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How to insert numbers or rows for missing sequential numbers in Excel?

Supposing you have a list of sequential numbers in a worksheet, but there are some missing numbers among the sequence, and now you need to insert the missing numbers or blank rows to make sure the sequence be complete (shown as the following screenshots). How could you quickly solve this problem in Excel?

doc-insert-missing-number1 -2 doc-insert-missing-number2

Insert missing numbers for sequence with Sort and Remove Duplicates feature

Insert missing numbers for sequence with VBA code

Insert blank rows for missing sequence with VBA code

Insert missing numbers or blank rows for sequence with Kutools for Excel

arrow blue right bubble Insert missing numbers for sequence with Sort and Remove Duplicates feature

May be you can find the missing numbers one by one, and then insert them, but it is difficult for you to identify the location of the missing ones if there are hundreds of sequential numbers. In Excel, I can use the Sort and Remove Duplicates feature to deal with this task.

1. Following the end of the sequence list, fill in another sequence numbers from 2005023001 to 2005023011. See screenshot:

doc-insert-missing-number3

2. Then select the range of the two sequence numbers and click Data > Sort A to Z, see screenshot:

doc-insert-missing-number4

3. And the selected data has been sorted as following screenshot:

doc-insert-missing-number5

4. Then you need to remove the duplicates by click Data > Remove Duplicates, and in the popped out Remove Duplicates dialog box, check the Column name that you want to remove the duplicates, see screenshots:

doc-insert-missing-number6 -2 doc-insert-missing-number7

5. Then click OK, the duplicates in Column A has been deleted, and the missing numbers in the sequence list have been inserted, see screenshot:

doc-insert-missing-number8

arrow blue right bubble Insert missing numbers for sequence with VBA code

If you feel there are so many steps with the above methods, here also have VBA code can help you finish this problem. Please do as follows:

1. Hold down the ALT + F11 keys, and it opens the Microsoft Visual Basic for Applications window.

2. Click Insert > Module, and paste the following code in the Module window.

VBA: insert missing numbers for the sequence

Sub InsertValueBetween()
'Updateby Extendoffice
Dim WorkRng As Range
Dim Rng As Range
Dim outArr As Variant
Dim dic As Variant
Set dic = CreateObject("Scripting.Dictionary")
'On Error Resume Next
xTitleId = "KutoolsforExcel"
Set WorkRng = Application.Selection
Set WorkRng = Application.InputBox("Range", xTitleId, WorkRng.Address, Type:=8)
num1 = WorkRng.Range("A1").Value
num2 = WorkRng.Range("A" & WorkRng.Rows.Count).Value
interval = num2 - num1
ReDim outArr(1 To interval + 1, 1 To 2)
For Each Rng In WorkRng
    dic(Rng.Value) = Rng.Offset(0, 1).Value
Next
For i = 0 To interval
    outArr(i + 1, 1) = i + num1
    If dic.Exists(i + num1) Then
        outArr(i + 1, 2) = dic(i + num1)
    Else
        outArr(i + 1, 2) = ""
    End If
Next
With WorkRng.Range("A1").Resize(UBound(outArr, 1), UBound(outArr, 2))
    .Value = outArr
    .Select
End With
End Sub

3. Then press F5 key to run this code, and a prompt box will pop out, please select the data range that you want to insert the missing numbers(don’t select the title range), see screenshot:

doc-insert-missing-number9

4. And then click OK, the missing numbers have been inserted to the sequence list. See screenshots:

doc-insert-missing-number1 -2 doc-insert-missing-number2

arrow blue right bubble Insert blank rows for missing sequence with VBA code

Sometimes, you just need to locate the place of the missing numbers and insert blank rows between the data, so that you can enter the information as you need. Of course, the following VBA code also can help you solve this problem.

1. Hold down the ALT + F11 keys, and it opens a Microsoft Visual Basic for Applications window.

2. Click Insert > Module, and paste the following code in the Module window.

VBA: insert blank rows for missing sequence

Sub InsertNullBetween()
'Updateby Extendoffice
Dim WorkRng As Range
Dim Rng As Range
Dim outArr As Variant
Dim dic As Variant
Set dic = CreateObject("Scripting.Dictionary")
'On Error Resume Next
xTitleId = "KutoolsforExcel"
Set WorkRng = Application.Selection
Set WorkRng = Application.InputBox("Range", xTitleId, WorkRng.Address, Type:=8)
num1 = WorkRng.Range("A1").Value
num2 = WorkRng.Range("A" & WorkRng.Rows.Count).Value
interval = num2 - num1
ReDim outArr(1 To interval + 1, 1 To 2)
For Each Rng In WorkRng
    dic(Rng.Value) = Rng.Offset(0, 1).Value
Next
For i = 0 To interval
    If dic.Exists(i + num1) Then
        outArr(i + 1, 1) = i + num1
        outArr(i + 1, 2) = dic(i + num1)
    Else
        outArr(i + 1, 1) = ""
        outArr(i + 1, 2) = ""
    End If
Next
With WorkRng.Range("A1").Resize(UBound(outArr, 1), UBound(outArr, 2))
    .Value = outArr
    .Select
End With
End Sub

3. Then press F5 key to run this code, and a prompt box will display, and then select the data range that you want to insert blank rows for the missing sequence(don’t select the title range), see screenshot:

doc-insert-missing-number9

4. And then click OK, the blank rows have been inserted for the missing sequence list. See screenshots:

doc-insert-missing-number1 -2 doc-insert-missing-number10

arrow blue right bubble Insert missing numbers or blank rows for sequence with Kutools for Excel

Here, I will introduce an easy and handy tool- Kutools for Excel, with its Find Missing Sequence Number feature, you can quickly insert the missing sequence number or blank rows between the existing data sequence.

