The Cut, Copy and Paste commands are a standard software feature and allow users to transfer data from one location to another via the clipboard. As with most programs, Microsoft Office Excel uses the clipboard in two ways: it allows you to manipulate standard data, such as text and graphics, and also data which is unique to Excel, such as formulas.

Microsoft Excel 2007 uses four main commands to manipulate data via the clipboard in Excel: Cut, Copy, Paste and Paste Special. The most commonly used combinations are Cut or Copy followed by Paste or Paste Special. Whenever the operation starts with the Cut command, information will be transferred from one location to another; if Copy is used instead, information will be duplicated at the destination. Regardless of which operation is being performed, there are a few tips which every Excel user should be aware of.

Firstly, when copying and pasting or cutting and pasting data, you may paste once or paste repeatedly. If you only want to paste the information once, then having made your selection and used the Cut or Copy command, simply position the cursor in the top left cell of the area where you want to data to go (you don’t have to select multiple cells) and press the Enter key. This will paste the data and exit Copy mode; i.e. the flashing border will disappear from the selected cells. If you want to paste the data repeatedly in different locations, then use the Paste command. This pastes the data at the specified location but keeps you in Copy mode.

You can also select multiple locations and paste the copied or cut data into each of them simultaneously. Imagine, for example, you have a worksheet containing product information which includes a column headed “Product Status”. You select a cell in that column which contains the text “Obsolete but for sale” and copy it. You now want to copy this text into several other cells in that same column. To do this, you can click on the first cell that needs this text, hold down Control and click on each of the others. Next, simply press the Enter key to paste the copied text into each of the selected cells and exit Copy mode.

Whenever you copy a formula, Excel will change all relative cell references (those without dollar signs; such as “A5″, as opposed to “$A$5″). Most of the time, this is quite useful. However, occasionally you want to copy the exact same formula in a cell. The way to do this is edit the cell containing the formula and copy the formula while in Edit mode. To copy, highlight the formula and right-click Copy or type Control-c. When you paste the formula into another cell, it will be identical to the original formula.

The Paste Special command is a versatile alter ego of the Paste command. One of its most useful function is to “freeze” volatile or dynamic data; i.e. data which is being generated by formulas. Simply copy the data including all of the formulas and then with the data still highlighted, choose Paste Special; activate the option “Values” and click the OK. Any formulas in the original selection will be permanently replaced with their current values.

Take you Excel knowledge to the next level by attending one of our Microsoft Excel 2007 training courses.

Similar Posts:

Kyle Tyndall is the owner and operator of this Tech Blog. He writes and host other writers articles about technology here. He is a computer technician for the school district he lives in and has worked in technology since 2001.  Thanks for stopping by.

  • Share/Bookmark