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How do I copy and paste data without losing formatting?
There are several ways to copy and paste data in Excel while preserving the formatting of the original cells. Here are three common methods:
Method 1: Using Paste Options
1. Copy the data: Select the cells containing the formatted data you want to copy. Right-click on the selection or use the keyboard shortcut `Ctrl + C` (Windows) or `Command + C` (Mac).
2. Choose the destination: Click on the cell where you want to paste the copied data.
3. Right-click and select Paste Options: Right-click on the destination cell and navigate to the "Paste Options" menu.
4. Select the desired option: Here are some options that will maintain formatting:
- Keep Source Formatting: This will paste the data along with all formatting from the original cells.
- Values & Source Formatting: This will paste only the cell values but retain the formatting like font size, color, and borders.
- Formatting Only: This will paste only the formatting from the original cells without the data itself.
Method 2: Using Keyboard Shortcuts
1. Copy the data: Similar to method 1, select and copy the formatted cells using `Ctrl + C` (Windows) or `Command + C` (Mac).
2. Choose the destination: Click on the cell where you want to paste the data.
3. Use the shortcut for formatted paste: There are two keyboard shortcuts for pasting with formatting:
- `Ctrl + Alt + V` (Windows): This opens the Paste Special dialog box where you can choose various paste options like "Keep Source Formatting" or "Values & Source Formatting."
- `Ctrl + V` + `Enter` (Windows) or `Command + Option + V` (Mac): This is a quick shortcut that pastes the copied data with its original formatting, similar to "Keep Source Formatting" in the Paste Options menu.
Method 3: Using Match Destination Formatting
Note: This method is only available in Excel for Windows.
1. Copy the data: Select and copy the formatted cells as usual.
2. Choose the destination: Click on the cell where you want to paste the data.
3. Right-click and select Paste Special: Right-click on the destination cell and navigate to "Paste Special."
4. Select Match Destination Formatting: In the Paste Special dialog box, choose the option "Match Destination Formatting." This will paste the data using the formatting already applied to the destination cell(s).
By using one of these methods, you can ensure that your formatting is preserved when copying and pasting data within your Excel spreadsheet.