Excel Keyboard Shortcut to Insert a Row or Line

In Excel for Microsoft 365 on Windows, select a row and press Ctrl+Shift+= to insert a worksheet row above it; the shortcut is also written as Ctrl+Shift+Plus. If by “line” you mean a new line of text inside one cell, edit the cell and press Alt+Enter instead.

The shortcut depends on what you mean by “line”

Excel uses “row” for a horizontal set of worksheet cells, while a “line” can also mean a line break inside a cell. Those are different operations and use different shortcuts. Inserting a row adds space across the worksheet and shifts existing cells; adding a line break keeps the text in one cell and makes it display on multiple lines.

For a worksheet row, the selection matters as much as the keystroke. Select a cell in the row where the new row should appear, or select the whole row first. Excel inserts the new row above the selected row. For a line of text, put the insertion point where the next line should begin while editing the cell. Neither shortcut is the same as drawing a border or inserting a chart line.

Insert a worksheet row with the keyboard

The most reliable method is to select the row that should move down, then use the insert shortcut:

Click a cell in the row above which you want the blank row.
Press Shift+Space to select the entire worksheet row.
Press Ctrl+Shift+=. On many keyboards, the plus sign is entered by pressing Shift and the equals key, which is why this is also described as Ctrl+Shift+Plus.

Excel inserts a blank row above the selected one. For example, if the new row belongs between worksheet rows 5 and 6, select row 6 and use the shortcut. The former row 6 moves to row 7, and the new blank row becomes row 6. Selecting the full row before inserting avoids a follow-up prompt about how to shift surrounding cells.

You can also select a row by clicking its numbered heading at the left edge of the worksheet. The keyboard method is useful when you are already navigating a large sheet without a mouse. If you have selected several adjacent row headings, the shortcut inserts the same number of rows above the selection. For example, selecting rows 6 through 8 and inserting adds three rows above row 6.

Use the Insert dialog or ribbon

If you select an ordinary cell and press Ctrl+Shift+=, Excel may open the Insert dialog. The dialog offers choices such as shifting cells right, shifting cells down, inserting an entire row, or inserting an entire column. Choose Entire row when that is what you need, then confirm. Selecting a whole row first generally makes the intended operation clear and avoids this extra choice.

The ribbon provides a visible alternative: choose Home > Insert > Insert Sheet Rows. This inserts worksheet rows above the current selection. The command is useful when you are unsure which keyboard layout is active, or when documenting steps for someone who does not use shortcuts. You can also right-click a selected row heading and choose Insert.

Ribbon key tips provide another keyboard route on Windows: press Alt, then H, I, and R in sequence to insert sheet rows. These are successive key presses, not a chord held down together. Key-tip letters can vary with Office language or interface changes, so the shortcut or ribbon command is easier to remember across installations.

Add a new line inside a cell

To put two lines of text in one cell, double-click the cell or select it and press F2 to edit. Move the insertion point to where the second line should start, then press Alt+Enter. For example, a cell could contain “Northwind Supplies” on its first line and “Accounts Payable” on its second. Both lines remain part of the same cell, so the value is still stored in one place.

If the line break is present but the second line is not visible, turn on Home > Wrap Text or adjust the row height. Wrap Text lets Excel display content on multiple lines within the cell width; it does not add a manual line break at a particular word. A manual break controls exactly where the next line starts, while wrapping changes automatically if the column width changes.

On Excel for Mac, the in-cell line-break shortcut is generally Control+Option+Return. Keyboard layouts and function-key settings can affect how keys are labeled, so if that combination does not work, use the Mac Excel Help search for “insert a line break in a cell” for the current version. In Excel for the web, try Alt+Enter while editing a cell; browser and keyboard behavior can affect shortcuts, so the ribbon’s Wrap Text command is a useful display alternative, though it does not create a manual break.

Insert cells, columns, or multiple rows

The same Windows shortcut, Ctrl+Shift+=, can insert more than one kind of worksheet content. Its effect depends on what is selected. A selected row leads to a row insertion; a selected column leads to a column insertion; a single selected cell can bring up the Insert dialog. This context-sensitive behavior is why selecting the intended row or column first is the clearest approach.

Insert a column: select its column heading, then press Ctrl+Shift+=. Excel inserts the new column to the left.
Insert several rows: select the same number of row headings as the number of rows you want, then use the shortcut. The new rows appear above the selected block.
Shift selected cells: select a cell or range and use the shortcut, then choose the direction in the Insert dialog if Excel asks.

Do not confuse insertion with deletion. On Windows, Ctrl+- opens the Delete dialog for selected cells, rows, or columns; it removes content or structures rather than creating space. If your goal is simply to show text on another line within a cell, use a line break or Wrap Text, not the worksheet-row insertion shortcut.

