Insert Blank Rows Using
🧾 Excel Guide: Insert Blank Rows Using Serial Numbers + Sort
🎯 Purpose:
To insert blank rows between existing rows using a technique involving helper serial numbers and sorting.
🪜 Step-by-Step Process:
🔹 Step 1: Prepare Your Data
Start with your dataset, for example:
| A |
|---|
| Apple |
| Banana |
| Mango |
🔹 Step 2: Add Serial Numbers
-
In the column next to your data, enter serial numbers.
-
Example:
| A | B |
|---|---|
| Apple | 1 |
| Banana | 2 |
| Mango | 3 |
🔹 Step 3: Copy Serial Numbers and Paste Below
-
Select the serial numbers (
B1:B3in this case). -
Copy (Ctrl + C) and Paste them directly below the last serial number:
| A | B |
|---|---|
| Apple | 1 |
| Banana | 2 |
| Mango | 3 |
| (blank) | 1 |
| (blank) | 2 |
| (blank) | 3 |
The blank rows represent placeholders where you want blank rows inserted.
🔹 Step 4: Apply Sort
-
Select the entire range (both columns).
-
Go to the Data tab.
-
Click on Sort.
-
In the Sort by dropdown, select the Serial Number column (Column B).
-
Choose Sort A to Z.
-
Click OK.
✅ Excel will now rearrange the rows, placing each blank row below its matching original row.
🔹 Final Result:
| A | B |
|---|---|
| Apple | 1 |
| (blank) | 1 |
| Banana | 2 |
| (blank) | 2 |
| Mango | 3 |
| (blank) | 3 |
🧽 Step 5: Clean Up
-
You can now delete the Serial Number column (Column B) if not needed.
-
Optional: Format the blank rows or insert other content as needed.
📝 Why This Works
This method uses a duplicate of the data’s position indicator (serial numbers), mixed with blank rows that have the same position marker. When sorted, Excel places one version (the original row) before the duplicate (the blank row), effectively inserting a blank row after each existing row.