Moving and Copying Cells and Data

The Cut, Copy and Paste tools are very flexible. You can click-and-drag to select then copy text within the Formula bar. You can move and copy cells, ranges, columns and rows. You can paste text or data into a worksheet from other worksheets, workbooks or other types of file.

To move a cell or range

Cutting and pasting is a single action, and the cut cells can only be pasted once. The cell contents can be moved within the same worksheet or to other worksheets.

• Select the range to be moved (this can be a single cell, block of cells, column(s) or row(s))
• On the Standard toolbar, click Cut

OR

• From the Edit menu, select Cut (SpeedKey: Ctrl + X)

The selected range is displayed with a flashing, dashed border. Normally when you cut or copy, the data is placed on the Windows Clipboard and can be pasted back into the file at any time. In Excel, when moving cells, you must choose Paste as the next command, or the Cut selection will disappear and you will need to re-select it.

• Move the active cell to the new location
• On the Standard toolbar, click Paste

OR

• From the Edit menu, select Paste (SpeedKey: Ctrl + V)

The cells are moved to a new location. Note that any existing data is replaced without warning. The Paste Options smart tag is displayed, allowing you to modify the formatting of the cut data (see below).

Note: You can insert the cut selection by selecting Cut Cells... from the Insert menu.

To move data

• If you do not want to move cells, you can click-and-drag to select text in the cell then cut and paste it to another location as normal

To copy cell contents

Copy and Paste are two distinct actions. Copying places the information on the Windows Clipboard and pasting brings it back. After copying, the selection remains highlighted and may be pasted multiple times. Cell contents can be copied within the same worksheet or to other worksheets.

• Select the cell contents to be copied (this can be a single cell, block of cells, column(s) or row(s))
• On the Standard toolbar, click Copy

OR

• From the Edit menu, select Copy (SpeedKey: Ctrl + C)

The selected range is displayed with a flashing, dashed border.

• Move the active cell to the new location for the cell contents
• On the Standard toolbar, click Paste

OR

• From the Edit menu, select Paste (SpeedKey: Ctrl + V)

The cells are copied to a different location. Note that any existing data is replaced without warning. The Paste Options smart tag is displayed, allowing you to modify the formatting of the cut data (see below).

The original cells remain selected, allowing you to copy them again if you want.

• To remove the selection, press Esc

Tip: The shortcut menu offers another way to move and copy data. After selecting the range, right-click the selection. From the shortcut menu select Cut, Copy or Paste.

Use the Paste Options Smart Tag

The Paste Options smart tag provides a shortcut to choosing the format of pasted text. The tag appears whenever text is moved or copied in an Excel workbook.

To change the format of cut or copied data

• Click the arrow on the Paste Options tag

Note: You must select the tag as the next action after pasting. It will disappear if you start typing or select another command.

The smart tag menu is displayed.

Paste Options smart tag

Select from the following options:

Use the Office Clipboard to Paste Multiple Items

The Office Clipboard can be used to copy and paste multiple items, from more than one application. For example, you can copy some text entered in a Word document, switch to Excel and copy some spreadsheet data, switch to PowerPoint and copy a graphic, and so on, then paste the collection of items back into Word.

To view the contents of the Office Clipboard

The contents of the Office Clipboard are displayed on the Clipboard task pane. The Clipboard task pane is only available in Microsoft Office XP applications.

• From the Edit menu, select Office Clipboard...

OR

• From the View menu, select Task Pane then on the Task Pane title bar, click the down arrow to display the menu and select Clipboard

The Clipboard task pane is displayed.

To copy an item to the Office Clipboard

• Display the Clipboard task pane
• Select the item to be copied then on the Standard toolbar, click Copy (SpeedKey: Ctrl + C)

Note: You can copy (and cut) items from any application - not just Office XP products. You must make sure that the Clipboard pane is open in an Office application though, or only the last item copied will appear.

• Repeat the above steps to copy the next item you need

The Office Clipboard holds up to twenty four items. The items that have been collected will remain on the Office Clipboard until all open Office applications are closed. As the items are copied to the Clipboard the number of items collected is displayed on the Taskbar in the bottom right-hand corner of the application window.

Number of items collected on the Clipboard

Tip: You can also copy items without displaying the Clipboard toolbar if you select the Copy command twice in succession.

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