In addition to pasting data into spreadsheets and inserting copied values from places. Google Sheets offers special paste options. With them, you can paste values, formulas, conditional formatting, and more.
Access the Paste Special in Google Sheets.
As a refresher, you can easily copy data to Google Sheets. Once you’re done, you’ll have access to the Paste Special.
To copy data:
- Right-click on the cell and select “Copy” in the shortcut menu.
- Select the cell and click Edit> Copy in the menu.
- Press Ctrl + C on Windows or Command + C on Mac.
To open the paste special:
- Right-click on the cell and go to Paste Special in the shortcut menu. Select the Paste option from the popout menu.
- Select the cell and go to Edit> Paste Special in the menu. Select the Paste option from the popout menu.
Paste special options into Google Sheets.
While some of the special paste options in Google Sheets seem obvious, others may not. And whether you’re copying data, formulas, or formatting, it’s important to know the correct paste option to choose from.
Let’s take a look at each of the eight paste special options currently available and what they do.
Just paste the values.
You can think of paste values as just plain text paste that you will use in Microsoft Excel. This process only sticks text without formatting. If the data you are copying contains a formula, paste values will only paste the result of the formula.
Just paste the format.
If this is not the data you want to paste but formatting instead, the paste format is just the process you want. This is an alternative to the Paint Format tool as it will not change any data and will only be formatting paste.
Paste all except borders.
You may have data with borders, formulas and other formatting. Paste everything except the borders exactly as the name suggests. It sticks to everything you copy, including data and formatting, as well as cell borders. This option helps prevent you from reformatting your borders when moving data around.
Just paste the column width.
When you take the time to resize columns in Google Sheets, you want to move the size you want somewhere else in your sheet. With only the width of the pasted columns, the width of the columns pasted on the cells you select is nothing more.
Just paste the formula.
Unlike paste values where you only see the result of a formula that you copy, just paste the formula actually pastes the formula. A good example of using this paste special option is when adding total to rows or columns. You can copy and paste the formula into the rest of the cells.
Note: When pasting formulas, cell references should be automatically adjusted to their new locations in the sheet.
Just paste the data verification.
Verifying data in Google Sheets can prevent invalid data from entering your sheet. So if you set up a data validation rule, you can use paste data validation only to copy and paste the same principle into the extra cells of your sheet. Nothing will be pasted except data verification.
Paste conditional formatting only.
With conditional formatting in Google Sheets, you can highlight spaces or errors and apply color scales based on values. If you create a conditional formatting rule that you want to apply to other areas of your sheet, copy and paste it with conditional formatting. Nothing but conditional formatting will be pasted.
The last of the special paste options, and the easiest of many, is paste transposed. With this feature, you can copy cells into a column and paste them into a row or vice versa. Basically, it allows you to convert columns to rows or rows to columns.
When inserting data into a spreadsheet, anything that can speed up the work is welcome. So the next time you want to copy and paste, data, formulas, or formatting, remember your special paste options in Google Sheets.