Paste Special Shortcuts in Excel and Word With Examples – 22

The Paste Special in Excel is a feature, used to paste the copied contents in a specific format. Using this feature, you can paste several formats like formulas, values, comments, data validation, and number formats.

You can also add, multiply, subtract, or divide a specific number to the selected range of cells in a worksheet.

Paste Special in MS Word is used to paste differently formatted text such as a Microsoft Word Document Object, Unformatted Text, Formatted Text, Picture (Enhanced Metafile), Unformatted Unicode Tex), and HTML Format.

Paste Special Shortcuts in Excel and Word {With Examples}

Microsoft Excel
Microsoft Word

Do one of the following before working with the Paste special shortcuts in Excel:

1. Copy the selected content then press CTRL + Alt + V

2. Copy the selected content → Go to the HomeClipboard group → Expand the Paste Paste Special

3. Copy the selected content→ Right-click on the worksheet → Select Paste Special

Paste Special Feature Shortcuts in Excel
Paste Special Feature Shortcuts in Excel

After launching the Paste Special dialogue box as in the picture above, use the shortcut keys given below to paste any content format that you have copied the content from the range of cells.

Paste Special OptionKeyboard ShortcutDescription
AllPress A → Press Enter key or click OK.Paste all data with all formatting that you have copied the contents from the selected range.
FormulasPress F Press Enter key or click OK.Paste the unformatted content with formulas that you have copied the contents from the selected range.
ValuesPress V → Press Enter key or click OK.Paste the content without the formula that you have copied the contents from the selected range.
FormatsPress T → Press Enter key or click OK.Paste only formatting (not content) that you have copied from the selected data.
CommentsPress C → Press Enter key or click OK.Paste only comments which are applied to the cells.
ValidationPress N → Press Enter key or click OK.Paste only the data validation that you have applied to the contents from the Data tab, in the Data Tools group.
All using source themePress H → Press Enter key or click OK.Paste all the contents along with source theme formatting from the selected data in the cells, which are applied with theme format from the layout tab.
All except BordersPress X Press Enter key or click OK.Paste all the contents without borders that you have copied the contents with borders.
Column WidthsPress W Press Enter key or click OK.Paste or apply the same column width that you have copied from the selected cells.
Formulas and Number FormatsPress R Press Enter key or click OK.Paste only the number formats and formulas that you have copied the contents from the selected range.
Values and Number FormatsPress U → Press Enter key or click OK.Paste only number formats and content without a formula that you have copied the contents from the selected range.
All Merging Conditional FormattingPress G → Press Enter key or click OK.Paste all the contents along with source theme formatting and Conditional Formatting from the selected data in the range, which are applied with theme format from the layout tab, and Conditional Formatting from the Home tab, in the Styles group.
Paste Special OperatorsKeyboard ShortcutDescription
AddPress G → Press Enter key or click OK.Copying any number from one place and Adding it to other selected numbers in a range of cells.
SubtractPress S → Press Enter key or click OK.Copying any number from one place and Subtracting it from other selected numbers in a range of cells.
MultiplyPress M → Press Enter key or click OK.Copying any number from one place and Multiplying it to other selected numbers in a range of cells.
DividePress G → Press Enter key or click OK.Copying any number from one place and Dividing it by other selected numbers in a range of cells.
Paste Special Shortcuts in Excel

Steps to Use Paste Special in Microsoft Excel

Paste “All” Text:

Paste all the text from one worksheet to another in the same workbook, or a different one. Do the following steps.

Paste All
Paste all

First, format the data (the formatting includes cell borders, number formatting, conditional formatting, format as a table, cell styles, font colour, etc.)

Copy all the data that you wish to paste with all formatting 

Switch to a different worksheet or workbook

Launch the paste special dialogue as explained above

Then click on “All” on the dialogue box

Now all the data are pasted with all the formatting as in the picture above.

Paste “Formulas”:

Paste all the plain numbers with formulas from one worksheet to another in the same workbook, or a different one. Do the following steps.

Paste Formulas
Paste Formulas

Make sure your data contains numbers and is calculated with any function or formula

Format the numbers as your wish (the formatting includes cell borders, number formatting, conditional formatting, format as a table, cell styles, font colour, etc.)

Copy all the numbers 

Switch to a different worksheet or workbook

Launch the paste special dialogue 

Then click on “Formulas” on the dialogue box

Now all the numbers are pasted with formulas or functions without formatting

Double-click on the result of your calculation to confirm that the functions or formulas are pasted.

Paste “Values”:

To paste all the numbers without formulas from one worksheet to another in the same workbook, or a different one. Do the following steps.

Paste Only Values
Paste values

Make sure your data contains numbers and is calculated with any function or formula

Copy all the numbers 

Switch to a different worksheet or workbook

Launch the paste special dialogue 

Then click on “Value” on the dialogue box

Now all the numbers are pasted without formulas or functions.

