cut the row (Ctrl+X), navigate to the destination sheet by clicking its tab at the bottom, select the destination row, and use Insert Cut Cells. You can also copy (Ctrl+C) if you want to keep the original.
Summary
Moving rows in Excel is straightforward once you know the right techniques:
- Drag and drop: Select row, hold Shift, drag to new position
- Cut and insert: Ctrl+X to cut, then Insert Cut Cells at destination
- Keyboard method: Shift+Space to select, Ctrl+X to cut, Ctrl+Shift+= to insert
- Right-click menu: Cut from menu, then Insert Cut Cells
The key to moving rows without losing data is to use Insert Cut Cells (or hold Shift when dragging) rather than regular paste, which would overwrite the destination row.
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