How to Swap Columns in Excel using 6 Simple Ways

As one of the common data processing programs in the modern era, we can deny the prominence of Excel. Not limited to professionals, individuals began to use Excel to accommodate diverse needs, including writing resumes, tracking monthly expenses, managing personal projects and many more. Thus, it is obligatory for you to understand some tricks on Excel, particularly the ones related to columns and rows, which are the most essential features of this program. Do you want to know how to swap columns in Excel? Here are some tips you may memorize from now on. 

When do we need to know how to swap columns in Excel? 

As we know, Microsoft Excel is the data processing software that allows us to store, process and analyse data. Therefore, it is common to deal with errors or failures while entering or processing the data in Microsoft Excel. Swapping columns in Excel is necessary to ensure that the data in one column can be moved to other columns accordingly, without changing the structure of the data. These are the conditions when we need to know how to swap columns in Excel. 

• Change the structure for importing the dataset into Excel

When importing a dataset into Excel, there is some risk that the columns are not inherently similar to the condition that we need. This condition can be caused by the fact that the dataset is in a format other than .xlsx, especially if the data is in another format, including .csv or other external formats. Thus, we need to swap some columns that feel the need to be rearranged. 

• Adjustment of the layout for the report

Making a report in Excel sometimes needs to be eye-catching and as clear as possible to ensure that the audience quickly grasps the information. Therefore, we need to rearrange and readjust the column and format to make it more presentable in public. 

• Correction of some errors while working with data

We know that working with data is sometimes quite challenging. There are risks that our dataset, along with formulas, is wrongly located. Therefore, we need to rearrange or swap column on the other place without changing the formulas and other formatting. 

How to swap columns in Excel using drag and drop?

The drag and drop method is very simple, and this feature is available whether you use Microsoft Excel or a similar app such as Google Spreadsheet. You can simply follow these steps on how to swap columns in Excel using drag and drop. 

• Step 1: Select one column you want to move or swap by clicking the header, and make sure all rows within that column are selected. 
• Step 2: Press the Shift key and hold it while you drag your column header in the direction of another column you want to swap it with. 
• Step 3: Release the mouse button and stop pressing the Shift key. Now, you can see that the columns in Excel have swapped. 
• Step 4: You may need to make a few additional adjustments, as sometimes the columns you swapped are not arranged in the way you intend them to be, particularly if the columns you swapped are not in adjacent positions. Follow the same drag-and-drop instructions in Excel above to alter that issue. 

How to swap columns in Excel using cut and paste?

Another most-used method to swap columns in Microsoft Excel is using cut and paste. You can also use the cut and paste trick to swap columns in Excel and a Google Spreadsheet. Follow these instructions on how to swap columns in Microsoft Excel using cut and paste below.

• Step 1: Select a column in Excel that you want to move or swap. Again, make sure all rows within it are selected. Just tap the header to ensure this. 
• Step 2: Cut the column in Excel by pressing Ctrl + X (Windows) or Cmd + X (macOS).
• Step 3: Select a place you intend to relocate the column.
• Step 4: Paste the column by pressing Ctrl  + V  (Windows) or Cmd + V (macOS). 

Additional note: this trick needs further adjustment because you may find a gap between your columns after pasting it to the intended place. Therefore, you may want to delete the empty or excess column by right-clicking its header, then selecting Delete column (in Spreadsheet) or Delete (in Excel). 

How to Swap columns in Excel using Insert Cut Cells

Despite being fast and effortless, the two previous tips would not allow you to directly swap columns in Excel that happen to be not in adjacent positions. In order to allow instant swap between columns without further adjustment, you can use the Insert Cut Cells feature. Follow these steps on how to swap columns in Excel with Insert Cut Cells. 

• Step 1: Select one column you want to swap positions. 
• Step 2: Right-click the column header and choose the Cut option. You can also use Ctrl + X or Cmd + X on your keyboard to execute this prompt. 
• Step 3: Select the specific column you want to replace with other data. Right-click on its header and then select Insert Cut Cells. 
• Step 4: The cut cells will be moved to the intended column, and the existing column will be pushed to the right. 
• Step 5: Make a few adjustments if needed. 

How do you swap columns in Excel with copy and paste? 

Another functional trick you may want to know about how to swap columns in Excel and Google Spreadsheets is utilising the Copy and Paste feature. Read the following steps on how to swap columns in Excel using Copy and Paste carefully. 

• Step 1: Open the Excel file and select the specific column you want to swap or move. 
• Step 2: Press Ctrl + C or Cmd + C to copy it, or you can also find the menu by right-clicking the column header. 
• Step 3: Find the cells you want your column to be in and press Ctrl + V or Cmd + V to paste it. You can also right-click the column and select Insert Copied Cells
• Step 4: However, if there is existing data within the column you want to replace with, do not paste it directly, as the existing data will be lost. Make sure the cells you want to place your column with are completely empty. This can be done by right-clicking the first cell of the column (right below the column header) and selecting Insert, followed by checking the Entire Column option, and clicking OK. 
• Step 5: Once you have copied and pasted the column, you will find two columns with identical data. You may want to delete the excess one. 