Double-click on the result of your calculation to confirm that the functions or formulas are not pasted.

Paste “Formats”:

Paste all the formats without any content that you have applied from one worksheet to another in the same workbook, or a different one. Do the following steps.

Paste Formats
Paste formats

Format the text (the formatting includes cell borders, number formatting, conditional formatting, format as a table, cell styles, font colour, etc.)

Copy all the text

Switch to a different worksheet or workbook

Launch the paste special dialogue 

Then click on “Formats” on the dialogue box

Now all the formats without text are pasted. 

Paste “Comments”:

Paste only comments without any content that you have added from one worksheet to another in the same workbook, or a different one. Follow the steps below.

Apply New Comments to Data
Adding Comments

Add comment to the required text (To insert a comment, select the text that you want to add a comment → go to the “Review” tab →  Click “New Comment” in the comments group)

Paste Comments
Applying Comments

Copy all the text

Switch to a different worksheet or workbook

Launch the paste special dialogue (Ctrl+Alt+V)

Then click on “Comments” on the dialogue box, or Press C, then press Enter or click OK.

Now all the comments are pasted without any text. 

Paste “Validation”:

To apply the same data validation format to the desired range of the content that you have chosen from the already applied content of a worksheet, follow the steps below.

First, copy the range in the data which is applied to the data validation format.

Select any related data in any worksheet that you want to paste the copied data validation format 

Launch the paste special dialogue (Ctrl+Alt+V)

Then click on “Validation” on the dialogue box, or Press N, then press Enter or click OK.

Now the format is applied to the selected text. 

Paste “All Using Source Theme”

To paste the same data including the source theme format that you have chosen from the already applied content of a worksheet, follow the steps below.

First, copy the data which is applied with the source theme format. 

To apply theme format, Select text → Go to the Home → Format as Table → Select one of the formats as in the picture below.

Format Text as Table
Format as table

Moreover, select text → Go to the Page Layout → Themes → Select one of the Themes to apply it.

Apply theme format to the text in Excel
Applying themes

After the above steps, if you want to apply the same format to the other text, copy that text and launch the paste special dialogue (Ctrl+Alt+V)

Then click on “All Using Source Theme” in the dialogue box, or Press H, then press Enter or click OK.

Now the format is pasted the same as copied one.

Paste “All Except Borders”

To paste all the data except borders that you have chosen from the already applied content of a worksheet, follow the steps below.

First, copy the data which is applied to borders

Launch the paste special dialogue (Ctrl+Alt+V)

Then click on “All Using Source Theme” on the dialogue box, or Press X, then press Enter or click OK.

Now the data is pasted the same as copied one.

Paste “Column Widths”

First, copy the column width from the range of cells

Launch the paste special dialogue (Ctrl+Alt+V)

Then click on “Column Widths” on the dialogue box, or Press W, then press Enter or click OK.

Now the columns are pasted the same as copied one.

Paste “Formulas and Number Formats”

First, make sure your numeric data has formulas and number formats. If it doesn’t, select the numbers → go to the Home tab → click the drop-down arrow of the general in the number group → Select one of the formats other than general.

And calculate with any function such as Sum.

Now launch the paste special dialogue (Ctrl+Alt+V)

Then click on “Formulas and Number Formats” on the dialogue box, or Press R, then press Enter or click OK.

Now the numeric data has been copied with formulas and number formats except other formats.

Paste “Values and Number Formats”

Make sure your numeric data has formulas and number formats. If it doesn’t, select the numbers → go to the Home tab → click the drop-down arrow of the general in the number group → Select one of the formats other than general.

And calculate with any function such as Sum.

Now launch the paste special dialogue (Ctrl+Alt+V)

Then click on “Values and Number Formats” on the dialogue box, or Press U, then press Enter or click OK.

Now only the numeric data has been pasted (except formulas and functions) and number formats except other formats.

Paste “All Merging Conditional Formats”

Paste all the contents along with source theme formatting and Conditional Formatting from the selected data in the range, which are applied with theme format from the layout tab, and Conditional Formatting

First, make sure your numeric data is calculated with formulas and applied with conditional formats, number formats and any other formats.

Now launch the paste special dialogue (Ctrl+Alt+V)

Then click on “All merging Conditional Formats” on the dialogue box, or Press G, then press Enter or click OK to paste only numeric data with all the formats.

Mathematical Operators in Paste Special

The Mathematical Operators in Microsoft Excel is a feature, used to paste the copied contents in a specific format. Besides this, you can use keyboard shortcuts to perform mathematical operators such as add, multiply, subtract, or divide a specific number to the selected range of cells in a worksheet.

