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Excel 2003: Moving & Copying Data

Excel 2003: Moving & Copying Data

Moving and copying data are common commands used in many computer programs. These commands allow us to take information from one document or location and place them in another without re-typing everything. And, I’m all for anything that doesn’t require me to re-invent the wheel.

So, for the sake of these notes…

When you Move data, you are actually taking it from the location in which it is currently placed and relocating it to another cell, worksheet, workbook or file.

When you Copy data, the original data remains intact and, in addition, a copy of that data is placed in another cell, worksheet, workbook or file.

In the case of Excel 2003, the commands you need to carry out for any move or copy operation are located on the Standard toolbar.

Whenever you choose to Cut or Copy data, it is automatically placed on the Windows clipboard. And, it stays on the clipboard until it is replaced with something else that has been cut or copied. The Windows Clipboard can hold up to 24 different items at one time, which makes it really easy to cut, copy, and paste multiple sets of data at one time. In fact, you can copy 10 different items and then paste them all to a new location with the click of one almighty mouse button.

Cutting & Pasting Data Using the Standard Toolbar

     
  1. Select the cell(s) you want to Cut (or Move)
     
  2.  
  3. Click the Cut button on the Standard toolbar
     
  4.  
  5. Click the area in your worksheet where you want the data to go
     
  6.  
  7. Click the Paste button on the Standard toolbar
     

Cutting Data Using Your Mouse

     
  1. Select the cell(s) you want to Cut (or Move)
     
  2.  
  3. Position your mouse on the inside of your selection
     
  4.  
  5. When you see a black arrow, click and drag the selection to a new location
     

Copying Data Using the Standard Toolbar

     
  1. Select the cell(s) you want to Copy
     
  2.  
  3. Click the Copy button on the Standard toolbar
     
  4.  
  5. Click the area in your worksheet where you want the data to go
     
  6.  
  7. Click the Paste button on the Standard toolbar
     

Copying Data Using Your Mouse

     
  1. Select the cell(s) you want to Copy
     
  2.  
  3. Position your mouse on the inside of your selection
     
  4.  
  5. When you see a black arrow, while holding down [CTRL], click and drag the selection to another location
      (Be sure to release your mouse button BEFORE you release the [CTRL] key.)
     

If you’re a keyboard fan, you can use keyboard shortcuts to cut, copy and paste.

               

To…

Press…

Cut

[CTRL]+X

Copy

[CTRL]+C

Paste

[CTRL]+V

The Office Clipboard

Whenever you choose to Cut or Copy data, it is automatically placed on the Office Clipboard. And, it stays on the clipboard until it is replaced with something else that has been cut or copied. The Office Clipboard can hold up to 24 different items at one time which makes it really easy to cut, copy and paste multiple sets of data at one time.

In fact, you can copy 10 different items and then paste them all to a new location at one time.

Pasting Multiple Sets of Copied Data Using the Office Clipboard Task Pane

     
  1. Choose Edit from the Menu bar
     
  2.  
  3. Choose Office Clipboard… (this displays the Office Clipboard Task Pane)
     

Figure 9. Office Clipboard Task Pane

   3.      Select the cell(s) you want to Copy

   4.      Click the Copy button on the Standard toolbar (or, press [CTRL] + C)

   5.      Repeat steps 1 and 2 for each set of data you want to copy (up to 24)

   6.      Either select each copied item one at a time or click the Paste All button

When you no longer need the data stored in the Office Clipboard, you can click Clear All to empty the Clipboard and start again.