How to Copy Values and Not Formulas in Excel

When working in Excel, copying and pasting cells can sometimes result in formulas being transferred instead of their values. This can lead to unwanted recalculations or broken references in your new sheet. Fortunately, Excel offers several ways to copy only the values without the underlying formulas. 

In this guide, we’ll walk you through how to do exactly that, ensuring your data stays accurate. At Maptive, we believe in helping you get the most out of your data. Whether you’re organizing spreadsheets or visualizing your results in Maptive, following these Excel tricks will save you time and keep your data clean. 

Method 1: Copy-Pasting Values Using “Paste Special”  

One of the easiest ways to paste values only is with the Paste Special feature. This feature allows you to paste the results of your formulas without copying the formulas themselves.

Here’s how to use the Paste Special feature:

1. Select the cell(s) containing the values and formulas you want to copy.

1. Press Ctrl + C to copy.
2. Right-click the destination cell and select Paste Special.
3. In the Paste Special dialog, choose Values and click OK.

Pro Tip: You can also access Paste Special using the shortcut Alt + E + S + V on Windows. 

Method 2: Paste Values with the Right-Click Menu Shortcut

Excel offers a faster way to paste values directly through the right-click menu, eliminating the need to open the Paste Special dialog.

Here’s how to use the Right-Click Menu shortcut:

1. Copy your data by selecting the cells and pressing Ctrl + C.
2. Right-click where you want to paste the values.
3. From the context menu, select the Paste Values icon (a clipboard with “123”).

Method 3: Use Keyboard Shortcuts for Efficiency

For advanced Excel users who prefer speed, keyboard shortcuts can help copy and paste values without interrupting your workflow. 

Here’s how:

1. Select and copy your data with Ctrl + C.
2. Navigate to the destination cell and press Ctrl + Alt + V.
3. Press V to choose Values and hit Enter.

Method 4: Convert Formulas to Values in the Same Cells  

In some cases, you might want to replace formulas with their calculated values within the same cells so you don’t lose your current layout. 

To do so, follow these steps:

1. Select the range containing the formulas.
2. Press Ctrl + C to copy the data.
3. Without moving the selection, right-click and select Paste Values.

Method 5: Using Excel’s Fill Handle to Copy Values Only 

The Fill Handle functionality in Excel can also be used to copy values if you’re working within the same column or row. This method is ideal when you need to copy a single value across multiple cells. 

How to use Fill Handle:

1. Select the cell containing the value you want to copy.
2. Drag the Fill Handle (the small square at the bottom-right corner of the selected cell) over the range where you want the value copied.
3. Release the mouse button, then click the Auto Fill Options icon.

1. Select Fill Without Formatting or Copy Values Only.

Common Issues and Troubleshooting

When copying and pasting in Excel, you might encounter some unexpected results. 

Here are a few common issues and their fixes:

• Problem: The pasted values appear as zeros or errors.  
  • Solution: Ensure the original cells contain calculated values, not blank formulas.  
• Problem: Formatting doesn’t transfer with the values.  
  • Solution: Use the Paste Special feature to copy both values and formatting if needed.
• Problem: Pasted numbers are treated as text, preventing calculations or sorting.
  • Solution: Use the Text to Columns tool under the Data tab to convert the text to numbers. 

• Alternatively, multiply the values by 1 or use the VALUE() function to convert them into numerical format.
• Problem: Pasted dates do not display correctly.
  • Solution: Check the date format in both the source and destination cells. If the dates still appear incorrectly, use the Text to Columns tool under the Data tab to convert them to the right format. 

Conclusion

Copying values without formulas in Excel is a vital technique that helps maintain the integrity of your data and the layout of your spreadsheet. Whether you’re using Excel for calculations or preparing data for mapping with Maptive, knowing these methods will ensure you stay productive and organized.

Fred Metterhausen

Fred Metterhausen is a Chicago based computer programmer, and product owner of the current version of Maptive. He has over 15 years of experience developing mapping applications as a freelance developer, including 12 with Maptive. He has seen how thousands of companies have used mapping to optimize various aspects of their workflow.