Copying Data
By the Syncfusion DevTutorials team · Last updated
Copy, cut, and paste cells, choose what to paste with Paste Special, and move data with drag and drop.
Entering the same information multiple times is time-consuming and increases the chance of mistakes. Excel provides tools for copying, cutting, and pasting data, and also allows you to choose exactly what gets pasted, such as values, formulas, or formatting. In this lesson, you'll learn how to copy and move data, use Paste Special, and drag cells with the mouse.
Open the Excel sandbox and follow along.
Copy Cells
- Select the cell or range you want to copy.
- Press Ctrl + C, or click Copy on the Home tab.
A moving dotted border, often called marching ants, appears around the copied cells. This indicates that the cells have been copied to the clipboard and are ready to be pasted.
Paste Cells
- Select the cell where the copied data should begin. For a range, choose the top-left destination cell.
- Press Ctrl + V, or click Paste on the Home tab.
Excel pastes everything from the copied cells, including values, formulas, and formatting. You can paste the copied data multiple times while the marching ants remain visible. Press Esc when you are finished copying.
When pasting a range, select only the top-left destination cell. Excel automatically fills the remaining cells. If you select a different-sized destination area, Excel may not allow the paste operation.
Paste Special
Paste Special allows you to control exactly what is pasted.
After copying data, select the destination cell, click the arrow below Paste on the Home tab, or right-click and choose a Paste Special option.
| Option | What It Pastes | When to Use It |
|---|---|---|
| Values | Only the displayed results, not the formulas | When you want fixed values that will not change |
| Formulas | Formulas only, without formatting | When you want the same calculations in another location |
| Formats | Formatting only | When you want another range to have the same appearance |
| Transpose | Converts rows into columns and columns into rows | When data is arranged in the wrong orientation |
Paste Values is one of the most commonly used Paste Special options. It converts formula results into fixed values and prevents them from changing if the original data changes.
Cut Cells
Cut moves data from one location to another instead of creating a copy.
- Select the cell or range.
- Press Ctrl + X, or click Cut on the Home tab.
- Select the destination cell and press Ctrl + V.
The selected cells are moved to the new location, and the original cells become empty. Any formulas referring to the moved cells are automatically updated.
Drag and Drop
You can move cells by dragging them with the mouse.
- Select the cell or range.
- Move the pointer to the border of the selection until it changes to a four-headed arrow.
- Drag the selection to a new location and release the mouse button.
Hold Ctrl while dragging to create a copy instead of moving the data. A small + symbol appears next to the pointer.
If you drag cells onto an area that already contains data, Excel displays a warning before replacing the existing content. Review the message carefully before continuing. If necessary, press Ctrl + Z to undo the action.
Common mistakes
| Mistake | Result | Solution |
|---|---|---|
| Pasting a formula into another location | The result changes because the cell references adjust | Use Paste Values if you need a fixed result |
| Pasting over existing data | Existing information is replaced | Press Ctrl + Z immediately to undo |
| Copying instead of cutting | Data appears in both locations | Delete the original data or undo and use Cut |
| Deleting source cells used by a formula | The formula displays #REF! | Undo the action and paste values before deleting the source |
| Dragging the fill handle instead of the selection border | Excel creates a series instead of moving the cells | Undo the action and drag the border of the selection |
Exercise
Click Reset in the sandbox header. Then enter the following data:
- A1:
Item, B1:Qty, C1:Price, D1:Total - A2:
Pens, B2:10, C2:2, D2:=B2*C2
Complete each task and then click Check.
What to Remember
- Ctrl + C copies data.
- Ctrl + X cuts and moves data.
- Ctrl + V pastes data.
- Select only the top-left destination cell before pasting a range.
- Paste Special lets you paste only values, formulas, or formatting.
- Paste Values converts formulas into fixed results.
- Drag the border of a selection to move it, or hold Ctrl while dragging to create a copy.
- Press Esc to clear the marching ants and exit copy mode.
In the next lesson, you'll learn how to insert, delete, resize, and hide rows and columns.