Select alternate rows or columns without holding Ctrl

Sometimes you may need to make a recurrent selection – shade alternate rows, or every other column, or a custom pattern, etc. Holding down Ctrl and handpicking cells is not an option for large spreadsheets with thousands of rows. MS Excel allows recurrent selections via VBA programming or conditional formatting. But there is a faster and less painstaking method.

The Repeat Selection tool helps select cells in any recurrent pattern:

Suppose you need to select every 3rd row in a table. Set the shading pattern for every third row and repeat the pattern throughout the entire range:

1. Select the first 3rd row in your shading pattern, e.g. "Name C".
2. Use the keyboard shortcut combinationCtrl + Shift + R.
3. Define the range where you want to repeat the shading pattern, e.g. range A2:K15.

   

   Tip:find the starting cell in the range. Since "Name C" is the 3rd row – then the first row is "Name A" which begins in A2.
4. Click OK Done, every 3rd row is selected.
5. Now you can delete, copy, color, etc. all these rows at once.

Suppose you need to select every 2nd column in a table. Set the shading pattern for every second column and repeat the pattern throughout the entire range:

1. Select the first 2nd column in your shading pattern, e.g. "Task B" column.
2. Use the keyboard shortcut combinationCtrl + Shift + R.
3. Define the area where you want to repeat the shading pattern, e.g. B1:K15.

   

   Tip:find the starting cell in the range. Since "Task B" is the 2nd column – then first column is "Task A" which begins in B1.
4. Click OK Done, every 2nd column is selected.
5. Now you can delete, copy, color, etc. all these rows at once.

Recurrent selection does not necessarily mean shading entire rows or columns. You can select a recurrent pattern of specific cells – e.g. a checkerboard pattern. Follow the same steps to make any recurrent seletion:

1. Hold the Ctrl button and select the first two diagonal cells in the table, e.g. B2 and C3.
2. Use the keyboard shortcut combinationCtrl + Shift + R.
3. Define the area where you want apply the pattern, e.g. B2:K15.
4. Click OK Done, cells are shaded in a checkerboard pattern.
5. Now you can color or format these cells at once.

You can change the hot key combinations for the Repeat Selection at any time. Note, some shortcuts may not be available if they are reserved for other operations in Excel.

XLTools tab Settingsbutton Shortcutstab Set your own shortcuts OK.