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Microsoft Excel 2007/2008

Using the Paste Special Feature

Excel allows you to paste only specific aspects of cell data by using the Paste Special feature. For example, if you want the results of a formula but no longer need the formula itself, you can choose to paste only the value found as a result of the formula. The Paste Special option does not apply to cut data; a cell must be copied in order to take advantage of this feature. A variety of data aspects can be pasted using the Paste Special command.

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Using the Paste Special Dialog Box

The Paste Special dialog box allows you to select which aspects of the copied data you would like to paste.

  1. Select the cell(s) whose values should be copied

  2. Windows: Press [Ctrl] + [C]
    Macintosh: Press [Command Key] + [C]
    OR
    Windows: From the Home command tab, click COPYCopy button

    Macintosh:From the Standard toolbar, click COPYCopy button

  3. Select the cell(s) where the results should be pasted

  4. Windows: From the Home command tab, click the PASTE arrowPaste arrow» select Paste Special...
    Macintosh:
    From the Edit menu, select Paste Special...
    The Paste Special dialog box appears.
    Paste Special dialog box

  5. Select the desired options
    EXAMPLE: To paste only the results of a formula, select Values

  6. Click OK
    The results of the formula are pasted into the selected cell(s).

return to topPaste Special Options

You may choose to paste many different aspects of your copied data.

All
pastes all information in the copied cell; this is the default option

Formulas
pastes only the formula from the selected cell
NOTE: Any relative cell references within the formula are changed to reflect its new location.

Values
pastes only the result of the formula from the selected cell

Formats
pastes only the formatting applied to the cell (e.g., font or color of the text)

Comments
pastes only annotations that were made to the cell

Validation
pastes any rules about what text can be entered in the cell (e.g., only numbers between 1 and 25)

All except borders
pastes the formatting and contents of the cell, excluding any cell borders

Column widths
pastes only the width of the selected column

Formulas and number formats
pastes the formula from the selected cell and any formatting applied to numbers (e.g., number of decimal places displayed)

Values and number formats
pastes the numerical result of the formula from the selected cell, as well as any formatting applied to numbers (e.g., number of decimal places displayed)

None
the values that are being pasted override any data already in the destination cells; this is the default option

Add
adds the values that were copied to the data in the destination cells

Subtract
subtracts the values that were copied from the data in the destination cells

Multiply
multiplies the values that were copied by the data in the destination cells

Divide
divides the values that were copied by the data in the destination cells

Skip blanks
pastes the contents of all cells except for empty cells
NOTE: This option is only useful when pasting a range of cells into an area that already contains information. This will ensure that a blank cell will not be pasted in place of information that is already in place.

Transpose
causes information that extended down a column to extend across rows and vice versa
NOTE: If you select more space for the information to be pasted into than you have cells to be pasted, the information will be repeated to fill the selected space. For example, if you copy one column and paste it into four rows while using Transpose, the information from the column will be repeated in every row.

Windows Only:

All using Source theme
when using a document theme, pastes all information using formatting from the theme that was applied to the copied cells

Paste Link
connects the cells that were copied with the pasted cells; if the data in one group changes, so will the data in the other group

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