How to add a new blank record in Excel

MS-Excel / Excel 2003

To add a new record to the data list with the data form, follow these steps:

Either move to the end of the data list (by dragging the scroll box to the very bottom of the scroll bar or by pressing Ctrl+↓ or Ctrl+Page Down) or simply click the New button on the data form.
Excel then displays a blank data form (marked New Record at the right side the dialog box), which you can then fill in.
Fill in the information in the data form.After entering the information for a field, press the Tab key to advance to the next field in the record. (Be careful not to press the Enter key yet because this inserts the new record into the data list.)
You can copy the entry from the same field in the previous record into the current field by pressing Ctrl+" (double quotation mark). You would use this keystroke shortcut, for example, to carry forward entries for the State field when you're entering a bunch of records that all have the same state.
After you've entered all the information you have for the new record, press the ↓ or Enter key or click the New button again.
Excel then inserts the new record as the last record in the data list and displays a blank data form where you can enter the next record.
Insert additional records to the data list, as desired.
When you finish adding records, press the Esc key or click the Close button to close the data form dialog box.

Some fields require you to enter their numbers as text rather than as values. For example, if you're entering part numbers or other identification numbers that use leading zeros, you need to preface the field entries with an apostrophe (') as in '00210. Note that Excel does not copy this very important punctuation from the previous entry when you press Ctrl+" to copy into the current field, so you must do it manually. For zip code fields, assign the Special Zip Code number format to retain leading zeros.

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Insert and delete rows and columns to organize your worksheet better.

Note: Microsoft Excel has the following column and row limits: 16,384 columns wide by 1,048,576 rows tall.

Select any cell within the column, then go to Home > Insert > Insert Sheet Columns or Delete Sheet Columns.
Alternatively, right-click the top of the column, and then select Insert or Delete.

Select any cell within the row, then go to Home > Insert > Insert Sheet Rows or Delete Sheet Rows.
Alternatively, right-click the row number, and then select Insert or Delete.

When you select a row or column that has formatting applied, that formatting will be transferred to a new row or column that you insert. If you don't want the formatting to be applied, you can select the Insert Options button after you insert, and choose from one of the options as follows:

If the Insert Options button isn't visible, then go to File > Options > Advanced > in the Cut, copy and paste group, check the Show Insert Options buttons option.

To insert a single row: Right-click the whole row above which you want to insert the new row, and then select Insert Rows.

To insert multiple rows: Select the same number of rows above which you want to add new ones. Right-click the selection, and then select Insert Rows.

To insert a single column: Right-click the whole column to the right of where you want to add the new column, and then select Insert Columns.

To insert multiple columns: Select the same number of columns to the right of where you want to add new ones. Right-click the selection, and then select Insert Columns.

If you don’t need any of the existing cells, rows or columns, here’s how to delete them:

Select the cells, rows, or columns that you want to delete.
Right-click, and then select the appropriate delete option, for example, Delete Cells & Shift Up, Delete Cells & Shift Left, Delete Rows, or Delete Columns.

When you delete rows or columns, other rows or columns automatically shift up or to the left.

Tip: If you change your mind right after you deleted a cell, row, or column, just press Ctrl+Z to restore it.

To insert a single cell:

Right-click the cell above which you want to insert a new cell.
Select Insert, and then select Cells & Shift Down.

To insert multiple cells:

Select the same number of cells above which you want to add the new ones.
Right-click the selection, and then select Insert > Cells & Shift Down.

You can always ask an expert in the Excel Tech Community or get support in the Answers community.

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You can insert rows above a selected row and columns to the left of a selected column. Similarly, you can insert blank cells above or to the left of the active cell on a worksheet. Cell references automatically adjust to match the location of the shifted cells.

Select the heading of the row above where you want to insert additional rows.

Tip: Select the same number of rows as you want to insert. For example, to insert five blank rows, select five rows. It’s okay if the rows contain data, because it will insert the rows above these rows.
Hold down CONTROL, click the selected rows, and then on the pop-up menu, click Insert.

Select the heading of the column to the right of which you want to insert additional columns.

Tip: Select the same number of columns as you want to insert. For example, to insert five blank columns, select five columns. It’s okay if the columns contain data, because it will insert the columns to the left of these rows.
Hold down CONTROL, click the selected columns, and then on the pop-up menu, click Insert.

When you insert blank cells, you can choose whether to shift other cells down or to the right to accommodate the new cells. Cell references automatically adjust to match the location of the shifted cells.

Select the cell, or the range of cells, to the right or above where you want to insert additional cells.

Tip: Select the same number of cells as you want to insert. For example, to insert five blank cells, select five cells.
Hold down CONTROL, click the selected cells, then on the pop-up menu, click Insert.
On the Insert menu, select whether to shift the selected cells down or to the right of the newly inserted cells.

Here's what happens when you shift cells left:

Here's what happens when you shift cells down:

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How to add a new blank record in Excel

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