Section 8. Inserting, Deleting, Moving, and Copying Data

There are times when you need to rearrange data on your worksheet—beyond simple sorting, that is. When you need to move data from place to place, duplicate certain cells, or delete something you don't like, it's time to learn Google Spreadsheets' cell, row, and column editing functions.

Inserting Rows and Columns

To insert a new row or column, follow these steps:

1. Position the cursor in the row or column where you want to insert a new row or column.
2. Click the Insert button.
3. Select whether you want to insert a row or a column.

Google Spreadsheets now inserts the new row above the selected row or the new column to the left of the selected column. The existing row or column is shifted either down or to the right.

note

Unlike Microsoft Excel, Google Spreadsheets only lets you insert entire rows or columns; you can't insert individual cells into the spreadsheet. You also can't insert rows below the current row or to the right of the current column.

Deleting Data

Google Spreadsheets lets you delete entire rows and columns or clear the contents of individual cells. To delete a row or column, follow these steps:

1. Position the cursor in a cell in the row or column you wish to delete.
2. Click the Delete button.
3. Choose to delete the selected row or column.

note

Google Spreadsheets doesn't let you delete a cell per se, only clear its contents.

To clear the contents of an individual cell or range of cells, follow these steps:

1. Select the cell or range of cells you want to clear.
2. Click the Delete button.
3. Select Clear Selection.

The contents of the selected cell(s) are now deleted—even though the cells themselves remain.

tip

If you accidentally delete data you want to keep, don't panic! Google Spreadsheets includes an Undo option that lets you unwind your last command. All you have to do is click the Undo button at the top right of the workspace. Presto! You've undone your last delete and your data is back where it belongs.

Moving Data with the Cut and Paste Commands

Google Spreadsheets lets you move data from one place to another in your worksheet by cutting and pasting the data. The cut and paste procedure is similar to that used in most Windows-based applications.

To cut and paste data in your spreadsheet, follow these steps:

1. Select the cell or range of cells to move. (You can cut individual cells, entire rows and columns, or marked cell ranges. Use your mouse or the keyboard to select the range.)

   tip

   To select an entire column, click the column header (A, B, C, and so on). To select an entire row, click the row header (1, 2, 3, and so on).

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2. With the selection highlighted, click the Cut button.
3. Move the cursor to the first cell where you want to move your data. There is no need to select the entire range, just the first (upper-left) cell of the range.
4. Click the Paste button.

Google now moves the highlighted data to the new location.

caution

Be careful when cutting and pasting data! When you use the Paste command, Google will paste the copied data over any data that previously existed in the target range. Be sure no important data resides in the target range.

tip

You can also use the following keyboard shortcuts when cutting and pasting data: Cut—Ctrl+X or Shift+Delete; Paste—Ctrl+V.

Copying Data

Copying data is similar to moving data, except that both the original data and the copied data remain in your spreadsheet. You can use the copy command to duplicate table headings or entire ranges of data.

To copy and paste data, follow these steps:

1. Select the cell or range of cells to copy. (You can cut individual cells, entire rows and columns, or marked cell ranges. Use your mouse or the keyboard to select the range.)
2. With the selected highlighted, click the Copy button.
3. Move the cursor to the first cell where you want to paste your data. There is no need to select the entire range, just the first (upper-left) cell of the range.
4. Click the Paste button.

Google places a copy of the selected data in the new location.

tip

You can also use the following keyboard shortcuts when copying and pasting data: Copy—Ctrl+C or Ctrl+Delete or Ctrl+Insert; Paste—Ctrl+V.