Speed Up Copying and Pasting Using These Great Tricks and Shortcuts in Microsoft Excel
by Avantix Learning Team | Updated April 10, 2021
Applies to: Microsoft® Excel® 2013, 2016, 2019 and 365 (Windows)
It's surprising how much time you can save with a few tricks and shortcuts for copying and pasting in Microsoft Excel. Here are 10 useful copy and paste shortcuts for Excel users.
Recommended article: 10 Excel Data Entry Tricks and Shortcuts Every User Should Know
Do you want to learn more about Excel? Check out our virtual classroom or live classroom Excel courses >
For the following examples, if you are dragging, clicking or double-clicking, use the left mouse button.
1. Copying and pasting using Ctrl + C and Ctrl + V
The most popular shortcut for copying and pasting can be used in Excel and other programs as well. In Excel, select the cells you want to copy and press Ctrl + C. Click the top left cell where you wish to paste and press Ctrl + V. The copied selection is saved in the Clipboard so you can continue pressing Ctrl + V in different locations if you want to make multiple copies of the selection.
2. Copying and pasting using Paste Special
Paste Special is a very useful tool in Excel. Many options from Paste Special appear when you copy and then right-click a cell (such as values). However, you can also access Paste Special using your keyboard.
Select the cells you want to copy and press Ctrl + C. Click the top left cell where you wish to paste and press Ctrl + Alt + V. The Paste Special dialog box appears. Select an option (such as Values) and click OK.
3. Copying formulas down quickly
Instead of dragging the Fill handle on the bottom right corner of a cell to copy a formula down, select the cell with the formula you want to copy and double-click the handle on the bottom right corner. Excel will copy the formula down as long as there is data on the left.
4. Copying a date
It's common for Excel users to drag the Fill handle on the bottom right corner of a cell to copy a date. However, if you drag the Fill handle of a cell containing a date, Excel assumes you want to generate a date series. If this occurs and you want to copy the date, click the Smart Tag that appears after you drag the Fill handle and select Copy Cells from the menu.
5. Copying using Drag and Drop
You can use Excel's Drag and Drop pointer to copy a cell or range of cells. Simply select a cell or a range of cells and point to the border of the cell or range (not the corner). The pointer changes to the Drag and Drop pointer. Press Ctrl and drag the border of the cell or range to a new location. Release the mouse button and then release Ctrl. Excel will create a copy in the new location.
You can also use the Drag and Drop pointer to copy to another sheet. Select a cell or a range of cells and point to the border of the cell or range. The pointer changes to the Drag and Drop pointer. Press Ctrl + Alt and drag the border of the cell or range to a sheet tab to activate the sheet and then drag to a new location. Release the mouse button and then release Ctrl + Alt. Excel will create a copy in the new location on the other sheet.
6. Copying from the cell above
To copy the data or formula from the cell above, click the cell below the cell you want to copy and press Ctrl + ' (apostrophe) or Ctrl + D.
7. Copying the value only from the cell above
To copy the value only (not the formula) from the cell above, click the cell below the cell you want to copy and press Ctrl + Shift + ' (apostrophe).
8. Copying from the cell to the left
To copy the data or formula from the cell to the left, click in the cell to the right of the cell and you want to copy and press Ctrl + R.
9. Copying formatting
To copy formatting from one cell to another:
- Click the cell with the formatting you want to copy.
- Click the Home tab in the Ribbon.
- Click the Format Painter in the Clipboard group.
- Click the cell to which you want to copy the formatting.
The Format Painter appears on the left in the Home tab in the Ribbon:
To copy formatting from one cell to many other cells:
- Click the cell with the formatting you want to copy.
- Click the Home tab in the Ribbon.
- Double-click the Format Painter in the Clipboard group.
- Click the cells to which you want to copy the formatting.
- Press ESC or click the Format Painter to turn it off.
10. Copying a sheet
To quickly copy a sheet, point to the sheet tab you want to copy and then press Ctrl and drag the sheet to the right or left of the sheet tab. A sheet icon with a plus sign appears. Release the mouse button and then release Ctrl when the copy is in the desired location.
Subscribe to get more articles like this one
Did you find this article helpful? If you would like to receive new articles, join our email list.
More resources
How to Quickly Delete Blank Rows in Excel (5 Ways)
How to Fill or Replace Blank Cells in Excel with a Value from a Cell Above
How to Use Flash Fill in Excel to Clean or Extract Data (Beginner's Guide)
How to Use Conditional Formatting in Excel to Highlight Dates Before Today (3 Ways)
Related courses
Microsoft Excel: Intermediate / Advanced
Microsoft Excel: Data Analysis with Functions, Dashboards and What-If Analysis Tools
Microsoft Excel: Introduction to Visual Basic for Applications (VBA)
Our instructor-led courses are delivered in virtual classroom format or at our downtown Toronto location at 18 King Street East, Suite 1400, Toronto, Ontario, Canada (some in-person classroom courses may also be delivered at an alternate downtown Toronto location). Contact us at info@avantixlearning.ca if you'd like to arrange custom instructor-led virtual classroom or onsite training on a date that's convenient for you.
Copyright 2024 Avantix® Learning
You may also like
How to Replace Zeros (0) with Blanks in Excel
There are several strategies to replace zero values (0) with blanks in Excel. If you want to replace zero values in cells with blanks, you can use the Replace command or write a formula to return blanks. However, if you simply want to display blanks instead of zeros, you have two formatting options – create a custom number format or a conditional format.
What is Power Query in Excel?
Power Query in Excel is a powerful data transformation tool that allows you to import data from many different sources and then extract, clean, and transform the data. You will then be able to load the data into Excel or Power BI and perform further data analysis. With Power Query (also known as Get & Transform), you can set up a query once and then refresh it when new data is added. Power Query can import and clean millions of rows of data.
How to Freeze Rows in Excel (One or Multiple Rows)
You can freeze one or more rows in an Excel worksheet using the Freeze Panes command. If you freeze rows containing headings, the headings will appear when you scroll down. You can freeze columns as well so when you scroll to the right columns will be frozen.
Microsoft, the Microsoft logo, Microsoft Office and related Microsoft applications and logos are registered trademarks of Microsoft Corporation in Canada, US and other countries. All other trademarks are the property of the registered owners.
Avantix Learning |18 King Street East, Suite 1400, Toronto, Ontario, Canada M5C 1C4 | Contact us at info@avantixlearning.ca
