Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Changes in Font Size when Copying.
Written by Allen Wyatt (last updated April 16, 2022)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021
Excel provides a number of ways that you can copy information from one worksheet to another. The method you use in your copying can affect what you seen when the copy operation is completed.
If you strictly do a copy/paste operation (you press Ctrl+C to copy the source, and then use Ctrl+V to paste to the target), then Excel copies everything it can in the operation: cell contents, content formatting, conditional formatting, and other particulars about the cell. In essence, the cell (and everything about the cell) is copied from the source to the target. The only thing not copied is cell height and width.
The upshot of this behavior is that pasting can have undesired effects on your target worksheet. For instance, your source worksheet may use a particular formatting scheme that is different from the formatting scheme in the target worksheet. As an example, the source may have cells formatted to use 11-point text, and the target may use 10-point text. If you copy cells from the source and then paste them into the target, the information in the pasted cells will appear larger than the text in the surrounding cells. Why? Because the larger font was copied from the source, replacing the font in the target cells.
You can affect what is copied and what isn't copied by making your selection and pressing Ctrl+C, then selecting the target cells and displaying the Paste Special dialog box. (To display the dialog box, display the Home tab of the ribbon, click the down-arrow under the Paste tool, then choose Paste Special.) Use the controls at the top of the dialog box to specify exactly what should be pasted to the target cells.
For example, if you didn't want the source formatting to be placed into the target cells, all you need to do is make sure you choose the Formulas radio button in the Paste Special dialog box. This pastes the cell contents and nothing else.
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (12320) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021. You can find a version of this tip for the older menu interface of Excel here: Changes in Font Size when Copying.
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2022-04-23 03:02:49
Ian Hills
In my version of Excell (Excel for Mac 2011) I can produce this effect by double-clicking on the receiving cell, then right-click and paste.
2022-04-16 18:43:55
John Mann
I don't use the Paste Special dialogue box to solve this problem. Having copied my source data, and selected the destination cell(s), I simply click the down arrow in the Paste tool on the home tab, which then displays a variety of options. I then point my mouse over the various choices while watching both the destination range to see the preview and maybe also the baloon tip which describes the type of paste opperation (and a shortcut key).
I use "Paste Values" so much that I found it worth while adding it to my somewhat bloated QUAT.
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Please Note:
This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here:
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