How To Move Columns In Excel? – 4 Easy Ways

Ever organized your data in Excel, only to realize a column needs to be in a different spot? No worries, rearranging columns is a breeze! This guide will show you multiple ways to move (or swap) columns in Excel, giving you the flexibility to organize your data efficiently. We’ll cover methods using drag-and-drop, cutting and pasting, and even keyboard shortcuts – so you can choose the approach that best suits your workflow. Let’s dive in and get your spreadsheet looking spick and span!

How To Move Columns In Excel?

Moving columns in Excel is a common task that helps in organizing and managing data more effectively. Whether you’re rearranging data for better readability or preparing it for analysis, knowing how to move Excel columns is essential. This section will walk you through the various methods you can use to move a column in Excel. Each method is simple and can be used depending on your specific needs and the version of Excel you are using, including Excel for Mac. Let’s explore these methods step-by-step.

1. Swap Columns By Drag And Drop

One of the simplest and most intuitive ways to rearrange columns in Excel is by using the drag-and-drop method. However, this method requires a careful approach to avoid data misplacement. Here’s how you can do it:

  • Select The Column Header: Click on the header of the column you want to move. For example, if you want to move column B, click on the header labeled ‘B’.

Select the Column Header-swap columns excel

  • Activate Move Cursor: Place your cursor on the border of the column header until it changes to a four-sided arrow icon. This indicates that you can start dragging the column.
  • Use The Shift Key: Press and hold the Shift key on your keyboard. By holding Shift, you ensure that the column is cut and inserted into the new position, rather than just copied.
  • Drag The Column: While holding the Shift key, click and hold the left mouse button, then drag the column to its new position. You’ll see a faint bar along the entire length of the column and a box indicating where the new column will be placed.

Drag Column-switch two columns in excel

  • Release To Swap: Release the mouse button and the Shift key when you see the indicator in the correct position. This action swaps the original column with the column at the drop point.

Release to Swap-switch columns in excel

Repeat these steps to move multiple columns as needed. This method is particularly useful when you need to switch two columns in Excel or adjust several columns in large datasets.

To move multiple adjacent columns at once, follow these steps:

  • Click the header of the first column you want to move.
  • Hold down the Shift key.
  • Click the header of the last column you want to move.
  • Drag the selected columns to their new location while holding the Shift key.

Note: This method doesn’t support dragging non-adjacent columns. Columns need to be adjacent to one another for effective movement.

2. Swap Columns By Using Cut And Paste

Another effective method to move Excel columns involves using the Cut and Paste features. This method is especially useful when you need to swap columns in Excel across different worksheets or within the same sheet but over large distances. Here’s how you can use this technique:

  • Select The Column: First, click on the column header of the column you want to move. For example, to move column C, simply click on the header labeled ‘C’.
  • Cut The Column: Right-click on the selected column and select “Cut” from the menu, or use the keyboard shortcut Ctrl + X (or Cmd + X on a Mac) to cut the selected column. This action removes the column from its current location and prepares it to be inserted elsewhere.

Cut the Column-swap columns excel

  • Select The New Location: Click on the header of the column to the right of where you want to move the cut column. This location will determine where your cut column will be inserted.
  • Insert The Cut Column: Right-click on the selected column and choose “Insert Cut Cells” from the menu. Excel will shift the target column and all subsequent columns to the right, making space for the moved column.

Insert Cut Column-swapping columns in excel

  • Adjust If Necessary: If the placement isn’t quite right, you can undo the move by pressing Ctrl + Z (or Cmd + Z on a Mac) and repeat the process until you are satisfied with the arrangement.

Note: This method works well for moving individual columns. However, trying to move multiple columns at once using cut and paste may cause errors

3. Swap Columns By Using Copy And Paste

If dragging and dropping or cutting and pasting doesn’t work for you, you can utilize the copy-and-paste method to move Excel columns. This technique is especially handy when you need to duplicate column data rather than just relocate it, ensuring the original data remains intact until you decide to delete it. Here’s how to effectively use this method:

  • Select The Columns To Move:
    • Click the column header of the column you want to copy.
    • For multiple adjacent columns, click the first column heading, hold Shift, and click the last column heading.
    • For non-adjacent columns, hold Ctrl and click each desired column header.

Alternatively, select only the headings of the columns to be moved and then press Ctrl + Space. This will select only cells with data          rather than entire columns.

  • Copy the Columns:
    • Right-click on the selected columns and choose “Copy” from the menu.
    • Alternatively, use the shortcut Ctrl + C (Cmd + C on a Mac).

Copy Columns-move a column in excel mac

  • Choose Insertion Point: Click on the header of the column where you want the copied columns to be inserted. Remember, this action will shift existing columns to the right, so choose the location wisely.
  • Insert Copied Cells: Right-click on the selected insertion point and select “Insert Copied Cells” from the menu, or press Ctrl and the “+” button on your keyboard simultaneously. Excel will insert the copied columns into the selected location.

Insert Copied Cells-switch columns in excel

  • Delete Original Columns: Once the columns are successfully moved, delete the original columns to clean up your spreadsheet and avoid duplicate data.

4. Move Columns Using Using Data Sort Feature

If you need a method to reorder multiple columns extensively or according to specific criteria, using Excel’s data sort feature might be the best approach. This method involves creating a temporary helper column that acts as a guide for rearranging your columns based on specified values. Here’s how you can move Excel columns using the data sort feature:

  • Create A Helper Column: First, add a temporary helper column next to the column you want to move. Label it with numbers that represent the new order of the columns. For example, if you want column C to be the first column, label it ‘1’.

