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how to swap rows in excel

Swapping rows in Excel can be done manually by cutting and pasting rows, or you can use Excel’s built-in functionality to achieve this. Here’s how you can do it:

Method 1: Manual Copy-Paste

  1. Select the row you want to move by clicking on the row number on the left side (e.g., row 2, row 5, etc.). The entire row will be highlighted.
  2. Right-click on the selected row number, choose „Cut” from the context menu, or press Ctrl+X to cut the row.
  3. Select the row where you want to place the cut row. Right-click on the row number or click on it to select the entire row.
  4. Right-click on the selected row number, choose „Insert Cut Cells” from the context menu, or press Ctrl+Shift++ (the plus key) to insert the cut row above the selected row. If you want to insert below, select the row below instead.

This method manually cuts and pastes the rows to swap them.

Method 2: Using Excel’s Built-in Functionality

Excel provides a built-in way to swap rows using the „Sort” feature. Here’s how:

  1. Select any cell within your data range.
  2. Go to the „Data” tab on the Excel ribbon.
  3. In the „Sort & Filter” group, click on the „Sort” button.
  4. In the „Sort” dialog box, make sure the „Expand the selection” option is selected.
  5. Under „Sort by,” choose a column that will help you identify the rows you want to swap. For example, if you want to swap rows based on values in column A, choose column A.
  6. Choose „Values” in the „Sort On” dropdown.
  7. In the „Order” dropdown, select „Custom List.”
  8. In the „Custom Lists” dialog, enter a list of values like this: 1, 2. This will effectively swap rows 1 and 2. Adjust the list according to the rows you want to swap.
  9. Click „OK” to close the „Custom Lists” dialog and then click „OK” again in the „Sort” dialog.
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This method uses sorting to swap rows based on the values in a selected column.

Remember to be cautious when using the „Sort” feature, especially if your data has other important sorting criteria that you don’t want to disturb. Always back up your data before making significant changes.


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