Inserting and Deleting Rows or Tasks

To add new information into your sheet, you can insert new rows. You can also delete rows of information if they are no longer needed in the sheet. See our Formatting Options article for detailed instruction on applying formatting, such as a background color, to rows you've created. A sheet can contain up to 5,000 rows, 200 columns or 200,000 cells (whichever limit is reached first).

Play Icon   Jump to video demonstration: Rows & Hierarchy Overview


Inserting New Rows

You can insert a single row or multiple rows at once.

To insert a single row: Right-click on a row number and select Insert Row Above or Insert Row Below. A new, blank row is inserted above or below the selected row, respectively.

TIP: Alternately, you can insert new rows using keyboard shortcuts. Windows users can select a cell in that row and press the [Insert] key on the keyboard; Mac users can press [Control] + i.

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 will be selected.
  2. Click the drop-down arrow to the right of any highlighted row number and select Insert [X] Rows Above or Insert [X] Rows Below. The same number of rows that you selected are inserted as new, blank rows above or below your selection, respectively.

    TIP: After selecting the number of rows to insert, press the [Insert] key on a Windows keyboard, or [Control] + [I] on a Mac, to automatically insert that number of new, blank rows above the selection. Mac users can press

NOTES:

  • While Smartsheet only displays 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 icons 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:

  • Press [Shift] + [Space Bar] 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 on a cell and begin typing to fill it with data.
  • 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 Rows

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

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.

To delete multiple non-consecutive rows, hold down the [Ctrl] (Windows) or [Cmd] (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 to delete them all. If a filter is applied to the sheet, use this non-consecutive method to delete multiple rows.

To clear the content of a row without deleting it, click on the row's number (or highlight multiple rows as described above) and then press the [Backspace] or [Delete] key on your keyboard.

NOTE: The Undo command restores deleted or cleared rows as long as the sheet has not yet been saved.

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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