How to always insert a blank row below instead of above in Excel?

In Excel, when you right-click a row and choose Insert, the new blank row is always inserted above the selected row by default. This behavior is built into Excel and cannot be changed directly in Excel Options. However, if you often need to insert a blank row below the current row, there are several practical workarounds. In this article, we will show you different ways to insert rows below in Excel.

Why does Excel insert rows above by default?

Insert a blank row below instead of above in Excel

• Method 1: Select the row below before inserting
• Method 2: VBA code to insert one or multiple blank rows
• Method 3: Kutools for Excel to insert one or multiple blank rows

Frequently Asked Questions (FAQs)

Conclusion

Why does Excel insert rows above by default?

When you select a row and insert a new one, Excel shifts the selected row and all rows below it downward. This ensures that formulas, named ranges, and structured references (like in tables) adjust automatically without breaking. Inserting above is simply more predictable for most spreadsheet operations.

For example, if you select row 5 and insert a row, Excel adds the new blank row above row 5. So, to insert a blank row below row 5, you need to select row 6 first, then insert the row. This is simple, but it can become annoying if you need to do it repeatedly. Fortunately, there are workarounds.

Method 1: Select the row below before inserting

This is the easiest built-in method. Since Excel always inserts rows above the selected row, you can select the row below the target position.

1. Click the row number below where you want to insert a blank row. For example, if you want to insert a blank row below row 5, select row 6.
   
2. Right-click the selected row number. Choose Insert from the context menu.
   
3. A blank row will be inserted above row 6, which means it appears below row 5.
   

Method 2: VBA code to insert one or multiple blank rows

If you frequently need to insert blank rows below the selected row, using VBA is a more efficient solution. Instead of selecting the row below first every time, you can run a simple macro to insert a blank row directly under the current row. You can also use VBA to insert multiple blank rows at once, which is especially helpful when working with large worksheets or repetitive data entry tasks.

Insert one blank row below the selected row

If you only need to insert one blank row below the current row, use the following simple VBA code.

1. Hold down the ALT + F11 keys, and it opens the Microsoft Visual Basic for Applications window.
2. Then, click Insert > Module, and paste the following macro in the Module Window.

   Sub InsertOneBlankRowBelow()
       ActiveCell.Offset(1, 0).EntireRow.Insert
   End Sub

3. Then, save and close this code window. Next, please click Insert > Shapes > Rectangle, see screenshot:
   
4. Then, draw a rectangle button with dragging the cursor and format it as you need. See screenshot:
   
5. After formatting it to your need, please right click it, and choose Assign Macro option, see screenshot:
   
6. In the Assign Macro dialog box, select the macro name you inserted just now from the Macro name list box, see screenshot:
   
7. Then, click OK to close the dialog box.

Now, when you click any cell, and then click the button, the blank row will be inserted below the selected cell as below demo shown:

Insert multiple blank rows below the selected row

If you want to insert more than one blank row at a time, use the following VBA code. After running the macro, Excel will ask you how many blank rows you want to insert.

1. Follow the steps (1-7) above, then use the VBA code below to insert one or multiple blank rows below the selected row.

   Sub InsertMultipleBlankRowsBelow()
       Dim RowCount As Long
       RowCount = Application.InputBox( _
           Prompt:="Enter the number of blank rows to insert:", _
           Title:="Insert Blank Rows Below", _
           Default:=1, _
           Type:=1)
       If RowCount <= 0 Then Exit Sub
       ActiveCell.Offset(1, 0).Resize(RowCount).EntireRow.Insert
   End Sub

2. Now, when you click any cell, and then click the button, in the pop-up box, enter the number of blank rows you want to insert.
   
3. Excel will insert the specified number of blank rows directly below the selected row.

Method 3: Kutools for Excel to insert one or multiple blank rows

If you prefer a no-code solution, Kutools for Excel provides a much easier way to insert blank rows below the selected row. Instead of selecting the row below manually or writing VBA code, you can use Kutools to insert one blank row or multiple blank rows with just a few clicks.

This method is especially useful when you need to insert blank rows repeatedly, insert rows in bulk, or avoid macro-related security settings. It is more visual and beginner-friendly, making it a good choice for users who want a fast and convenient Excel add-in solution.

Insert one blank row below the selected row

1. Click the row number where you want to insert a blank row below.
2. Then, right click the selection, and choose Add Below from the context menu, see screenshot:
   

Now, a blank row is inserted directly below the selected row, rather than above it.

Insert multiple blank rows below the selected row

If you want to insert several blank rows below the selected row, Kutools for Excel also makes it easy. You only need to select the target row and specify how many blank rows you want to add.

1. Right-click on a cell (A5 in this case) that you want to add rows below, and choose Add Rows from the context menu.
   
2. In the pop-up dialog box, select Below the selection option, and enter the number of blank rows you want to insert. Click OK.
   

The specified number of blank rows will be inserted directly below the selected cell.

Frequently Asked Questions (FAQs)

Conclusion

Excel’s default behavior of inserting rows above is logical from a formula-referencing standpoint, but it doesn’t always match user needs. Fortunately, you have multiple ways to insert a blank row below instead:

• Method 1 (manual) – select the row below before inserting. Fast and no setup.
• Method 2 (VBA) – ideal for frequent or automated use.
• Method 3 (Kutools) – great for non-technical users needing advanced options.

Choose the method that best fits your skill level, frequency of task, and budget. With these techniques, you can take full control of row insertion in Excel and build spreadsheets exactly the way you want.

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