How to swap columns to rows in Excel? 

In another case, you might find it necessary to swap columns to rows while doing work in Excel. In order to do this, you need to familiarize yourself with the Transpose feature. This feature is available once you do Copy and Paste Special. To get it done, follow the steps for transforming columns to rows below. 

• Step 1: Select the columns you want to transform into rows in Microsoft Excel. This works the opposite way means you can also use these tips to swap rows into columns. 
• Step 2: Right-click the cells/column in Excel and select Copy. 
• Step 3: Determine the number of cells you want them to be; make sure the number of cells is enough to accommodate your data. For example, if you want to swap 5 columns, ensure you also select/block 5 rows before right-clicking them and selecting Paste Special. 
• Step 4: A dialogue box will show up, and pick Transpose on the last row of the option list. Check the picture above as a guide.
• Step 5: Click OK, and you will find your selected data, which was previously arranged as rows, has turned into columns. 

This feature is also available in Google Spreadsheet if you happen to decide use this online app. The steps are similar, if not more direct. You can find it right away after right-clicking the cells or column header. 

Additional tips about how to swap columns in Excel or a spreadsheet

You may find how to swap columns in Excel as easy and fast, yet to prevent data loss and other inconveniences, please allocate time to read these few curated tips below. 

• Consider to back-up file before editing the document.
• When dragging columns to swap their places, always select the column header to make sure all data within it is selected and thus will save you from the risk of data overlaps and errors. 
• You can also move multiple columns in Excel or Google Spreadsheets at once by dragging and dropping them together. Select one column at first, press the Shift key, then select another column you intend to move. Now, you have two columns under control. 
• The Paste Special option is only available if you use the Copy prompt. It will not appear if you select Cut. 

Benefits of mastering the swapping columns method in Excel 

Excel is one of the most used data processing programs that most people are already familiar with. It has a simple interface and is rich in functional features. However, not many people are willing to learn deeper about how to maximize Excel. Swapping columns is one of the simplest and probably obligatory techniques you want to master for work or even personal interests. Here are some benefits of understanding and memorising them.

• • Time saving: adjusting column and row positions will save you plenty of time, as you will not have to enter data manually from scratch. 

• Enhance data presentation: It is important to adjust columns in a certain chronological order based on your interests. It will make your report/data more readable and easy to comprehend, as well as enhance the experience of the readers/users.

• Correct errors: sometimes adjusting places between columns is necessary to correct errors and thus automatically will make your data clean, tidy, and accurate. 

Conclusion 

How to swap columns in Excel and other similar programs does not have to be a hassle. On many occasions, you want to swap places between columns or to transform them into rows and vice versa. There are several methods to finish this task, and mostly effortless. It does not require special skills, but you have to be meticulous and patient to make simple, inevitable adjustments. Understanding these methods for swapping columns in Excel will give you an advantage, either in professional or personal matters. Hence, how to swap columns in Excel is worth to learn, especially for professional workers, students, or other people who have to deal with data processing. 

Frequently Asked Questions (FAQ) about How to Swap Columns in Excel

1. How to swap columns in Excel or Google Spreadsheet? 

You can use four techniques to do this: drag and drop, cut and paste, copy and paste, or insert cut/copied cells. Please note that one person or another has their own preferable methos, therefore you can choose the method that you might feel easiest and most comfortable with from the tutorial above. 

2. Is it possible to transform columns to rows in Excel? 

Yes, use the Transpose feature that will be available in the Paste Special option. This feature will also allow you to swap rows into columns in Microsoft Excel. 

3. How to prevent data loss when swapping columns in Excel? 

Use Copy and Paste or Drag and Drop techniques instead of Cut to swap places between columns in Excel. You may also want to consider making a copy of the document before editing in case you face errors. 

4. What is the easiest step on how to swap columns in Excel or Google Spreadsheet? 

The quickest steps on how to swap columns in Excel by using drag and drop. This method is very simple, and you only need to click and hold the header of an Excel column and then drag and drop it into the other column. 

4. Can we swap columns and rows in a Google Spreadsheet? 

Yes, you can do the methods explained above in Google Spreadsheet, it actually have Special Paste and Transpose feature if you want to swap your columns into rows. This method is very useful for those of you who need to make a correction of the columns into a row. 

5. Why can’t I apply those methods in my Excel? 

Your app or program may crash because of several factors. If you find those prompts not feasible to do, consider restarting the program or app and reopening the document. That also explains why you need to have a backup file, as you potentially lose your work due to this. In addition, ensure that you do not open the file in restricted mode. Tapthe  Enable editing option that appears once you open the document.