Create a Helper Column-move excel column

  • Highlight The Data Range: Highlight the entire range of data, including the temporary helper column. Make sure to include all rows that contain data to ensure complete reordering.

Highlight Data Range-drag columns in excel

  • Access Sort Options: Go to the ‘Data’ tab on the ribbon and click on ‘Sort’ located in the sort & filter group.

Go to Data-move excel columns

  • Set Sort Direction: In the Sort dialog box, click “Options,” and choose “Sort left to right,” and click “OK.”

click Options-shift columns in excel

  • Execute Sorting: From the “Sort By” dropdown menu, select “Row 1” (the temporary row where you mention the order) and click “OK.” Excel will sort your columns based on the numbers in the first row.

Sort By-switch two columns in excel

  • Remove Temporary Elements: You can then delete the first row and the helper column to complete the rearrangement.

Remove Elements-swapping columns in excel

This sorting technique is particularly useful when you need to switch columns in Excel based on complex criteria or when dealing with a large dataset that requires precise reordering. It allows for a highly customizable and accurate approach to managing your data layout.

How To Shift Columns In Excel Mobile?

You can also move columns in Excel using the mobile version, which offers flexibility for managing data on the go. While the mobile interface differs slightly from the desktop version, many of the same principles apply. Here’s how you can move Excel columns on your mobile device:

Move Columns By Drag And Dropping

  • Select The Column: Tap the column header to select the column.
  • Initiate Drag: Press and hold the column until you see a drag indicator.
  • Drag The Column: Then drag the column to the new position where you want to move.
  • Release To Drop: Release the column at the desired location. That’s it, your column is moved.

Release column-move excel columns

Move Columns By Cut And Paste

  • Select the Column: select the column by tapping on the header.
  • Cut the Column: A menu will appear. Click on the “Cut” icon from the appeared menu.
  • Choose Insertion Point: Select the column header to the right of where you want to move the cut column.
  • Insert Cut Cells: Tap on “Insert Cut Cells” from the menu that appears.

Insert Cut Cells-drag columns in excel

Move Columns By Copy And Paste

  • Select The Column: Tap the column header to select it.
  • Copy The Column: Click the “Copy” icon from the menu
  • Select Insertion Point: Tap the column header to the right of where you want to place the copied column.
  • Insert Copied Cells: Tap “Insert Copied Cells” from the menu.

Insert Copied Cells Mobile-move excel column

  • Remove Original Column: After copying, you can remove the original column to keep your spreadsheet organized.

Tips To Avoid Errors While Swapping In Excel

  • Swapping columns in Excel can be straightforward, but it’s important to avoid common pitfalls that can lead to data loss or formatting issues. Here are some key tips to help you move Excel columns without errors:
  • Double-Check Data Selections: Always ensure you have selected the entire column or range of data you intend to move. Partial selections can result in incomplete data transfers.
  • Use The Undo Feature: Excel’s Undo feature (Ctrl + Z or Cmd + Z on a Mac) is your friend. If something goes wrong, you can quickly revert to the previous state.
  • Backup Your Data: Before making significant changes, create a backup of your worksheet. This way, you can restore the original if needed.
  • Be Cautious With Formulas: When moving columns that contain formulas, double-check that all references still point to the correct cells. Moving columns can sometimes break cell references, leading to errors.
  • Adjust Column Widths: After moving columns, you may need to adjust the column widths to maintain the readability of your data.
  • Use Named Ranges: If you frequently move columns, consider using named ranges. This way, your formulas and references remain intact even after moving columns.
  • Check For Hidden Columns: Ensure there are no hidden columns within your selected range, as these can disrupt the order and placement of your data.

By following these tips, you can minimize the risk of errors when swapping columns in Excel and ensure that your data remains accurate and well-organized.

FAQs:

Can I move columns in a protected worksheet?

You cannot move columns in a protected worksheet unless you unprotect the sheet first. Go to the Review tab, click on “Unprotect Sheet,” enter the password if required, and then move the columns. After making changes, you can protect the sheet again.

Can I move columns in a shared Excel workbook?

Yes, you can move columns in a shared workbook, but all users should save their work and avoid making changes simultaneously to prevent conflicts. Consider unsharing the workbook temporarily for extensive changes.

How to Move Excel columns without altering cell references in other sheets?

Moving columns within the same sheet will update references automatically. To ensure references in other sheets remain correct, use named ranges:
* Define named ranges for important data (Formulas > Define Name).
* Move the columns, and Excel will update references based on the named ranges.

How do I move columns in a table format without breaking the table structure in Excel?

To move columns within a table:
* Select the column header (within the table range).
* Drag the column to the desired position, making sure to drop it within the table bounds to maintain the structure.

Can I lock certain columns while moving others in Excel?

You can protect specific columns by locking them:
* Select the columns you want to lock.
* Right-click and choose “Format Cells.”
* Go to the “Protection” tab and check “Locked.”

Conclusion

In the end, moving columns isn’t just a one-time trick; it’s a fundamental skill that will empower you in countless future spreadsheets. As you build more complex models and analyze diverse datasets, this newfound ability to rearrange information will become a cornerstone of your Excel expertise. So, keep practicing these techniques, and watch your spreadsheet superpowers grow!

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