Paste Special in Excel | CustomGuide (2024)

When you copy cell data, there are many ways it can be pasted. Some examples include:

Transpose Data: Copy columns to rows or vice versa.
Paste Values: Paste the results or values from a formula instead of copying and pasting the formulas themselves.
Paste Formats: Copy formatting from a cell or cell range and paste—or apply it elsewhere.

Transpose Data

Transposing data changes columns of copied data to rows, and vice versa.

Select a cell range.
Click Copy.
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Click the cell where you want to paste the data.
Click the Paste list arrow.
To preview a paste option before you commit to it, click the Paste list arrow and hold the mouse over the paste option.
Select Transpose.

The selected data is transposed from columns to rows.

Paste Values

You can paste only the values as displayed in the cells, instead of the formulas that are used to calculate those values.

With a cell containing a value you want to copy selected, click Copy.
Click the cell where you want to paste the data.
Click the Paste list arrow.
Select Values.
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Excel pastes the values of the copied cell into the selected cell.

Whenever you paste data, the Paste Options Smart Tag appears next to the selected cell. You can also paste values by clicking this tag and selecting a paste option from the list.

Paste Formats

You can also copy and paste cell formatting, applying formats such as a cell’s font, font size, and color to other cells.

Select the cell that has the format you want to copy.
Click the Copy button.
Click the cell where you want to paste the format.
Click the Paste list arrow.
Select Formatting.

Excel applies the formatting of the copied cell to the selected cell.

Advanced Paste Special Commands

If the paste commands you’re looking for aren’t available in the Paste menu, you can open the Paste Special dialog box to view advanced paste special commands.

Copy a cell value.
Click the cell where you want to paste the value.
Click the Paste list arrow.
Select Paste Special.

The Paste Special dialog box displays, containing numerous paste options.

Select a paste option.
Click OK.

Paste Special Options

The table below describes Excel's available Paste Special options.

Paste Special Options
Paste	Paste	Pastes all cell contents and formatting.
	Formulas	Pastes only the formulas as entered in the formula bar.
	Formulas & Number Formatting	Pastes both the formulas as entered in the formula bar and the copied cell’s number formatting.
	Keep Source Formatting	Pastes all cell contents and formatting, including the theme, if one was applied to the source data.
	No Borders	Pastes all cell contents and formatting applied to the copied cell except borders.
	Keep Source Column Width	Pastes the width of the source cell’s column to the destination cell’s column.
	Transpose	Changes columns of copied data to rows, and vice versa.
Paste Values	Values	Pastes only the values as displayed in the cells.
	Values & Number Formatting	Pastes both the copied cell’s values and number formatting.
	Values & Source Formatting	Pastes cell values and formatting, including the theme, if one was applied to the source data.
Other Paste Values	Formatting	Pastes only a cell’s formatting, the same as the Format Painter..
	Paste Link	Links the pasted data to the source data by pasting a formula reference to the source data.
	Picture	Pastes a picture from your Clipboard.
	Linked Picture	Pastes a picture from a website as a link that you can click to view.

FAQs

Paste Special in Excel | CustomGuide? ›

Keyboard shortcuts in the Paste Special dialog box in Excel

After you've copied the data, press Ctrl+Alt+V, or Alt+E+S to open the Paste Special dialog box. Tip: You can also select Home > Paste > Paste Special.

What is the shortcut to paste special as text in Excel? ›

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What happened to Paste Special in Excel? ›

Resolution. To see if the Paste Special option is enabled: Go to File > Options > Advanced. Under Cut, copy and paste, ensure the Show Paste Options button when content is pasted option is checked.

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What is the paste special dialog box? ›

The Paste Special dialog box opens when you select Edit > Paste Special. Use this dialog box to select how you want the content you are pasting from another application to be inserted into your document. This dialog box is only available when there is RTF, MIF, HTML, or plain text content in the Windows clipboard.

How to do paste special? ›

On the Home tab, in the Clipboard group, select the arrow under Paste, then select Paste Special, and then choose one of the options below.

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How is paste different from paste special command? ›

Paste Special provides advanced pasting feature, such as cell content, formulas, values, formatting. It only works with the Copy command but it wouldn't work after using the Cut commands. The Paste Special perform the following: Pastes only the values in cells but not the formulas & formatting.

How do I paste formatting in Excel? ›

Copy cell formatting

Select the cell with the formatting you want to copy.
Select Home > Format Painter.
Drag to select the cell or range you want to apply the formatting to.
Release the mouse button and the formatting should now be applied.

Read On ›

How do you paste special without duplicates in Excel? ›

Copy and Paste Values Skipping Duplicates Using Filter

Consider an excel sheet containing a list of names, similar to the image below. ...
In the pop-up window, click on "Copy to Other Location" and specify the location where you want to start the new values, then select the checkbox "Unique Records Only" and click "OK."

Mar 7, 2023

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Why can't I paste as values in Excel? ›

Go to: File > Options > Advanced. Under Cut, copy and paste, ensure Show Paste Options button when content is pasted is checked.

How do you copy and paste in Excel and keep formatting and formulas? ›

Here's how you copy and paste a formula:

Select the cell with the formula you want to copy.
Press ⌘ + C.
Click the cell where you want to paste the formula. ...
To quickly paste the formula with its formatting, press ⌘ + V. ...
Clicking the arrow gives you a list of options.

What are three ways that you can use Excel 365's Paste Special Tools? ›

Paste Special in Excel

Transpose Data: Copy columns to rows or vice versa.
Paste Values: Paste the results or values from a formula instead of copying and pasting the formulas themselves.
Paste Formats: Copy formatting from a cell or cell range and paste—or apply it elsewhere.

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What keys are a shortcut to paste text? ›

To copy and paste, you can use keyboard shortcuts:

PC: Ctrl + c for Copy, Ctrl + x for Cut, and Ctrl + v for Paste.
Mac: ⌘ + c for Copy, ⌘ + x for Cut, and ⌘ + v for Paste.

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What is the Alt HVV in Excel? ›

Alt + H shortcuts are my jam. Here are some of my favorites: Alt H V V = Paste values Alt H O H = Change height width Alt H 5/6 = Indent Alt H F P = Format Painter This must've taken forever; great resource!

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