Insert or Delete Rows or Tasks

To insert a single row in a sheet, right-click on a row number and select Insert Row Above or Insert Row Below. A new, blank row will be inserted above or below the selected row as per your selection.

TIP: You can also select a cell in a row and press Insert (Windows) or Control + I (Mac).

To delete a row, click the drop-down arrow to the right of the row number and select Delete Row.

A sheet can contain up to 5,000 rows, 200 columns, or 200,000 cells (whichever limit is reached first).

You can also insert or delete multiple rows at a time:

To clear the content of a row without deleting the row, click on the row's number and then press Backspace or Delete.

NOTE: You can use the Undo button to restore deleted or cleared rows as long as the sheet has not yet been saved.

Play Icon   Jump to video demonstration: Rows & Hierarchy Overview


Inserting Multiple New Rows

To insert multiple rows at once:

  1. Select a number of existing rows equal to the number of rows you want to insert: click on a row's number, hold down the Shift key, and click on a row number lower down.

    When you release your click, all rows in between the row you first clicked and the row you last clicked will be selected.
     
  2. Click the drop-down arrow to the right of any highlighted row number and select Insert n Rows Above or Insert n Rows Below.

    The same number of rows that you selected are inserted as new, blank rows above or below your selection, respectively.

NOTES:

  • While Smartsheet displays only 50 rows by default on newly created sheets, new rows are automatically added if you import or paste a larger dataset into a sheet. Additional rows are also added automatically if you enter data in the last row.
  • Row height isn't adjustable, but you can wrap text to display more information in each cell.
  • New rows may automatically inherit formatting and formulas due to the auto-fill functionality in Smartsheet. Click the Undo icon in the left toolbar immediately after inserting a new row to remove the automated formatting.
  • Use the Indent and Outdent buttons in the left toolbar to create a collapsible row hierarchy. For example, you can use a hierarchy to group rows together by project, location, category. Learn more in our help article on Hierarchy: Indenting & Outdenting Rows

TIPS:

  • After selecting the number of rows to insert, press Insert (Windows), or Control + I on a Mac, to automatically insert that number of new, blank rows above the selection. 
  • Press Shift + Spacebar to select the entire row of your active or selected cells. This makes it easy to delete or copy all row content at once.
  • Click in a cell and begin typing to add data to it.
  • To easily add or edit all cells in a row, open the Edit Row form by clicking the drop-down arrow next to a row's number.

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Deleting Multiple Rows

Consecutive Rows

To delete multiple consecutive rows, click on the top row's number, scroll down to the bottom, then press the Shift key on your keyboard as you click on the bottom row's number. When you release your click, all of the rows in between will be highlighted, and you can click the drop-down arrow next to any highlighted row's number and select Delete Row to delete them all.

Nonconsecutive Rows

To delete multiple nonconsecutive rows, hold down the Ctrl (Windows) or Command (Mac) key on your keyboard and click the row numbers for the rows you want to delete. Then, click the drop-down arrow to the right of any of the highlighted row numbers and select Delete Row.

Another way to delete nonconsecutive rows is to first apply a filter to the sheet, and then follow the steps to delete the displayed rows. (For more information about using filters, see Using Filters to Show or Hide Sheet Data.) 

Video Demo

For an instructional demonstration on working with rows, please review the video walk-through below:


If you don't have YouTube access, click here to watch the video.

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