How to Swap Columns in Excel: 3 Methods Explained

To Swap Columns in Excel - Quick Steps

• Drag and Drop: Select a column, drag it to a new position, and release.
• Cut and Paste: Cut a column (Ctrl + X) for Windows and (Cmd + X) for Mac, then paste it in the new location using Insert Cut Cells.
• Copy and Paste: Copy a column, then insert the copied cells in the new location.

Swapping columns in Excel is a powerful yet often overlooked feature that can help you reorganize your data quickly and efficiently. Whether you’re working with large datasets or just need to adjust the layout of your spreadsheet, knowing how to swap columns can save you time and effort.

In this article, we’ll show you three different methods to swap columns in Excel. From simply dragging and dropping to using a helper column and even the ‘Cut’ and ‘Insert Cut Cells’ feature, these methods will help you seamlessly reorganize your columns without affecting your data.

Method 1: Using ‘Cut’ and ‘Insert Cut Cells’ to Swap Columns in Excel

The Cut and Insert Cut Cells method allows you to swap entire columns with just a few clicks. This method is especially useful when you need to rearrange columns quickly while maintaining the integrity of your data.

Step 1: Select the First Column to Move

Click on the column letter of the column you want to move. For example, if you want to swap columns D and B, start by clicking the column letter D.

Step 2: Cut the Selected Column

After selecting the column, right-click and choose Cut from the context menu. Alternatively, you can use the keyboard shortcut Ctrl + X (For Windows) or Cmd + X (For Mac) to cut the column.

Step 3: Select the Destination Column

Click on the column letter where you want to move the cut column.

Step 4: Insert the Cut Column

Right-click on the destination column where you want to place the cut column. Choose Insert Cut Cells from the context menu. This will insert the cut column in the new position, pushing the existing columns to the right.

Step 5: Complete the Swap

After you’ve inserted the cut column, you may want to repeat the process for the other column to complete the swap.

Method 2: Drag-and-Drop to move columns in Excel

Swapping columns by dragging is one of the simplest ways to rearrange your data in Excel. This method allows you to quickly move entire columns just by dragging them to a new position and automatically rearrange columns in Excel. This technique is ideal when you want to swap two columns without altering or disrupting the data inside them. Follow the below steps to Move columns by Dragging.

Step 1: Enter Data into the Sheet

Enter Data in to MS Excel Spreadsheet.

Step 2: Click on the column header

Click the column header of the column you want to move. To select multiple columns, hold down the Ctrl key while clicking each header. Here we have Selected "Department" Column C, and we want to move it after "Name" Column A.

Note: Hold down Ctrl while clicking on the headers of additional columns that you want to include in your selection.

Step 3: Activate the Dragging Feature

Move your cursor to the edge of the selected column, until it turns into a small four-sided arrow cursor.

Step 4: Drag the Column to the New Location

Press and hold the left mouse button while dragging the column. Drag it to the position where you want to place the column.

Step 5: Drop the Column in the Desired Location

When you have the column in the new position, release the mouse button. The column will be dropped into the new location, and all other columns will shift automatically to accommodate it.

Quick Tip:

• Ensure No Data Overlaps: When dragging columns, be mindful of the data in the columns next to the one you're moving. The columns will automatically shift, so make sure there’s no important data that could get overwritten.
• Multiple Columns: If you need to move multiple columns at once, click and drag over the headers of the columns you want to move, then drag them to the new position.

Method 3: Move Columns in Excel using Helper Column

If dragging isn’t working for you, another reliable method is using the copy-and-paste function:

Step 1: Select the entire column you want to move

Click the column header of the column you want to move. To select multiple columns, hold down the Ctrl key while clicking each header. Here we have selected "Age" Column to Move.

Step 2: Copy the Column

Right-click on the selected column and choose Copy from the context menu. Alternatively, you can press Ctrl + C (For Windows) or Cmd + C (For Mac) to copy the column.

Step 3: Choose the Destination Location

Now, click on the column letter where you want to move your selected column. This can be a column to the left or right of the original column, depending on where you want to place it. Here in the below example, we want to paste it to Column F.

Step 4: Paste the Column

Right-click on the selected destination column and choose Insert Copied Cells from the context menu. Excel will insert the copied column at the location of the column you selected.
Alternatively, you can use Ctrl + V (For Windows) or Cmd + V (For Mac), but this will paste it over the existing data, so use the insert method to avoid overwriting other data.

Step 5: Delete the Original Column

After moving the column to the desired location, you might want to delete the original column to prevent duplicates. To do this, right-click on the original column letter and select Delete.

Change the Columns Order in Excel using VBA

If you're familiar with VBA, you can certainly write a macro to automate the process of changing the order of columns in Excel. In theory, this approach sounds efficient, as it could save you time when handling large datasets. However, in practice, you may find yourself spending more time specifying which columns to swap and where exactly to place them, rather than manually dragging them. Additionally, there's no guarantee that the macro will work flawlessly every time, and you'll likely need to verify the result to ensure accuracy. Ultimately, while VBA can offer automation, it might not be the best tool for such a simple task as rearranging columns, especially if the process requires frequent adjustments or verification.

Conclusion

Swapping columns in Excel doesn’t have to be a complicated process. With the methods we've outlined—dragging columns, using a helper column, or leveraging the ‘Cut’ and ‘Insert Cut Cells’ feature—you can easily reorganize your spreadsheet without losing any data. Mastering these techniques will give you greater flexibility in managing your data and help you maintain an organized, efficient spreadsheet. Whether you need a quick swap or a more precise method, these simple steps will make the task a breeze.