Spreadsheet (Excel) Software

Paste Special Options

Paste Special options basically fall into two categories: operations that copy specific parts of the original data and operations that perform some kind of calculation with the data in the copied and destination cells. To start, select your source data in one of the three traditional ways after you highlight the source cells: press CTRL-C (to copy, or CTRL-X to cut); right-click and choose Copy or CUT; or click the Cut or Copy button on the Ribbon's Home tab.

The basic Paste operation that most people stick with copies everything about the source cell (data and formatting) to the destination cell. If you right-click the destination cell and click Paste Special, you can choose specific aspects you want to copy. Here are some of the key options:

Formulas: Pastes the formula from the source cell. The results won't be transferred, because Excel adjusts the formula so that its references change in relation to the destination cell. If the original formula summed up cells in the A column for example, copying the formula to a cell in the F row changes all the A references to F references.

Values: Pastes data only, leaving formatting and the formula behind.

Formats: Pastes only the cells' visual style.

Excel Shortcut Keys

Hiding rows/columns - select a cell and press CTRL-9 to hide the row or CTRL-0 (zero) to hide the column. To reveal them again - go to the Home tab, click Format, Hide & Unhide, and Unhide the row or column.

Paste Special - press CTRL-ALT-V to use the Paste Special dialog box. This gives you more options than the regular Paste. With Paste Special, you can decide which parts of a cell to copy, such as the numerical value, the formula, the formatting, etc.

Display Insert Function Dialog Box - If you need a quick formula, press SHIFT-F3 and choose the function you need.

Select an Entire Row/Column - press CTRL-Spacebar to select the entire column that contains the currently selected cell. Press SHIFT-Spacebar to select the entire row.

Fill Cells - allows you to quickly copy a cell's value into several other cells. Highlight a cell range with the value in the left-most cell and press CTRL-R. This key combo copies the value into all the selected cells to the right. Highlight a range from top to bottom and press CTRL-D to fill all the cells below the source cell.

Jump to the Beginning of the Worksheet - press CTRL-Home.

Jump to the End of the Workshop - press CTRL-END.

Add a New Line in a Cell - to start a new line in the same cell, press ALT-ENTER.

Time stamps: Ctr-shift - semi colon

Today: Ctr- semi colon

Excel Print - Page Breaks

Click the icon in the lower-right corner of the Excel window, down by the Zoom tool. This view clearly shows where Excel plans to split up pages in a way that's even easier to understand than Print Preview. If you don't like the break's position, just drag it somewhere else. You can even add new breaks by right-clicking (control-click for Mac users) and choosing Insert Page Break.