You can copy and move data within a worksheet, between worksheets and between spreadsheets.

Selecting Cells

To manage data on a spreadsheet, you may need to select the appropriate cells first.

  • To select a single cell, simply move to it in the spreadsheet using the arrow keys.
  • To select several adjacent cells, select the first cell, hold down Shift and arrow to the last cell.
  • To select a whole column, arrow to the column and press Control and Spacebar.
  • To select a whole row, arrow to the row and press Shift + Spacebar.
  • To select all the data on the spreadsheet, press Control + Shift + Spacebar.
  • To select the entire spreadsheet, press Control + A.

Go To

A handy way to move to a particular cell on a spreadsheet is to use the Go To feature.

Press Control + G and type in the cell reference that you want to move to (without a space), and press Enter. The relevant cell is now selected.

Cut, Copy and Paste

You can move data around a spreadsheet by cutting it from one place and pasting it into another. This saves time as you don’t have to retype the data into its new position. First select the cells you want to move and then press Control + X.

While cutting removes cell contents, copying makes a copy of the data without removing it. First select the cells you want to copy and then press Control + C.

When you cut or copy text, it is placed on the Clipboard. This is an area of the computer’s memory where items are stored temporarily. Cut or copied data is available to you until you cut or copy something else.

Once you have cut or copied some data, you can then move to the new position in the spreadsheet and paste (insert) the text by pressing Control + V. Make sure that you have enough empty cells to paste into, otherwise you may overwrite some other data in the spreadsheet.

You can paste the same data several times without having to copy it again.

Pasting Options

Sometimes, when pasting from one file to another file, the formatting of the text may be quite different. This can cause inconstitencies in the display of the text. Worse case scenarios can result in difficulties reading the information.

When you have pasted the text (after pressing Control + V), press the Control key on its own. This will give a choice of pasting options. Use the Left and Right arrow keys to choose the pasting option and press Enter. One of these options is Keep Text Only. This ensures that the pasted text will pick up the main formatting of the destination file, ensuring consistency in the display of the information.

These pasting options are available in spreadsheets, documents and emails.