STEP-1: Mathematical Operators in Excel

  • Prepare the data table in which you want to add, subtract, multiply, or divide.
  • Enter and copy a number in any cell in a worksheet.
  • Then select one of the columns that contain numeric data in a data table that you have prepared for adding, subtracting, multiplying, or dividing.

STEP-2: Mathematical Operators in Microsoft Excel

To open the Paste Special Dialogue Box for Mathematical Operators, do one of the following.

Mathematical operators in ms-excel
Mathematical operators in MS-Excel

Press CTRL + Alt + V, after copying the selected numbers from the cell that you want to add, multiply, subtract, or divide. (or),

On the Home tab, in the clipboard group, Click the expand arrow of the Paste and then, select the Paste Special after copying the selected numbers from the cell that you want to add, multiply, subtract, or divide. (or),

Right-click on the worksheet, then selects the Paste Special after copying the selected numbers from the cell that you want to add, multiply, subtract, or divide.

STEP-3: Mathematical Operators in Microsoft Excel

After Paste Special Dialogue has been opened, Do the Following.

  • Select one of the mathematical operators.
  • Then click Ok
  • Now check the column in a data table that you have selected for adding, subtracting, multiplying, or dividing.

Keyboard Shortcuts for Mathematical Operators in Excel

Below are the keyboard shortcuts for mathematical operators. Must open the Paste Special dialogue box (Ctrl + Alt + V) before using these shortcut keys.

AddPress G → Press Enter key or click OK.Copying any number from one place and Adding it to other selected numbers in a range of cells.
SubtractPress S → Press Enter key or click OK.Copying any number from one place and Subtracting it from other selected numbers in a range of cells.
MultiplyPress M → Press Enter key or click OK.Copying any number from one place and Multiplying it to other selected numbers in a range of cells.
DividePress G → Press Enter key or click OK.Copying any number from one place and Dividing it by other selected numbers in a range of cells.
Mathematical Operators

Link the range of the cells to the same sheet or from one worksheet to another by using the paste link option.

After completing Paste Special Shortcuts in excel, read the posts related to Paste Special in MS Word which are given below.

Paste Special in Microsoft Word

Paste Special in Microsoft Word: The Paste Special is a feature that allows you to paste the content in several formats such as a Microsoft Word Object, Formatted Text, Unformatted Text, Picture file, Html format, and Unformatted Unicode Text.

Paste Special in Microsoft Word

Cut or Copy the text that you have formatted

Go to the Home → Click the down arrow of the Paste Select Paste Special to launch a pop-up window

Cut or Copy the formatted text, then launch the Paste Special dialogue window
Cut or Copy the formatted text, then launch the Paste Special dialogue window

On the pop-up window, select the text formatting you want to paste.

Then click OK

Paste Special dialogue box in Word
A Paste Special dialogue box in MS Word

Paste Special Formattings

1. Microsoft Word Document Object

The feature Microsoft Word Object Document is one of the content format options to paste the contents of the clipboard. After the contents of the clipboard have been posted in this format into the Word document, even if you move it or move any other objects around it the whole body of this content never degrades as it was before.

2. Microsoft Word Document Object (Display as an icon)

This feature allows you to paste the content of the clipboard as a Microsoft Word Object icon. To edit the content, you need to open (the Microsoft word document object) by double-clicking.

3. Formatted Text

In this feature, you can paste the contents of the clipboard without degrading (as if it was before cutting or copying) as Real-Time Formatted Text.

4. Unformatted Text

It helps to paste the contents of the clipboard without any Formatting as Plain Text.

5. Picture (Enhanced Metafile)

This feature allows you to paste the contents of the clipboard as a Picture (Enhanced Metafile)

6. HTML Format

This feature allows you to paste the contents of the clipboard as a HyperText Markup Language (HTML). The HTML format is used on the website.

7. Unformatted Unicode Text

It allows you to paste the contents of the clipboard without any formatting with a character encoder as Plain Text. Unformatted Unicode Text is a universal standard character accepted by all system software in the world.

What is Paste Special in MS Excel?

The Paste special is a feature, used to paste the copied contents in a specific format. Using this feature, you can paste several formats like formulas, values, formats, comments, data validation, and number formats. Also, you can add, multiply, subtract, or divide a specific number to the selected range of cells in a worksheet.

What is Paste Special in MS Word?

The Paste Special is a feature that allows you to paste the content in several formats such as a Microsoft Word Object, Formatted Text, Unformatted Text, Picture file, Html format, and Unformatted Unicode Text.

What are the Mathematical Operators of MS Excel?

The Mathematical Operators in Microsoft Excel is a feature, used to paste the copied contents in a specific format. Besides this, you can use keyboard shortcuts to perform mathematical operators such as add, multiply, subtract, or divide a specific number to the selected range of cells in a worksheet.

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