Inserting within a worksheet

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The Insert command is used to add rows or columns to the worksheet to include additional categories of data. We use the menu bar to execute this command.

Insert a single row

In many cases, you can just enter the new data in the next available blank row. But sometimes you will want to position the new data in between rows that already contain data.

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Suppose in the process of creating a budget you enter the different categories of expenses. You would like to list the categories from most to least costly.
A listing of expense categories

But after typing out the list, you realize you forgot one. You want to enter "Speaker Fees" just below "Usage Fee." The quickest remedy is to insert a new row between row 2 and 3 and enter the data label.

  • Enter the data labels, "Expense", "Usage Fee", "Food", and "Handouts" into A1, A2, A3, and A4 in an empty worksheet.
Menu bar displays Insert > Rows
  • Select row 3.
  • Select Insert > Rows from the menu bar.

  • Select the new A3 cell and type the text "Speaker Fees".
Row 3 displays "Speaker Fees," other categories moved lower

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  • Note that the former Row 3 is now Row 4.
  • Note too that insertion is always done above, NOT below, an existing row.

Insert one or more columns

Calc inserts new columns to the left of the selected column. Let's continue the example.

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Let's say we've started entering the costs in our expense listing:
Costs added in column adjacent to expense labels
  • Enter the label "Cost" and the data "500", "300", and "250" in cells B1, B2, B3, and B4, as shown.

But after getting started, we realize that the cost column should be Total Cost and we want to add columns for Quantity and Unit Cost to the left of Total Cost. Rather than overwrite the data we've already entered, let's insert 2 columns.

  • Select any cell in column B.
  • Select Insert > Columns.
One column inserted on the left

A new column appears to the left of the selected cell and the Cost data is now in column C. To insert a second new column, just repeat Insert > Columns.

But we could have added the two columns in one step.

  • Click the Undo button, Calc3UndoButton.png, on the function bar, to return to the situation with Cost displayed in column B.

Let's redo and this time insert two columns at once.

Right-click menu on a column header
  • Select columns B and C (that is, select the number of columns that you wish to insert to the left of the leftmost selected column).
  • Right-click the column header "C".
  • Select Insert Columns.

Two new columns appear to the left of the selected columns. The Cost column is shifted to the right.

  • Type the labels "Quantity" and "Unit Cost" into the first row in the new columns, B1 and C1.
  • Select D1 and type "Total Cost". Press enter. The "Cost" label is now "Total Cost."
Columns for Quantity and Unit Cost added to spreadsheet

In later pages in this section you will use this "Expense" worksheet to continue practicing how to work in cells. We suggest saving the spreadsheet with an appropriate title, e.g., Expenses.ods, in your Calc Tutorial folder.

Insert more than one row

Use a technique similar to inserting 2 or more columns. Select the number of rows to be inserted below where the new rows will be added. The existing rows will be shifted downward.