Row, Column, Cell, and Range in Excel for Beginner

As a basis for learning Microsoft Excel, you must know about the row, column, cell, and range contained in the Worksheet. Because when you work with Excel, you will always come across these terms.

In this guide, you don’t just learn about the definition of rows, columns, cells, and ranges are in Excel. But, you will also learn how to add (multiple) and delete them.

Let’s get started…

Rows and Columns in Excel

In Microsoft Excel, rows are components that run horizontally and are arranged vertically on the left in the worksheet. Each row is identified using integers such as 1, 2, 3, 4, …, 100, and so on.

For example, when you select the number 2 in the ruler on the left of the worksheet, then all the data horizontally in that row are inside with ROW 2.

In contrast, columns in Excel are components that run vertically and are arranged horizontally just below the formula bar on the worksheet. Each column is identified using letters such as A, B, C, …, AA, AB, and so on.

And of course when you select the letter E in the horizontal bar, then all the data vertically in that column is in COLUMN E.

#1 Insert Rows and Columns

To add new rows and columns in Excel, you can use the Insert Row/Column feature. This feature can be used to insert a new row between two rows.

For example, I want to insert a new row between rows 3 and 4. For this purpose, please follow these steps:

1. Since we will be adding a new row between rows 3 and 4, click on the last row, which is row 4.
2. Click Home Tab.
3. In the cell group, click the Insert Icon. Result:

Note: When inserting a new row in Excel, Excel will copy the cell formatting from the previous row. In this example, Row 3 uses a light orange color with bold, italic, and underlined fonts in several columns (see image).

Let’s prove…

The example above shows that Excel copies the color of the previous row. Next, please enter any text into your new row, then you will see the same type of font as row 3 as shown below:

Isn’t that right?

Then, how to add multiple rows at the same time?

Good question. Fortunately, you can also insert multiple rows in Excel at once.

For example, I want to insert 5 new rows after row 4. For this purpose, you must select 5 rows after row 4 as shown below:

Pro Tips: If you don’t know how to select 5 rows at once, please click-hold row 5, then drag it to row 9. Next, please click the Insert icon like in step 3 above. Results:

Easy isn’t it?

Note: Excel will be using the previous row formatting for all new rows that you insert. This method also applies if you want to insert a new column as shown below:

While adding rows and columns is easy, Excel limits (maximum) to 1,048,576 rows and 16,384 columns in one worksheet.

#2 Deleting Rows and Columns

To delete rows and columns in Excel, please select the rows or columns you want to delete. Then, in the Home tab, click Delete as shown below:

But, in other circumstances, you will need the CTRL key on the keyboard. Usually, this is useful for deleting rows or columns that are far apart.

For example, to delete columns B and H at the same time, please click column B. Then, press and hold the CTRL key, then click column H.

After all the columns are selected, please click Delete on the Home tab.

Cell in Excel

Cell in Excel is a box (with gridlines) where you enter data that is identified by the combination of column and row names.

For example, cell C₄ is a box that is in column C and row 4.

Note: When writing cell names, column names always take precedence before rows, such as cells C₄, D₅, or G₁₀.

As with adding rows/columns, you can also add new cells using the insert cell feature.

For example, I have data in the following cells:

Then, I want to insert a new cell above data in cell B₂. For this purpose, follow these steps:

1. Click Cell B₂.
2. On the Home tab, click Insert Option (down arrow icon).
3. Click Insert Cell…
4. In the Insert Window, please select Shift Cells Down. Then click OK. Results:

As you can see, “Shift Cells Down” will move the selected cell (and below it) below the new cell. If you select “Shift Cells Right”, the selected cell (and to the right of it) will move to the right.

However, the “Entire Row” and “Entire Column” options will insert a new row/column like the previous example.

Range in Excel

A range in Excel is a selected collection of cells. The range is a large box that can be identified by the top-left and bottom-right cell references of the set of cells.

For example, I have data in cells B₂, B₃, B₄, C₂, C₃, and C₄. Well, this collection of cells is also known as Range B₂:C₄.

Note: The colon ( : ) between the top-left and bottom-right cell references means “until/to”. So, the range B₂:C₄ is all cells from B₂ to C₄.

You will often use a range of data as a reference in Excel formulas and functions, such as the result of the SUM function below:

And of course, you can also copy or move data ranges in Excel easily.

For example, to move or copy the range B₂:C₄, select the range. On the Home tab, click Copy to copy or Cut to move.

Next, click your target cell and then click Paste on the Home tab. Here are the results:

Note: You can also use keyboard shortcuts: CTRL + C to copy, CTRL + X to Cut, and CTRL + V to paste.

In conclusion… As a basic component in a worksheet, you should understand what rows, columns, cells, and ranges are. Understanding these four components can make working with Excel easier.

However, if you have any questions about this guide, please leave them in the comments form.