Please Note: This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Easily Adding Blank Rows.

Easily Adding Blank Rows

by Allen Wyatt
(last updated February 28, 2019)

2

There may be a time when you are working with a table and you want to insert a blank row between each existing row in the table. There are several easy ways to do this. If you don't want to use a macro, you can follow these steps:

  1. Insert a blank column anywhere in the list or table.
  2. Put the value 1 in the first table cell of the new column and the value 2 in the second cell.
  3. Select the two cells entered in step 2 and use the Fill handle to drag down to the last cell in the table. You should now have a column filled with consecutive numbers, 1 through however many rows there are in the table. These filled cells should still be selected.
  4. Press Ctrl+C. This copies the cells to the Clipboard.
  5. In the new column, just below the last cell, paste the copied cells. You should now have another range of cells below the table filled with the same consecutive numbers you created in step 3.
  6. Select any cell in the original table.
  7. Choose Sort from the Data menu. Excel selects the table, including the rows added in step 5, and displays the Sort dialog box. (See Figure 1.)
  8. Figure 1. The Sort dialog box.

  9. Specify that you want to sort in ascending order by the new column that contains your numbers.
  10. Click on OK. The table is resorted.
  11. Delete the column you added in step 1.

The above steps work because of the way in which Excel does its sorting. If, for some reason, you end up with two blank rows next to each other (in other words, the sorting does not work exactly as it should have), then you can modify the process slightly. In steps 2, enter the numbers 1 and 3 in the top two cells. This results in odd numbers being filled down the new column. Instead of doing steps 4 and 5, you would simply fill a like area with even cells (simply fill the first cell with 2 and the second one with 4). When you then sort in steps 6 through 9, the resulting table has the rows interleaved in the proper order.

If you are not adverse to using macros, inserting the blank rows is even easier. Simply select the rows you want to affect, and then execute this macro:

Sub AddBlankRows()
    Dim J As Integer
    Dim MySelection As Range

    If TypeName(Selection) <> "Range" Then Exit Sub
    Set MySelection = Selection
    Application.ScreenUpdating = False
    For J = MySelection.Rows.Count To 1 Step —1
        MySelection.Rows(J).EntireRow.Insert
    Next J
    Application.ScreenUpdating = True
End Sub

Of course, you should remember that if your only purpose in adding rows is to "space out" your information, you can achieve the same thing by simply increasing the height of each row in the table. You should only physically add blank rows if you need those rows in order to insert additional information in your data table.

Note:

If you would like to know how to use the macros described on this page (or on any other page on the ExcelTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (3011) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Easily Adding Blank Rows.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Documents Printing Out of Order

When printing documents under the control of a macro, you may notice that the documents print out of order for some ...

Discover More

Understanding Page Sizes

When you create a document, you need to be concerned about the final size of the page you will be creating. Word supports ...

Discover More

Changing from Absolute to Relative Hyperlinks

It is easy to amass a large number of hyperlinks in a document. You may want to process these hyperlinks in some way, ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More ExcelTips (menu)

Converting Numbers Into Words

Write out a check and you need to include the digits for the amount of the check and the value of the check written out ...

Discover More

Expiration Date for Excel Programs

If you use Excel to create a macro-based application, you may want to make sure that your programs cease working after a ...

Discover More

Running a Macro in a Number of Workbooks

Got a macro that you need to run on each of a number of workbooks? Excel provides a number of ways to go about this task, ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is one less than 2?

2015-06-12 06:46:46

david

Simple and genius. Tks Allen.


2014-07-07 14:53:03

Matthew

Very nice trick, worked well for me.

Thank you,

Matt


This Site

Got a version of Excel that uses the menu interface (Excel 97, Excel 2000, Excel 2002, or Excel 2003)? This site is for you! If you use a later version of Excel, visit our ExcelTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.