Be able to insert cell(s), row(s) and column(s), delete cell(s), row(s) and column(s), merge cells

20 Spreadsheets – Inserting, Deleting and Merging Cells

Learning Objective

By the end of this lesson you will be able to:

• Insert cell(s), row(s) and column(s) into a worksheet.
• Delete cell(s), row(s) and column(s) from a worksheet.
• Merge selected cells to create a single larger cell.

1. Inserting Cells, Rows and Columns

Insertion can be performed in three ways: using the menu, the right‑click context menu, or keyboard shortcuts.

1.1 Inserting a Row

1. Select the entire row below where the new row is required (click the row number).
2. Choose Insert → Row Above (or Row Below as needed).
3. Alternatively, right‑click the selected row and choose Insert Row.
4. Keyboard shortcut (most spreadsheets): Ctrl + + after selecting a row.

1.2 Inserting a Column

1. Select the column to the right of where the new column should appear (click the column letter).
2. Choose Insert → Column Left (or Column Right).
3. Right‑click the selected column and choose Insert Column if preferred.
4. Keyboard shortcut: Ctrl + Shift + + after selecting a column.

1.3 Inserting Cells (Shift Cells Right or Down)

1. Select the cell or range where new cells are required.
2. From the menu choose Insert → Cells… and pick either:

   • Shift cells right – pushes existing cells in the row to the right.
   • Shift cells down – pushes existing cells in the column downwards.

3. Right‑click the selection and choose Insert Cells for the same options.

2. Deleting Cells, Rows and Columns

Deletion follows the same three access methods as insertion.

2.1 Deleting a Row

1. Select the row number of the row to be removed.
2. Choose Delete → Row from the menu.
3. Or right‑click the row number and select Delete Row.
4. Keyboard shortcut: Ctrl + - after selecting a row.

2.2 Deleting a Column

1. Select the column letter of the column to be removed.
2. Choose Delete → Column.
3. Or right‑click the column letter and select Delete Column.
4. Keyboard shortcut: Ctrl + Shift + - after selecting a column.

2.3 Deleting Cells (Shift Cells Left or Up)

1. Select the cell(s) you wish to delete.
2. Choose Delete → Cells… and select either:

   • Shift cells left – moves cells on the right into the deleted space.
   • Shift cells up – moves cells below upward.

3. Right‑click the selection and choose Delete Cells for the same options.

3. Merging Cells

Merging combines two or more adjacent cells into a single larger cell. It is useful for headings or formatting tables.

1. Select the contiguous range of cells you wish to merge (must be in the same row or column).
2. From the menu choose Format → Merge Cells → Merge AcrossMerge Down or Merge All depending on the layout.
3. Alternatively, click the Merge & Center button on the toolbar (if available).
4. To unmerge, select the merged cell and choose Format → Merge Cells → Unmerge.

4. Practical Example

Suppose you have a sales table and need to add a new product row, remove an obsolete column, and create a title that spans the whole table.

1. Insert a new row above the total row to list the new product.
2. Delete the column titled “Discount” because discounts are no longer offered.
3. Select cells A1 through E1 and merge them to create a centered title “Monthly Sales Report”.

5. Keyboard Shortcut Summary

6. Quick Check Questions

1. What happens to the data in cells that are shifted when you insert a new column?
2. Explain the difference between “Shift cells right” and “Shift cells down”.
3. Why might you choose to unmerge cells after editing a merged header?

7. Summary

Inserting, deleting and merging cells are fundamental spreadsheet operations that allow you to organise data efficiently. Mastery of both menu navigation and keyboard shortcuts speeds up worksheet creation and editing, which is essential for the IGCSE ICT examination.