Kutools for Excel : with more than 300 handy Excel add-ins, free to try with no limitation in 30 days. 
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If you have installed Kutools for Excel, please do as follows:

1. Select the data sequence that you want to insert the missing numbers.

2. Click Kutools > Insert > Find Missing Sequence Number, see screenshot:

3. In the Find Missing Sequence Number dialog box, check Inserting missing sequence number to insert the missing numbers or Inserting blank rows when encountering missing sequence numbers to insert blank rows as you need. See screenshot:

doc-insert-missing-number10

4. And then click OK button, and the missing sequence numbers or blank rows have been inserted into the data , see screenshots:

doc-insert-missing-number10 2 doc-insert-missing-number10 2 doc-insert-missing-number10

Download and free trial Kutools for Excel Now !

arrow blue right bubble  Demo: Insert missing numbers or blank rows for sequence with Kutools for Excel

Kutools for Excel: with more than 300 handy Excel add-ins, free to try with no limitation in 30 days. Download and free trial Now!

Related article:

How to identify missing numbers sequence in Excel?

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Comments (12)
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melanie.m
melanie.m
This comment was minimized by the moderator on the site
I have used the code for "VBA: insert blank rows for missing sequence" as listed above and works great - but i need it to insert rows across the all columns it only adds rows to the first 2 columns of my selection - not my entire table.
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skyyang
skyyang     melanie.m
This comment was minimized by the moderator on the site
Hello, Melanie,

To solve your problem, maybe the following code can help you: (Note: A indicates the column contains the missing sequence, please change it to your need.)
Sub InsertBlankRowsForMissingSequence()
    Dim i As Long
    On Error Resume Next
    Application.ScreenUpdating = False
    For i = Cells(Rows.Count, "A").End(xlUp).Row To 2 Step -1
        If IsNumeric(Cells(i, "A").Value) And IsNumeric(Cells(i - 1, "A").Value) And Cells(i, "A").Value <> "" And Cells(i - 1, "A").Value <> "" Then
            If Cells(i, "A").Value - Cells(i - 1, "A").Value > 1 Then
                Debug.Print Cells(i, "A").Value - Cells(i - 1, "A").Value - 1
                Rows(i).Resize(Cells(i, "A").Value - Cells(i - 1, "A").Value - 1).Insert
            End If
        End If
    Next i
    Application.ScreenUpdating = True
End Sub

Please have a try, hope it can help you!
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Manouk
Manouk
This comment was minimized by the moderator on the site
I am trying to use the VBA for sequential numbers. I have several columns next to the numbers of which numbers too. I.e.
1. HL Meter 34
2. HL Watermeter 40
4. HL CO2meter 24

When I use the code it works for the first 3 columns but it gets mixed up if I include the 4th column since it includes numbers too.
How can I change the code to make sure the numbers in column 4 stay the same?
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Rob
Rob
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Thank you amazing
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Gavin Cooke
Gavin Cooke
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What if i want to select 6 columns and then check 1st column for dates and if dates are missing add a row(blank cells) for all 6 columns
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phani
phani
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I want to use "Inserting missing sequence Number" feature but it's not supporting for digits more than 12 ? there are many sets in which I want to insert the sequence between (it's a alpha-numeric digit) can you help
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phani
phani
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Hi, I want to use "Inserting Missing Sequence Number", but it's not supporting if the no. of digits are more than 12 can you help ?
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Shahab
Shahab
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What if i want to select 6 columns and then check 1st column for dates and if dates are missing add a row(blank cells) for all 6 columns
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Francois
Francois
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Thank you very much. How do i change the script if the increments is only 0.02 and not 1 This is for the script InsertNullBetween()
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jonny
jonny
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this worked and was very easy to complete the task. Thank you.
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Denis
Denis
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Thanks ! Great script ! How i can modify this script if i say we need to process not only ID column + NAME column, but ID column + NAME column + NEW column ? How i can add new columns in this script?
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Amir
Amir     Denis
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The following is the modified macro to include an added column - Another important point is that when prompted to select the range, you should only select the first column - these took me a few hours! hope to save others' time

Sub InsertValueBetween()
'Updateby Extendoffice
Dim WorkRng As Range
Dim Rng As Range
Dim outArr As Variant
Dim dic As Variant
Set dic = CreateObject("Scripting.Dictionary")
Dim dic2 As Variant
Set dic2 = CreateObject("Scripting.Dictionary")

'On Error Resume Next
xTitleId = "KutoolsforExcel"
Set WorkRng = Application.Selection
Set WorkRng = Application.InputBox("Range", xTitleId, WorkRng.Address, Type:=8)
num1 = WorkRng.Range("A1").Value
num2 = WorkRng.Range("A" & WorkRng.Rows.Count).Value
interval = num2 - num1
ReDim outArr(1 To interval + 1, 1 To 3)
For Each Rng In WorkRng
dic(Rng.Value) = Rng.Offset(0, 1).Value
dic2(Rng.Value) = Rng.Offset(0, 2).Value
Next
For i = 0 To interval
outArr(i + 1, 1) = i + num1
If dic.Exists(i + num1) Then
outArr(i + 1, 2) = dic(i + num1)
outArr(i + 1, 3) = dic2(i + num1)
Else
outArr(i + 1, 2) = ""
outArr(i + 1, 3) = ""

End If
Next
With WorkRng.Range("A1").Resize(UBound(outArr, 1), UBound(outArr, 2))
.Value = outArr
.Select
End With
End Sub
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