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ONLYOFFICE · Navigation and layout · Beginner

Insert, Resize and Hide Rows and Columns in ONLYOFFICE

Insert whole rows and columns, adjust layout, and hide or move records while checking formulas and record integrity.

Editorial standards

Quick answer

Select whole row or column headings before inserting, resizing or hiding. Check complete record tuples and dependent formulas after structural edits. Hiding is reversible visibility, not deletion or confidentiality.

A layout change should preserve a record’s fields and calculations. Inserting a whole row is different from shifting a single cell; hiding changes visibility without removing a record. This exercise tracks three original IDs, one inserted ID and a numeric total through each structural operation.

Before you begin

Use a new local spreadsheet in ONLYOFFICE Desktop Editors, with only one sheet tab selected. The instructions use the English interface and ordinary cell ranges, not formatted tables. Formula examples use English function names and commas; if your configured formula language or separator differs, use the editor’s function dialog rather than changing the data to text.

Scope and evidence: ONLYOFFICE Desktop Editors 10.0.0; local workbooks (XLSX masters and ODS exchange copies) on Windows/Linux. Documentation-qualified workflow, checked against current English help on 2026-10-19; no native execution or exact OS/build verification. macOS, hosted collaboration and receiving-program fidelity are not tested. The desktop changelog identifies 10.0.0, released October 13, 2026. The desktop overview establishes the local-file product and supported operating systems. The feature help linked below is rolling documentation, not a frozen 10.0.0 manual. Expected results here are independently calculated practice checks, not observations of a running application. No screenshots are presented as current native evidence.

Start with an auditable range

Rename the active sheet Layout. Enter A1:C4 as an ordinary range:

Row A B C
1 ID Item Amount
2 R-01 Pens 12
3 R-02 Notebooks 18
4 R-03 Folders 7.5

In B6 enter Total; in C6 enter =SUM(C2:C4). The total is 37.5. Save as oo-layout-start.xlsx. Do not convert the range into a formatted table or insert single cells during this exercise.

Insert a complete record and a new field

  1. Activate Layout and select row 3 by its row-number heading. Use its context menu Insert Top; alternatively, use Home → Insert cells → Entire row. This adds a row above the original R-02 record.
  2. Confirm the original R-02/Notebooks/18 tuple is now A4:C4 and R-03/Folders/7.5 is A5:C5. The total moves to C7. Inspect its formula: the target range should cover C2:C5, including the blank inserted row.
  3. Enter R-04, Labels and 5 in A3:C3. The total must become 42.5. If it remains 37.5, inspect the range before proceeding; do not type the desired total over the formula.
  4. Select column C by its heading and use Insert Left. Amount moves to column D, and the total moves to D7. Type Owner in C1, then Ava, Bo, Ava, Chen in C2:C5 respectively.
  5. Verify the complete records in A2:D5: R-01/Pens/Ava/12; R-04/Labels/Bo/5; R-02/Notebooks/Ava/18; R-03/Folders/Chen/7.5. D7 should contain =SUM(D2:D5) and show 42.5.

A single-cell insertion would separate IDs from their fields. If you mistakenly choose Shift Cells Down or Right, undo immediately in this session and verify the original tuples before using the whole-row or whole-column command.

Make the layout readable

Select columns A:D, right-click and choose Set Column Width → Auto Fit Column Width. Check the longer item name and every header are readable. For a consistent layout, set column B through Custom Column Width to 20; this is the editor’s character-based width, not 20 pixels. Select row 1 and set Custom Row Height to 24 points. The formulas and total should not change.

Hide column C using its heading and Hide. The heading sequence should skip C, but Owner values remain stored. Select visible column headings B through D and choose Show to restore C. Then hide row 4 and confirm D7 remains 42.5: an ordinary SUM still includes the hidden R-02 amount. Select row headings 3 through 5 and choose Show. This is hiding, not filtering, deleting or access control.

Move one record without overwriting another

The documentation permits moving rows and columns by dragging their headings, but insertion/overwrite targets can be easy to misread. For a deterministic first exercise, move the complete record through an explicitly empty range instead.

Select A5:D5, choose Cut, select A9 and Paste into the verified empty A9:D9. The R-03 tuple must appear at row 9 and its old A5:D5 location must be empty. Check all four fields, not only the ID. A contiguous total over D2:D5 is no longer the intended report definition once the record lies outside that block. In D7 enter =SUM(D2:D5)+D9 explicitly and verify 42.5. This deliberate formula repair avoids assuming how a particular build rewrites a range during a move.

Cut A9:D9 and paste back into the now-empty A5:D5. Reset D7 explicitly to =SUM(D2:D5). Check row 9 is empty, all four records are back in A2:D5, and the total is 42.5. Moving whole records is not sorting; do not use this method to reorder a live dataset with dependent formulas without additional checks.

Save, reopen and recover safely

Save as oo-layout-final.xlsx, close and reopen it. On Layout, confirm all four rows and columns are visible, the record tuples match, D7 is 42.5 with the intended SUM formula, and A9:D9 is empty. Preserve the final workbook. To repeat the insertion exercise, open the preserved start file and save it as oo-layout-repeat.xlsx before editing.

If hidden data seems missing, inspect the row/column heading gaps and use Show with the surrounding headings selected. If a total changes after resizing, another edit occurred: width and height alone should not alter its inputs. If a moved record’s ID and amount no longer agree, stop and compare against the saved starting tuples rather than accepting a plausible grand total.

Official references