[Excel Shortcut] Paste Values Only (Windows & Mac)

Written by Kasper Langmann

Excel is a powerful tool that professionals across various fields use daily. One of the most common tasks in Excel is copying and pasting data. However, when you paste data, Excel also pastes the formatting, which can often be undesirable. This is where the ‘Paste Values Only’ shortcut comes in handy. It allows you to paste only the data, without the formatting. This article will guide you on how to use this shortcut on both Windows and Mac.

Understanding ‘Paste Values Only’

The ‘Paste Values Only’ function in Excel is a feature that allows you to paste data from one cell to another without copying the original cell’s formatting. This is particularly useful when you want to paste numerical data or text from a cell that has specific formatting, such as bold text, colored fill, or a particular number format, and you want the pasted data to adopt the formatting of the cell it’s being pasted into.

When you copy a cell in Excel, the program copies not only the cell’s content but also its formatting. This includes any formulas that might be in the cell. When you paste this cell elsewhere, Excel pastes both the content and the formatting. However, there are times when you might want to paste only the content, not the formatting. This is when you use the ‘Paste Values Only’ shortcut.

How to Use ‘Paste Values Only’ Shortcut in Windows

In Windows, the ‘Paste Values Only’ shortcut in Excel is quite straightforward. After copying the cell or range of cells you want to paste, navigate to the cell where you want to paste the data. Right-click on the cell, and from the context menu that appears, hover over the ‘Paste Special’ option. A submenu will appear, and from there, you can select ‘Values’ to paste only the data.

Alternatively, you can use the keyboard shortcut for ‘Paste Values Only’. After copying the cell or range of cells, navigate to the cell where you want to paste the data. Press ‘Ctrl’ + ‘Alt’ + ‘V’ to open the ‘Paste Special’ dialog box. In the dialog box, select ‘Values’ and then click ‘OK’ or press ‘Enter’.

How to Use ‘Paste Values Only’ Shortcut in Mac

For Mac users, the process is slightly different but still simple. After copying the cell or range of cells, navigate to the cell where you want to paste the data. Right-click on the cell, and from the context menu that appears, hover over the ‘Paste Special’ option. A submenu will appear, and from there, you can select ‘Values’ to paste only the data.

For the keyboard shortcut, after copying the cell or range of cells, navigate to the cell where you want to paste the data. Press ‘Command’ + ‘Shift’ + ‘V’ to paste only the values. This shortcut is a bit different from the one in Windows, but it’s just as easy to use.

Benefits of Using ‘Paste Values Only’

Using the ‘Paste Values Only’ shortcut can save you a lot of time and effort, especially when dealing with large datasets. It allows you to maintain the formatting of your worksheet while transferring data from one cell or range of cells to another. This can be particularly useful when you’re dealing with data that has been formatted in a specific way, such as financial data or data that has been color-coded for easy reference.

Another benefit of using the ‘Paste Values Only’ shortcut is that it allows you to paste data without bringing over any formulas that might be in the original cell. This can be useful when you want to paste the result of a formula without actually copying the formula itself.

Common Issues and Solutions

While the ‘Paste Values Only’ shortcut is a powerful tool, it’s not without its issues. One common issue is that the shortcut might not work if you have non-numeric data in your cells. In this case, Excel might paste the data as text, which can cause problems if you’re trying to perform calculations with the pasted data.

To solve this issue, you can use the ‘Text to Columns’ feature in Excel to convert the pasted text back into numbers. To do this, select the cells with the pasted data, go to the ‘Data’ tab, and select ‘Text to Columns’. In the dialog box that appears, select ‘Delimited’, click ‘Next’, uncheck all the delimiters, and click ‘Finish’.

Another common issue is that the ‘Paste Values Only’ shortcut might not work if you’re trying to paste data into a protected worksheet. In this case, you’ll need to unprotect the worksheet before you can paste the data. To unprotect a worksheet, go to the ‘Review’ tab, select ‘Unprotect Sheet’, and enter the password if prompted.

Conclusion

The ‘Paste Values Only’ shortcut in Excel is a powerful tool that can save you a lot of time and effort when copying and pasting data. It allows you to paste only the data from a cell or range of cells, without copying the formatting. This can be particularly useful when dealing with large datasets or when you want to maintain the formatting of your worksheet.

While there are some issues that can arise when using this shortcut, they are relatively easy to solve. With a bit of practice, you’ll be able to use the ‘Paste Values Only’ shortcut with ease, making your work in Excel more efficient and effective.