What happens to existing data and formatting

Inserting a full worksheet row moves the existing cells below the insertion point down. It does not overwrite the row you selected. Excel also adjusts many references and formulas when rows are inserted, but the exact result depends on how a formula refers to cells and where the insertion occurs. For instance, inserting a row within a referenced range can cause Excel to expand that range; a formula that uses fixed text or an external reference may behave differently.

Formatting for a new row is usually based on nearby rows, but it may not match the layout you intended. Excel can carry over formatting from the row above or below, and a worksheet with styles, borders, or conditional formatting may have additional rules. After inserting, check number formats, borders, data validation, and formulas in the surrounding area. The Insert Options button that can appear near the new row offers choices for how the inserted cells are formatted.

Tables have their own behavior. If the selected cell is inside an Excel table, inserting a worksheet row at that point may add a table row and extend table formatting or calculated-column formulas. To add a row specifically to a table, click a cell in its last row and press Tab to create a new row at the end, or use the table’s context menu. Inserting above a table is different: it can add a worksheet row outside the table rather than a record inside it.

Windows, Mac, and Excel for the web

This page uses Excel for Microsoft 365 on Windows as its baseline. On Windows, the row-insertion shortcut is Ctrl+Shift+=, commonly expressed as Ctrl+Shift+Plus. The equals key usually produces the plus sign when pressed with Shift, so all three keys are involved. If your keyboard has a dedicated plus key or a different layout, the Insert ribbon command remains a dependable option.

In Excel for Mac, row insertion is commonly performed with Control+Shift+= after selecting a row; some keyboard layouts make the plus-key combination less obvious. Mac Excel menus and key behavior can vary by version and keyboard, so use Home > Insert > Insert Sheet Rows if the shortcut is intercepted or does not match the labels on your keyboard. Do not assume that substituting Command for Ctrl will produce the same command.

Excel for the web has a similar ribbon command, but shortcuts can interact with the browser or operating system. If the key combination is unavailable, select the row heading and choose Home > Insert > Insert Sheet Rows. This also makes the selected operation visible, which is helpful when using a shared computer or following instructions written for desktop Excel.

Common problems and quick fixes

The shortcut opens a dialog instead of inserting a row: you probably selected a cell rather than the row heading. Choose Entire row, or select the full row with Shift+Space before using the shortcut.
The new row appeared in the wrong place: Excel inserts above the selection. Undo with Ctrl+Z on Windows, select the row below the intended location, and insert again.
The key combination types a symbol or does nothing: check whether you pressed the plus-key combination correctly, and make sure you are not editing a cell. Try the ribbon command to distinguish a keyboard-layout issue from a selection issue.
You see a warning about moving cells: the worksheet may contain data or objects that would be shifted or displaced. Review the prompt and the surrounding area before confirming; do not proceed if the layout would be damaged.
You are working in a protected sheet: protection settings may prevent inserting rows. Ask the workbook owner to allow row insertion or unprotect the sheet if you are authorized to do so.

One common misconception is that pressing Enter creates another line in the same cell. In Excel, Enter normally confirms the current entry and moves the selection; it does not insert an in-cell line break. Use Alt+Enter on Windows while editing the cell, and use Ctrl+Shift+= only when you intend to insert worksheet cells, a row, or a column.

Frequently Asked Questions

What is the shortcut to insert a row in Excel?
On Windows, select the row above which the new row should appear and press Ctrl+Shift+= (Ctrl+Shift+Plus). On Mac, use the corresponding Control+Shift+= combination where supported, or choose Home > Insert > Insert Sheet Rows.

How do I insert a line break in an Excel cell?
Edit the cell, position the cursor where the next line should begin, and press Alt+Enter on Windows. Excel for Mac generally uses Control+Option+Return. Turn on Wrap Text or increase row height if the break is not visible.

Does Excel insert a row above or below the selected row?
It inserts above the selected row. To add a row between rows 10 and 11, select row 11 and insert. Existing row 11 moves down to row 12.

How can I insert several rows at once?
Select the same number of row headings as the number of rows you want to add, then use the insert shortcut or Home > Insert > Insert Sheet Rows. Excel adds that many rows above the selected block.

Why does Ctrl+Shift+= open an Insert dialog?
When only a cell or cell range is selected, Excel may need to ask whether to shift cells or insert a whole row or column. Select a row heading first, or choose Entire row in the dialog.

Try it: the Date Difference Calculator: days, months, years and weekdays between two dates, with the DATEDIF formulas.

More in How-to basics

Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

Spotted an error in this guide? Let us know.