Excel remains a powerful tool that is crucial to the success of several projects and fields. However, only a few people can boast high efficiency or confidence when using the software. Don't worry; we have compiled a thorough guide to aid you on this journey.
Continue reading to learn How to Swap Rows in Excel for a smoother working experience!
Part 1: How do you swap two rows in Excel?
With more exposure to Microsoft Excel, you will inevitably encounter some challenges. One of these includes moving rows in Excel or swapping them entirely. Fortunately, we’ve got you covered with this guide that shows how to do it effectively.
We found up to three ways to swap rows in Excel, including a way to do it without replacing them.
1. Using The Keyboard Shortcut
Step 1: Open Microsoft Excel on your PC and load your file.
You could open Excel online through Microsoft Edge without downloading it or open it on your PC if you have it installed already.
Note: You will need a Microsoft account to use Excel online.
Step 2: Select the row you want to swap.
You should select the entire row to be safe. This way, you won’t make the mistake of mixing things up. You can highlight the whole row by left-clicking on the number that indicates the row on the leftmost side of the sheet.
Step 3: Cut the selected row using CTRL + X.
While you can do this by pressing the right mouse button and clicking ‘cut,’ it’s faster with the keyboard shortcut.
Cutting the row adds a faded effect to the row. That is how you know you did the right thing.
Step 4: Click the first cell on the row you want to swap to on the list.
That is important as you need to click the right place so you don’t have to repeat the entire process.
Step 5: Press “CTRL + SHIFT + =” on your keyboard to insert the row you previously cut.
This shortcut will push the selected row down and place the one you cut above it. However, you can use an alternative by following the next step.
Step 6: After Step 3, right-click the row you would like to swap to on the list. Then select the ‘insert’ option and click ‘insert cut cell.’
Step 7: Select and cut the row you just displaced.
Do this with CTRL + X for an easier and faster process.
Step 8: Create a new row at the desired position.
Step 9: Insert or paste it to the row where you cut the previous one.
Step 10: Delete the empty row.
Doing this completes the swapping process. You can delete the row by selecting the entire row and clicking ‘Delete row.’
It is important to note that while the steps look like a lot, they are quick to execute.
Note: If you use this method on rows that are ‘one-above-the-other,’ you won’t need Steps 7 through 10.
2. Copying, Insertion, and Deleting
While you can tweak this method for a swapping process, it shows how to swap rows in Excel without replacing any.
Step 1: Highlight the row you want to move.
That remains the first step to commence several processes in Microsoft Excel.
Step 2: Right-click on the first cell on the row where you want to insert the copied row.
Then select ‘Insert’ from the menu that appears and click ‘Rows Above.’ This creates a new row above the selected cell.
Step 3: Copy the highlighted row using “CTRL + C.”
You alternatively do this by right-clicking on the highlighted row and clicking Copy.
Step 4: Paste the copied row in the newly created one.
Step 5: Select the row you copied at its previous position on the list.
You should highlight the entire row by following Step 2 of the previous section.
Step 6: Delete the entire row.
You can delete it now since you’ve successfully moved its content to the newly created row.
3. Using Your Mouse Only
This method is the fastest in my experience. It involves using only your mouse to swap rows in Excel.
Step 1: Highlight the row you want to move or swap.
Step 2: Move the mouse cursor to the line underneath the cells.
Your mouse cursor will change to a hand sign to indicate you can displace the entire row.
Step 3: Left-click and drag the cursor to the line under the row you want to move to on the list.
The new line should turn green to indicate you can insert your newly moved row. Once you notice the green, release the mouse button you’ve been pressing. The row will be inserted below the highlighted line.
Now you know how to change rows in Excel or simply move them.
Part 2: How do you arrange multiple rows in Excel simultaneously? (Using Custom Sort Command)
You can use the methods provided in the previous section to rearrange your rows. However, it becomes inefficient and tedious when rearranging many rows. That is where Custom Sort Command shines.
Step 1: Insert a new column to the left side of the existing ones.
You need this new column to utilize the Custom Sort Command appropriately. Insert the column by right-clicking the alphabet above the leftmost column. In this case, that’ll be ‘A.’
Click on ‘insert columns to the left’ to add a new column to the desired spot.
Step 2: Assign numbers to the various rows based on their arrangement.
Start with the row you want to place above the others and assign the numbers how you would like them to rank on the list.
Note: Don’t worry about making the numbers line up in order. We will address that in the next step.
Step 3: Highlight all the rows you would like to arrange.
Remember to insert a row above the others.
Step 4: Click on the ‘Data’ interface at the topside of the Excel sheet.
The ‘Data’ interface is on the same row as ‘File, Home, Insert, etc..’ Click it to open up a new set of options below it.
Step 5: Click on ‘Custom Sort.’
Custom Sort allows you to sort your rows based on some options.
Step 6: Modify the fields to control the sorting in the new interface.
Firstly, select the column that should control the sorting. Also, select the order in which you would like to arrange the rows. In this case, we will go in an ascending order (from the lowest numerical value to the highest).
Step 7: Click ‘OK’ to apply the settings and automatically arrange the highlighted rows.
Note: Alternatively, you can simply click ‘Sort Ascending’ or ‘Sort Descending’ to achieve the same result. However, this works best if you aren’t working on a complex set of rows.
Part 3 WPS—A Good Choice to Use Excel
Now that you’ve learned how to swap rows in Excel, let’s check out another option for similar processes. WPS Office is an excellent alternative to Microsoft Excel as it has everything you need and runs on multiple gadgets. That is convenient and efficient if you ask me!
WPS Office remains an efficient tool for creating Spreadsheets, PDFs, PPTs, and Word documents. It is compatible with Microsoft and Google and works nicely across different gadgets.
From personal experience, a WPS Spreadsheet has just as many features and some added convenience. Some of the notable ones include:
A rich collection of templates
Lightweight size and easy to run on multiple gadgets.
It comes free as opposed to Microsoft’s subscription-based model.
Use Word, Excel, and PPT for FREE, No Ads.
Edit PDF files with the powerful PDF toolkit.
Microsoft-like interface. Easy to learn. 100% Compatibility.
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FAQs
1. How do you Swap Columns and Rows in Excel?
Step 1: Highlight all the columns and rows you want to swap and copy them.
Use CTRL + C to copy the selected columns and rows.
Step 2: Click an empty cell at your preferred spot for the new arrangement.
Step 3: Right-click the same cell and select the paste option.
Doing this will open up several pasting formats. However, you want to use the ‘Transpose Rows and Columns.’
Note that the latest version of Excel displays this option and others in an icon format when you right-click. Simply mouse over the icons to get their function and select the right one.
Once you select ‘Transpose Rows and Column,’ Excel will swap the columns and rows.
2. Can I Swap Multiple Rows in Excel at Once?
Follow these steps to swap multiple rows or columns in Excel at once without replacing any field or value.
Step 1: Select the row or column you want to swap.
Step 2: Move your mouse cursor to the border of the column or row till it changes to a hand symbol.
Step 3: Click and hold the cursor, then drag it across to the column you want to swap with on the list. For rows, drag the cursor down or up to the row you want to swap with.
Step 4: Release the mouse button when the line turns green.
Summary
With all the steps above, you now know how to swap rows in Excel. We have also given you an excellent free alternative to Microsoft Excel and Google Sheets.
WPS Office is worth checking out, especially if you want to access your projects across gadgets. The all-in-one office suite has everything you need to execute an excellent project.
